Hotel and transfer confirmation emails to suppliers

Send hotel and transfer confirmation emails to suppliers, manage template setup, and track supplier response requirements.

Overview

Supplier confirmation emails let you ask suppliers to confirm hotel rooms and transfer products.

This helps you validate bookings before you finalize them.

Purpose

• Automate confirmation requests to suppliers.

• Reduce manual follow-ups.

• Keep room and transfer reservations accurate.

How It Works

• Tourpaq uses the Dynamic E-mail/SMS Center and a dedicated confirmation template.

• When a booking requires supplier confirmation, a Send confirmation button appears on the booking.

• Clicking it sends the confirmation email to the supplier.

Notes

• You must configure a confirmation template in the Dynamic E-mail/SMS Center.

• Only bookings flagged as requiring confirmation show Send confirmation.

Set up confirmation email templates

You can set up confirmation templates in the Dynamic E-mail/SMS Center.

Use one of the confirmation template types:

• Confirmation Transfer

• Confirmation Hotel

The template must be Active.

You must fill Subject and Body.

Also fill these sender fields:

• From name

• From email

• Reply to

The email includes a link for the supplier to confirm or reject.

The link is generated by the system and updates in real time.

Example: if you send a confirmation for 4 passengers (pax), then cancel one passenger, the supplier will see 3 passengers on the confirmation page.

Hotel confirmation requirements

In addition to the email template, hotel confirmations require:

• A Supplier on the hotel.

• A Reservation Dept Email on the hotel.

• Contract type set to Allotment or Request.

If Reservation Dept Email is blank on the hotel, the email will not be sent.

Transfer confirmation requirements

In addition to the email template, transfer confirmations require:

• An extra that acts as a transfer.

• A supplier on the extra.

• Contract type set to Allotment or Request.

• Category type set to Transfer.

Supplier setup

To send confirmation emails, the supplier must have Reservation Dept Email filled.

This field is required.

FAQ

Why don’t I see Send confirmation on the booking?

The booking must be flagged as requiring supplier confirmation.

You also need an active confirmation template.

Why wasn’t the confirmation email sent?

Check these first:

• The relevant confirmation template is Active.

• From name, From email, and Reply to are filled.

• The supplier has Reservation Dept Email filled.

• For hotels: the hotel has Reservation Dept Email filled.

• Contract type is Allotment or Request.

What does the supplier see if the booking changes after I send the email?

The confirmation link is updated in real time.

The supplier sees the current booking data when opening the link.

Can the supplier confirm both hotel and transfer from the same email?

No.

Hotel and transfer confirmations use separate template types.

Can I change the confirmation link in the email?

No.

The confirmation link is generated by Tourpaq and is not meant to be edited.