Templates

Six emails for the journey from booking to payment

We bring the essentials into six editable messages. Choose the right email, replace the fields and check the booking before sending it.

Download template · .mdFilled-in example

Templates

Filled-in example

Fictional example: replace every value. Fields in braces are for manual editing; they are not TransferCRM variables, and this is not a TransferCRM import file. The download keeps these placeholders.

The Markdown file contains fields in {braces} for you to replace. Open it in any text editor; no account is needed.

Booking confirmation

Subject: Booking DEMO-001 confirmed

Hello Passenger A,

We confirm your booking DEMO-001.
Pickup: 20 November 2026, 09:30 CET
From: Terminal 1, arrivals
To: Hotel A, main entrance
Vehicle: Business sedan
Total: EUR 90.00, tax included

Please check these details and let us know about any changes at dispatch@example.com.

Operator A

Driver details

Subject: Your driver for DEMO-001

Hello Passenger A,

We have assigned Driver A to your ride.
Driver phone: +44 1632 960000
Vehicle: Business sedan
Meeting point: Arrivals hall, information desk

For changes to the booking, contact us at dispatch@example.com.

Operator A

Pickup reminder

Subject: Pickup reminder — DEMO-001

Hello Passenger A,

We look forward to welcoming you at 20 November 2026, 09:30 CET.
Pickup: Terminal 1, arrivals
Meeting point: Arrivals hall, information desk
Destination: Hotel A, main entrance

If your plans change, let us know at dispatch@example.com.

Operator A

Delay or flight change

Subject: Updated pickup — DEMO-001

Hello Passenger A,

We have updated your pickup for flight XX123, 20 November 2026.
Reason: Revised arrival time confirmed by the passenger
New pickup: 20 November 2026, 10:15 CET
Meeting point: Arrivals hall, information desk

Please confirm you have received this update. For any further changes, contact dispatch@example.com.

Operator A

Completed-ride thank-you

Subject: Thank you for travelling with us — DEMO-001

Hello Passenger A,

Thank you for choosing us for your journey from Terminal 1, arrivals to Hotel A, main entrance. We hope everything went smoothly.

If you have feedback or left an item in the vehicle, please contact dispatch@example.com with your booking reference.

Operator A

Invoice and payment request

Subject: Payment for DEMO-001 — invoice DEMO-INV-001

Hello Passenger A,

We are writing about invoice DEMO-INV-001 for booking DEMO-001.
Amount due: EUR 90.00, tax included
Due date: 30 November 2026
Payment: https://example.com/payment/demo

If you have already paid or need to query the invoice, please contact dispatch@example.com so we can check it.

Operator A

Templates

What goes in each field

We explain what to enter and what to check before sharing the document.

  • Passenger · {passenger}

    Use the recipient’s preferred name; check who receives the email.

  • Booking reference · {booking_ref}

    Use the same reference in every message about this ride.

  • Pickup date and time · {pickup_at}

    Include the date, local time and time zone.

  • Pickup location · {pickup}

    Give a precise address or terminal.

  • Destination · {destination}

    Name the agreed drop-off point.

  • Vehicle · {vehicle}

    State the booked class and, when assigned, identifying details.

  • Driver · {driver}

    Use the assigned driver’s name.

  • Driver phone · {driver_phone}

    Provide the driver’s reachable number with country code.

  • Meeting point · {meeting_point}

    Describe where the passenger will find the driver.

  • Flight · {flight}

    Include the flight number and travel date when relevant.

  • Revised pickup · {new_pickup_at}

    Confirm the revised date, time and time zone.

  • Reason for change · {change_reason}

    Describe the confirmed change without promising unverified flight information.

  • Amount · {amount}

    Give the total with currency and tax treatment; for payment requests, use the amount still due.

  • Company · {company}

    Use your trading name for the signature.

  • Office contact · {contact}

    Provide a monitored contact for questions and changes.

  • Invoice reference · {invoice_ref}

    Check the invoice reference against the booking.

  • Payment due date · {due_date}

    Use the agreed due date, with the year.

  • Payment link · {payment_url}

    Insert the verified payment link for this booking or replace this line with agreed payment instructions.

TransferCRM

How we handle this in TransferCRM

Keep the information with the booking and reuse it in your daily work.

  • Edit the emails you send

    We provide editable subjects and email bodies for supported booking and payment messages, with separate wording for each language.

  • Choose the communication rules

    We let you enable supported events, select recipients and set available timing and conditions. Check the active rule before relying on an automatic email.

How we handle this in TransferCRM

Before you use the template

Can I use these without TransferCRM?

Yes. Download the Markdown file, open it in a text editor and copy the email you need. Replace every field in braces and verify the recipient before sending.

Can I import the file as an email template?

This file is an editing starting point, not an import package. In TransferCRM, adapt the wording in the email editor and use the variables available for that message type.

Will all six emails be sent automatically?

The download sends nothing. In TransferCRM, delivery depends on the supported event, active rules, recipients and settings. A payment request may require an action from the booking.

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