Welcome

We’re excited to welcome you on XYZ Trip Name from Dates. Below is a list of communications you should expect to receive, items you will need to complete prior to departure, and a variety of helpful travel tips.

Trip Details

  • Preliminary trip details, including information on your itinerary, accommodations, and tour expert, can be found here. [Link to client marketing website.] Please be advised that these details are subject to change, and you’ll receive a final itinerary closer to departure.
  • Terms and Conditions, including our cancellation policy, can be found here. [T&Cs document can be downloaded from client marketing website.]All cancellations must be received in writing, and all penalties will be determined by the date on which your written request is received.
  • Frequently Asked Questions can be found here. [Link to client marketing website. Can be removed if client does not have FAQS.]

What Next: Trip Timeline & To-Do

  • Within 21 days of your first non-refundable payment: Purchase travel insurance through our preferred insurance partner, Travel Insurance Services.
  • 4 months prior to departure: [Remove “4 months” and capitalize the following P if the website will be sent within 4 months .]  We’ll email you a reminder regarding any outstanding documents (listed below) required for the trip.
    • Personal Information Form – Complete using the secure online link included in your Welcome Email. This form also requires you to agree to our Terms and Conditions.
    • Informed Consent Waiver [ADD PDF LINK] – Download, sign and scan, email, or fax back to 202-349-0678.
  • [REMOVE IF DOMESTIC]. Confirm that your passport is valid until 6 months after the end of your trip. If your passport is not valid until this date, we strongly recommend submitting your passport for renewal as early as possible. Due to COVID-19, routine processing times for passports may be delayed.
  • No later than 2 months prior to departure: After the tour has reached the minimum number of travelers to operate, we’ll email you a flight notification with instructions for making flight reservations. Please do not book your flights before receiving these instructions! [REMOVE IF GREENLIT AND REPLACE WITH THE FOLLOWING TEXT] Book your Flights: Visit the Flights page [LINK TO FLIGHTS-GREENLIT TAB] for instructions on making flight reservations. Once your flights are booked, please send a copy of your itinerary to your Guest Services Advisor.”
  • Month ##, 20##: Final payment is due.
  • 3 to 4 weeks prior to departure: You will receive your Final Trip Notes including a detailed itinerary.
  • At least 14 days prior to departure: Ensure you’re fully up-to-date with your vaccination and booster(s) against COVID-19.

Questions?

Contact your Guest Services Advisor, Name, via email at LHowell/NCary/[email protected] or phone at 1-###-###-####.