In this guide, we’ll share practical tips to help you write clear, professional, and persuasive emails that build trust and increase the likelihood of a booking.
Why email communication matters
Responding to potential safari guests via email may seem simple, but small mistakes can make a big difference.
A well-written email helps establish trust, which is key when someone is considering booking a safari. Your email is often the first impression a customer gets of your company, and it sets the tone for your entire relationship.
Many travelers are cautious when choosing a safari operator. They want to feel confident that they’re dealing with a trustworthy, knowledgeable, and professional team. Poorly written or impersonal emails can easily turn a potential client away.
On the other hand, a thoughtful, well-structured email shows that you care about their experience and are capable of handling the details of their trip.
Key elements of a great first email
1. A clear and relevant subject line
This helps customers easily find and refer back to your mail when needed.
Examples:
- Your Safari Inquiry With [Your Company Name]
- Information About Our Safari Tours From [Your Company Name]
- Thank You for Contacting [Your Company Name]
2. A warm and personalized greeting
A warm greeting sets a friendly and respectful tone right from the start. Avoid generic or outdated phrases such as 'Dear Sir/Madam.'
Tip: If you don’t have their name, use something relevant and engaging like:
Examples:
- Dear Wildlife Enthusiast,
- Hello from [Your Company Name]!
3. An engaging opening sentence
This catches their attention and shows appreciation for their interest.
Examples:
- Thank you for reaching out to [Your Company Name]!
- We’re excited to help you plan your safari adventure!
- It’s wonderful to hear from you!
4. Acknowledge their specific inquiry
Show that you’ve read their message and understand their needs. Make sure you answer all relevant questions.
Examples:
- Thank you for your inquiry about safari options in [Region/Park].
- Regarding your question about [Specific Topic], we’re happy to assist.
- In response to your question, [insert clear and helpful answer].
5. Provide a helpful and clear next step
This gives the customer direction and keeps the conversation moving forward. If you are using SafariOffice, make sure all of the client`s requests are mentioned in the itinerary you send them.
Examples:
- We’ve received your request and will be sending detailed safari options shortly.
- To help us better assist you, could you please let us know your preferred travel dates and interests?
6. Close with professional warmth
Leave them with a positive impression and keep the door open for further communication.
Examples:
- Warm regards,
- Best wishes,
- Sincerely,
7. Use a complete and professional signature
A signature reassures the client that they’re speaking with a real person from a legitimate company.
Include:
- Your full name
- Your title
- [Your Company Name]
- Phone number (optional)
- Website URL
You can use the tips above in combination with SafariOffice to contact your potential clients and send them their quote request. SafariOffice also allows you to track whether your email was opened!
Guidelines for every email
While the template above is great for initial contact, we also suggest following the guidelines below, which are always applicable in email communication. By following these guidelines, you’ll maximize the chances of a client booking their safari with you.
-
Maintain a friendly and professional tone
Be enthusiastic, polite, and informative.
-
Be clear and concise
Keep your message focused. Avoid long paragraphs and complicated language.
-
Respond promptly
Aim to reply within 12 hours, or sooner if possible.
-
Language matters
Many of our guests come from different parts of the world, and English is usually the language used to communicate. Therefore, it’s important to ensure that all emails are written in clear and correct English. Even small grammar or spelling mistakes can confuse or leave a less professional impression. If English is not your first language, consider using tools like Grammarly and ChatGPT (for grammar and spelling correction only), or asking a colleague to review your message before sending. Taking this extra step helps build trust and shows attention to detail.
-
Use SafariOffice to create your itineraries:
Operators who use SafariOffice have a higher conversion rate than those who don't. Make sure to choose a custom color scheme that matches your brand's theme, and choose a clear and creative title for the PDF. When changes are made to the client`s itinerary, make sure to reflect these changes in a new SafariOffice quote.
Good email communication is essential for converting inquiries into bookings. By being prompt, personal, and professional, you'll show potential clients that they’re in good hands, making it more likely that they will book with you.