Building a Sales Email in
VAX
The Email Sales Tool helps you customize an email that contains travel options
that may pique your current, and even prospective, customers’ interests. The
Email Sales Tool saves you time by integrating email functionality directly within
the reservation tool. VAX makes it easy to quickly email flight information, as well
as multiple hotel, feature, and car rental pricing and options directly to your clients
to help them compare and make decisions.
Why Build a Sales Email?
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Emails include links that allow clients to view the same interactive hotel
profiles and destination information that you see.
You are automatically copied on all emails sent to your clients for easy recall.
Customize your sales emails to add a personal touch to your messages.
Your customers can easily view hotel, car, and feature options and compare
prices for:
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Up to six available room categories for one or more hotels on one
sales email
Up to three car rental options on a single email
Up to six features on a single email
In just three simple steps, you can send compelling vacation options during the
shopping process to help close sales and improve your value in the eyes of your
customers.
Version: 1 Updated: 04/21/2016
© 2016 VAX VacationAccess
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1. Selecting Vacation Components
After entering search criteria into the reservation tool and generating an initial
itinerary, click the Create Sales Email button in the Pricing Panel before travel
components.
Once you click the Create Sales Email button, you’ll notice Include in Sales Email
checkboxes appear in the hotel, car rental, and feature availability pages.
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Hotel Availability
Car Availability
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Feature Availability
Note:
Features in the availability display will correspond with the pre-selected hotel.
Keep in mind that all hotels in a destination may not offer the same features (e.g.
hotel-specific transfers).
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2. Previewing Your Sales Email
When you are finished selecting vacation component options, click the Preview
Sales Email button to review your selections in a customizable email preview.
You may enter up to eight email addresses, separated by a semicolon. In addition,
you can customize the Subject, Introduction, and Closing fields of the email
template to add a personal touch. Plus, there is no need to send this to yourself
because you will automatically be blind-carbon-copied (bcc) for your own
reference.
Note:
To comply with email provider guidelines and ensure the delivery of your message,
the From field is not editable. travelinfo@fromyourtravelagent.com will display as
the sender. Write your email address in the Reply To field so your customers may
contact you.
To share prices with your clients, ensure the Show Prices checkbox is selected.
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3. Sending Your Customized Sales
Email
Once all of your customizations are made to the email, click the Preview button to
view the preview of the email before it is sent.
From this page, three buttons are accessible:
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Edit – Returns to the editable version of the email
Email – Click to send the email
Print – Prints a copy of the email including the To/From email address and
subject
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Note:
The Email Sales Tool will not work for multi-stop itineraries. It is intended for use
on single destination Air/Hotel packages, Hotel Only packages, Hotel/Car
packages, and Hotel/Feature packages with single or multi-rooms. Air Only,
Feature Only, or Car Only packages are also excluded.
Components of the Sales Email
Passenger Information
Passenger information is displayed below the email greeting. This section will list
all rooms with passenger counts (adults and children), including the ages of the
children at time of travel.
Flight Information
The Flight Information section displays the outbound and return flights with air
carrier and codeshare information, flight numbers, fare types, origin, destination,
dates and times. This is the information that is in your cart at the time the preview
email button is selected. Display for multiple flight options is not available.
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Hotel Options
The Hotels section of the email will display the following:
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Check-In and Check-Out Dates - These may be different from the flight dates
or a hotel only itinerary.
Transfer Information Statement - If the package type name contains
“transfer,” then a transfer-included message will display. If the package type
name does not contain “transfer,” then a transfer-optional message will
display.
Hotels – Hotels are listed in order from lowest to highest price and contain an
image, numeric rating, distance from the airport, and deals. You may choose
to include the price or not. Your customers can click on the hotel’s name to
view the full hotel profile.
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Feature Options
The Features section of the email will include selected features listed from lowest
to highest price. Each feature will include the feature title, an image, and a brief
description. You can choose to display prices or not. Your customers can click on
the title of each feature to expand details within the feature profile.
Note:
For date specific features, no date information will display.
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Car Options
The Car Rental section will display the pick-up and drop-off locations and times as
well as the list of selected car options, images, rental companies, and car sizes.
Prices will be displayed as a package from add-on price. If the rental price is
already included in the package listed by the hotel, it will be stated below the
pricing information.
The Email Footer
The email footer will thank your customers for considering planning their vacation
with you. It will also state your name and agency, display a time stamp, and
include a disclaimer for DOT compliance (e.g. prices may only be available at the
time the email was generated).
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