You know that sinking feeling when you send out a generic booking confirmation email? The one that says “Dear Customer” and could literally be for anyone booking anything?
Yeah. I’ve been there too.
Here’s the thing: your customers just booked their dream trip to Bali or that adventure trek through Patagonia. They’re excited. They’re nervous. They’re probably already planning their packing list at 2 AM. And what do they get from you? A robotic, one-size-fits-all email that feels like it came from a vending machine.
It doesn’t have to be this way.
The WP Travel Engine Per-Trip Email add-on is essentially your secret weapon for sending emails that feel like you genuinely care (because you do, right?). It lets you create custom email templates for each specific trip you offer. Not just one boring template for everything. But unique, personalized emails that speak directly to someone who just booked your Maldives package versus your Mt. Everest base camp trek.
In this guide, I’ll walk you through exactly how to set this up. No tech jargon. No assuming you know what you’re doing. Just a straightforward, honest explanation of how to make your booking emails something your customers actually want to read.
Let’s dive in.
Why You Should Actually Care About Trip-Specific Emails
Before we get into the how-to stuff, let’s talk about why this matters.
Think about the last time you booked something online. Maybe a hotel, a flight, whatever. The confirmation emails that stuck with you – the ones that made you feel good about your purchase – they probably had specific details about what you booked, right? They acknowledged your actual plans. They felt… thoughtful.
That’s what we’re after here.
When someone books your “Romantic Paris Getaway” package, they don’t want an email that could’ve been sent to someone booking your “Rugged Iceland Adventure.” These are completely different experiences. Different vibes. Different emotions. Different expectations.
Personalized emails do a few really important things:
They make people feel seen. Using their name, mentioning the specific trip they chose, including relevant details – it all adds up to making your customer feel like they’re dealing with actual humans, not a faceless booking system.
They build trust. Professional, consistent, personalized communication tells customers they made the right choice. You’ve got your act together. You’re the kind of company that pays attention to details.
They actually get opened and read. Generic subject lines get ignored. But “Your Maldives Adventure Booking #2847 Confirmed” is way more likely to get clicked than “Booking Confirmation.”
They set you apart. Most tour operators are still sending generic emails. When yours actually speaks to the specific trip someone booked, you immediately stand out. That’s the kind of thing people mention in reviews.
And honestly? It’s not that hard to set up. That’s what we’re about to prove.
What You’ll Need Before You Start
Okay, let’s get practical. Here’s what needs to be in place:
WP Travel Engine Plugin – This is the foundation. Make sure you’ve got version 5.0.0 or later installed and activated on your WordPress site. The Per Trip Emails add-on won’t work without it. It’s like trying to add a turbo to a car you don’t own yet.
The Per Trip Emails Add-on – You’ll need to purchase this separately from WP Travel Engine. Once you buy it, you’ll get access to download the plugin file, and you’ll receive a license key. Keep that license key handy. You’re going to need it.
A WordPress site that’s actually working – This should go without saying, but make sure your WordPress installation isn’t throwing errors left and right. Get the basics sorted first.
Some trips already set up – You should have at least one trip created in WP Travel Engine before you start making custom emails for it. Otherwise, what are we personalizing emails for?
Got all that? Good. Let’s install this thing.
Installing the Per Trip Emails Add-on (The Easy Part)
The installation process is pretty straightforward. If you’ve ever installed a WordPress plugin before, this will feel familiar.
Step 1: Download Your Plugin File
After you purchase the add-on, head over to the WP Travel Engine website and log in to your account. Go to your “My Account” page (you can find it at wptravelengine.com/my-account).
Now navigate to the Per Trip Emails add-on page. Because you’ve purchased it, instead of seeing a “View Pricing” button, you’ll see a “Download” option. Click that to download the plugin ZIP file to your computer.
Save it somewhere you can find it. Your Downloads folder is fine. We’re about to need it.
Step 2: Upload and Install
Log in to your WordPress admin dashboard. This is usually yoursite.com/wp-admin.
Go to Plugins > Add New. See that “Upload Plugin” button at the top? Click it.
