Offer template

Offer email template structure in Tourpaq Office. Covers header, message, comments, trip summary, extras, insurance, footer, and where to maintain standard texts per brand.

Overview

An Offer Template defines the layout and branded content used when Tourpaq sends an offer to a customer (typically by email, and depending on your setup sometimes also as a printable document/PDF).

Offer templates help your team send offers that are consistent, easy to read, and aligned with your brand.

Offer templates are often customized per agency/brand. Your installation may look slightly different if your template was custom-built.

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Purpose

Use offer templates to:

• Ensure customers receive a clear and professional offer email

• Keep branding and standard texts consistent across the team

• Combine system data (hotel, dates, passengers, price) with friendly explanatory text

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Before you start

• You need access to the Offers module.

• Template texts (header/footer, insurance texts, etc.) are typically configured per Brand.

To manage the texts and images used in offers, see:

• Select text for Offers

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What the customer offer email typically contains

Below are the most common sections you will see in a customer offer email.

1) Brand header (intro)

A branded header usually contains your standard greeting/introduction.

• Some templates support placeholders (dynamic fields). In some setups, you can add a dynamic Message variable.

Example of a brand header/introduction section in the offer email.

2) Personal message to the customer

This is the part you adjust per customer (for example: “Here are the best options based on your request…”).

Example of a personalized message included in the offer email.

3) Your agency’s benefits / selling points

Many templates include a short section describing why the customer should book with your agency (support, security, flexibility, etc.).

Example of an “agency benefits” section.

4) Offer or hotel comments (per offer option)

If the offer email includes multiple options (different hotels/rooms/dates), you can typically add a comment per option.

Use this to explain:

• why you recommend a specific hotel/room

• what is included

• important conditions the customer should notice

Example of a comment shown inside the customer offer bundle.

5) Trip summary and price

Most templates include:

• Resort/hotel details

• Stay dates and duration

• A price summary (and what is included)

Example showing trip information, price summary, and possible extras.

6) Optional extras (upsells)

Templates often include a section showing what can be added (for example transfers, baggage, seat upgrades, activities, etc.).

7) Insurance information (if enabled)

If your brand setup includes insurance texts/links, the offer email can show travel and/or cancellation insurance information.

Example of insurance information included in the offer email.

8) Brand footer

The footer usually contains standard contact information, disclaimers, and a signature.

Example of a brand footer section.

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Field / element descriptions (common)

These are common elements you may see when working with offer templates and customer offers:

• Offer Template Name: The name of the template/layout (branding and structure).

• Customer: The person receiving the offer.

• Travel dates: The departure and return dates (or start/end of stay).

• Services included: What the offer contains (transport, hotel, extras).

• Pricing breakdown: How the price is built up (base price, additions, discounts).

• Comments / follow-up: Notes, explanations, and the internal follow-up date.

• Status: Where the offer is in the workflow (for example Unsent, Available, Expired, Sold, Closed).

• Send / Generate: Actions for sending the offer (and in some setups generating a PDF/print view).

• Conversion to booking: The option/workflow used when the customer accepts and the offer becomes a booking.

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Best practices

• Keep the personal message short and clear:

  • what you propose

  • why you propose it

  • what the customer should do next

• Use offer/hotel comments to highlight important details (location, room type, special conditions).

• Ensure insurance text is correct and compliant for your market.

• Review the offer email regularly (especially after branding changes).

If you need to change standard texts (header/footer/insurance/extras descriptions), those are normally managed in the brand offer text settings. See Select text for Offers.

FAQ

Where do I change the standard header/footer texts used in offer emails?

These texts are usually managed in your brand’s offer text settings.

See Select text for Offers.

Why does our offer email look different from this documentation?

Offer templates are often customized per brand/agency.

Your installation may use a custom-built template with different sections or wording.

Can I add a personal message per customer?

Yes.

Most templates include a personal message section that the agent edits per offer.

Can we add dynamic fields or placeholders?

In many setups, yes.

Support depends on how your template is built (for example a dynamic Message variable).

Where do option-specific comments show up?

If the offer contains multiple options, comments are typically shown per option inside the offer bundle.

Use them to explain what’s included and why you recommend a specific hotel/room.