Now click “Choose File” and select that ZIP file you just downloaded. It’ll be named something like “wp-travel-engine-per-trip-emails.zip.”
Hit “Install Now” and WordPress will do its thing. Takes a few seconds usually.
Once it’s done, click the “Activate” button. This enables the add-on on your site.
Step 3: Activate Your License
This part’s important. Without activating your license, you won’t get updates. And trust me, you want updates.
In your WordPress dashboard, go to WP Travel Engine > Plugin License.
Find the field for Per Trip Emails and paste in your license key. This should’ve been emailed to you when you purchased the add-on.
Click “Save Changes.”
Here’s a little quirk: you need to refresh the page after saving. Then you’ll see an “Activate License” button appear. Click that.
If everything worked, you’ll see a success message. Congrats. You’re officially licensed and ready to roll.
Creating Your First Custom Email Template
Alright. This is where it gets fun.
You’re going to create an email template that’s specifically for one of your trips. Let’s walk through the whole process, step by step.
Finding the Per Trip Emails Menu
In your WordPress dashboard, look for the WP Travel Engine menu on the left side. Once the add-on is activated, you’ll see a new option in there called “Per Trip Emails.”
Click on that, then click “Add New.”
You’re now looking at a blank email template editor. It might look a little intimidating at first, but it’s actually pretty intuitive once you know what each part does.
Naming Your Template
First things first: give your template a title. This is just for your own reference – your customers won’t see it. So make it something that makes sense to you.
For example, if you’re creating an email for your Maldives beach resort package, you might call it “Maldives Trip Booking Email” or just “Maldives Email.” Keep it simple and descriptive.
This is how you’ll find it later when you’ve got twenty different templates and you’re trying to remember which one is which.
Crafting Your Subject Line
Now for the subject line. This is what shows up in your customer’s inbox. It’s the first thing they see. Make it count.
Here’s where the magic starts: you can use dynamic tags in the subject line. These are little placeholders that automatically get replaced with actual information from each booking.
For example, you could write: Your Maldives Adventure Booking #{booking_id} Confirmed
That {booking_id} tag will automatically be replaced with the actual booking ID for each customer. So one person sees “Your Maldives Adventure Booking #2847 Confirmed” and another sees “Your Maldives Adventure Booking #2848 Confirmed.”
It’s personalized without you having to manually change anything.
Other tags you can use in the subject line:
{payment_id}– The payment ID{trip_name}– The name of the trip (though you might already have this in plain text)
Don’t go crazy with tags in the subject line. One or two is plenty. Keep it readable and clear.
Writing the Email Body (This Is Where You Connect)
Okay, this is the heart of your email. The actual message your customers will read.
Here’s my advice: don’t overthink it. Write like you’re sending an email to a friend who just booked a trip with you. Be warm. Be helpful. Be human.
A good structure might look like this:
Opening: Thank them and acknowledge their specific booking.
“Hey {name}! Thank you so much for booking the {trip_name} with us. We’re honestly so excited to help make your dream trip a reality.”
Key Details: Include the important info they need to know.
“Your booking ID is {booking_id}, and your total cost is {total_cost}. You paid using {payment_method}.”
What Happens Next: Tell them what to expect.
“You’ll receive another email from us closer to your departure date with all the final details. In the meantime, if you have any questions at all, just hit reply. We’re here to help.”
Trip-Specific Info: This is where you can really customize based on the trip.
For a beach resort trip: “Start thinking about what sunscreen you want to pack – you’re going to need it!”
For an adventure trek: “We recommend starting to break in your hiking boots now if they’re new. Your feet will thank you later.”
Closing: End on a warm note.
“We can’t wait to see you in {trip_name}! Cheers, [Your Name/Team Name]”
The Dynamic Tags That Make It Work
Throughout your email, you can use these dynamic placeholders. The add-on will automatically pull the right information for each booking.
Here are the most useful ones:
{name}– The traveler’s first name{trip_name}– The full name of the trip they booked{booking_id}– Their unique booking ID{payment_id}– The payment transaction ID{payment_method}– How they paid (credit card, PayPal, etc.){total_cost}– The total amount they paid{trip_url}– A link to the trip page on your website{booking_date}– When they made the booking{price_due}– Any remaining balance{number_of_travelers}– How many people are on the booking
You’ll see all the available tags listed below the email editor. Use them liberally. They’re what make the email feel personal and relevant.
Assigning the Email to a Trip
This is crucial. You need to tell the add-on which trip this email template is for.
Look for the “Select a Trip” dropdown menu. It’ll show you all the trips you’ve created in WP Travel Engine.
Choose the one that matches this email template. If you’re working on your Maldives email, select your Maldives trip from the list.
This is what links everything together. When someone books that specific trip, this specific email gets sent.
Previewing Before You Publish
Here’s a pro tip: always preview your email before you make it live.
Click the “Preview Template” button. This will show you what the email looks like with sample data filled in. It’s a chance to catch typos, see if your formatting looks good, and make sure all your tags are working properly.
Look, I can’t tell you how many times I’ve caught embarrassing mistakes in the preview stage. Things like “Hey {name! Thank you” because I forgot the closing bracket. Or realizing my carefully crafted paragraph is actually one giant run-on sentence when I see it in email form.
Take a minute here. Read it through. If something feels off, go back and fix it.
Activating and Publishing
Almost there.
Look for the “Template Status” setting. By default, it’s set to “Inactive.”
This is important: if you leave it inactive, your custom email won’t actually send. The default WP Travel Engine email will go out instead. So change it to “Active.”
Then hit “Publish.”
That’s it. Your first custom email template is live.
Rinse and Repeat for Your Other Trips
Here’s the beautiful part: you can create as many of these as you want.
Got a romantic Paris package? Create a custom email with a romantic, sophisticated tone.
Got a rugged mountain biking adventure? Create an email with an energetic, adventurous vibe.
Got a luxury safari? Go high-end and elegant in your email copy.
Each trip can have its own personality reflected in its booking email.
To create another template, just go back to WP Travel Engine > Per Trip Emails > Add New and start the process over. Same steps. Different trip. Different message.
Managing All Your Email Templates
As you build up your collection of custom emails, you’ll want to keep them organized.
All your templates live under WP Travel Engine > Per Trip Emails. From there, you can:
Edit any template if you want to update the copy or change something.
Duplicate a template if you want to use one as a starting point for another. This is super handy if you have similar trips that need slight variations.
Deactivate a template if you want to temporarily stop using it without deleting it entirely.
Delete templates you no longer need.
The interface is clean and simple. Everything you create stays organized in one place.
And when updates to WordPress or WP Travel Engine happen? Your templates stick around. They don’t vanish or get corrupted. They’re stored safely and can be edited anytime.
Tips for Writing Emails That Actually Work
Okay, you know how to use the tool. But let me share some things I’ve learned about what makes a good booking email.
Be Conversational
Don’t write like a corporation. Write like a person. Use contractions. Use casual language. Say “you’re” not “you are.” Say “we’re excited,” not “we are pleased to inform you.”
The more your email sounds like it came from a human being, the better.
Include Practical Information
Yes, warmth and personality are important. But don’t forget: this is a confirmation email. People want to know their booking went through. They want their booking ID. They want to see the total cost.
Include the facts. Just do it in a friendly way.
Keep It Scannable
Not everyone reads every word of an email. Some people scan. So structure your email in a way that key info stands out.
Use short paragraphs. Maybe bold important details like booking IDs or payment amounts. Break things up visually so it’s easy to digest.
Add Next Steps
What should the customer do after reading this email? Tell them.
“Save this email for your records.” “You’ll get another email 30 days before departure.” “If you have questions, reply to this email.”
Give them a clear sense of what happens next. It reduces anxiety and supports emails.
Match the Trip’s Vibe
Your email tone should reflect the trip. A luxury wine tour in Tuscany deserves a different style than a budget backpacking trip through Southeast Asia.
Think about who books each trip and what they’re looking for. Write to that person.
Test Your Tags
Before you make an email template live, book a test trip yourself (or have a friend do it) to make sure all your dynamic tags are working correctly.
Nothing’s more embarrassing than an email that says “Hey {name}” because the tag didn’t work properly.
The Real Benefits You’ll See
After you’ve got this set up and running, here’s what you can expect:
Better customer engagement. Personalized emails get opened more. They get read more. People respond to them more.
Stronger brand identity. Every email you send reinforces who you are as a company. Consistent, thoughtful communication builds recognition and trust.
Time saved in the long run. Yes, there’s setup time upfront. But once your templates are created, the add-on does the work automatically. No more manually writing confirmation emails or copy-pasting and forgetting to change details.
Fewer support questions. When your emails are clear, detailed, and trip-specific, customers have fewer reasons to email you asking, “Wait, what did I actually book?”
More repeat customers. People remember how you made them feel. Thoughtful communication = good feelings = they book with you again.
Better reviews. Little touches like personalized emails are exactly the kind of thing people mention in positive reviews. “They were so professional and thoughtful from the moment we booked.”
Troubleshooting Common Issues
Let’s talk about a few things that might trip you up.
“My custom email isn’t sending.” Check the Template Status. If it’s still set to Inactive, the custom email won’t trigger. Change it to Active and publish.
“The tags aren’t being replaced with actual data.” Double-check your syntax. Tags need to be exact: {booking_id}, not {bookingid} or {booking id}. Also, make sure you’re using curly brackets, not parentheses or square brackets.
“I can’t find the Per Trip Emails menu.” Make sure the add-on is actually activated. Go to Plugins and check. Als,o verify that your WP Travel Engine version is 5.0.0 or later – older versions don’t support this add-on.
“My email template looks weird when it sends.” Some email clients handle formatting differently. Keep your emails simple – don’t go crazy with formatting, colors, or complex layouts. Plain text with basic structure works best across all email providers.
“Can I use HTML in my emails?” The add-on supports basic HTML, but keep it simple. Stick to things like paragraph tags, line breaks, and links. Fancy styling might not work in all email clients.
Advanced Stuff (If You’re Feeling Ambitious)
For most people, the basics we’ve covered are plenty. But if you want to go deeper, here are some possibilities:
Custom Fields: If you’ve added custom fields to your WP Travel Engine trips, you might be able to pull those into your emails too. Check the documentation for available tags.
Developer Hooks: For the technically inclined, there are developer hooks you can use to customize how the add-on works. This is beyond the scope of this tutorial, but the official docs have some info.
Integration with Other Add-ons: The Per Trip Emails add-on plays nicely with other WP Travel Engine extensions. You can combine it with things like custom booking fields, group discounts, or trip extras for even more personalized emails.
A/B Testing: Once you’ve got your templates running, you might want to test different subject lines or email copy to see what gets better engagement. The add-on doesn’t have built-in A/B testing, but you can manually test by creating duplicate templates and tracking results.
Wrapping This Up
Look, at the end of the day, this isn’t about technology. It’s about making your customers feel taken care of.
The WP Travel Engine Per Trip Emails add-on is just a tool. A really useful tool, sure. But what matters is what you do with it.
You can create generic, forgettable booking confirmations. Or you can create emails that make people smile. That makes them feel excited about their upcoming trip. That reinforces that they made the right choice booking with you instead of one of your competitors.
The choice is yours.
The setup takes maybe an hour or two to get your first few templates done. After that, it’s automatic. Every booking gets the right email. Every customer gets a personalized experience. Every touchpoint builds your brand.
It’s one of those small things that makes a big difference.
So here’s what I’d do if I were you: start with your most popular trip. Create one really good email template for it. Use the tips in this guide. Take your time with it. Get it right.
Then see what happens. Watch your email open rates. Pay attention to customer responses. Notice if people seem more engaged.
I’m betting you’ll see a difference.
And then you’ll be motivated to create templates for your other trips. And before you know it, every single booking confirmation that leaves your business will be thoughtful, personal, and on-brand.
That’s the kind of stuff that builds a successful travel business.
Now go create some emails that actually connect.
Want to dive deeper into specific features, need help with advanced customization, or have questions about your particular setup? Drop a comment below or check out the official documentation at WP Travel Engine.
