Travel booking confirmation template (free, copy and paste)
A free travel booking confirmation template for agents, with every field a client needs, the protection details UK and US agencies must not miss, and a short covering email.
A travel booking confirmation template needs the lead passenger and every traveller, a booking reference for each supplier, flights and hotels with exact dates and local times, what is and is not included, the price paid with the balance and its due date, the cancellation terms, and any financial protection that applies to the booking. The full copy-and-paste template is below, with a short email to send alongside it, written for agents who have booked one trip across three or four suppliers and need a single clean document for the client.
What should a travel booking confirmation include?
The client uses this document to check in, find the hotel, meet the driver and know when the balance is due. Anything missing turns into a phone call from the airport.
Travellers and references
The lead passenger, with the name exactly as it appears on their passport
Every other traveller, with adults, children and infants marked
Your agency reference, which the client quotes when they contact you
A separate reference for every supplier: the airline PNR, the hotel or bedbank reference, the transfer company's job number
If the hotel cannot find the room, the client needs the hotel's own reference, not yours.
Dates, times and time zones
Write dates as "Tue 14 May 2026" rather than "14/05". American clients read 05/06 as May 6 and British clients read it as 5 June, so a written month removes the doubt. Give every flight time in the local time of the airport it applies to, and say so. An overnight flight should show the arrival date as well as the time, because "arrives 06:40" on its own tells the client nothing about which morning.
Flights, hotels and transfers
Flights need the airline, flight number, airport codes, times, cabin and baggage allowance. Each hotel needs its address, dates, nights, room type and board basis (room only, bed and breakfast, half board, full board or all inclusive). For transfers, say where the driver meets the client and who to call if nobody turns up.
Price, payments and cancellation terms
Show the total price, the amount paid so far, the balance due and the date it is due. Add the cancellation terms in plain words with dates: "Free cancellation until 7 May 2026. After that, the full cost is non-refundable" is better than a pasted paragraph of supplier conditions.
In the UK, the Package Travel Regulations 2018 list what a package traveller must be told before the contract is made, including the itinerary and number of nights, the meals included, the total price with taxes, the payment timetable, general passport and visa information, and the right to cancel for a fee. A confirmation that repeats those details gives the client a record of them, and it gives you one too: under regulation 8, in a dispute it is for the organiser or retailer to show they complied.
Do UK agents need to include ATOL or ABTA details?
If the booking is ATOL protected, the client needs an ATOL Certificate, and it is a separate document from your confirmation. The CAA says an ATOL Certificate must be issued immediately when the consumer makes the first payment, deposits included. It must follow the CAA's set format, it cannot be printed on branded paper, and it should be reissued if the details change more than 72 hours before departure. So your confirmation should say the booking is ATOL protected, give the ATOL holder's name and number, and point to the attached certificate, without trying to replace it.
ABTA members have their own duty. Clause 2Q of the ABTA Code of Conduct asks members to pass on the correct receipts, confirmations and tickets "as soon as reasonably practicable". Include your ABTA number on the confirmation if you are a member.
What do US sellers of travel need to show?
Rules vary by state, so check your own. California is the strictest well-known example. Under Business and Professions Code section 17550.13, a seller of travel must give the payer written details before or at the time of payment, including the agency's contact details, the total price, the amount paid, the balance and its due date, each departure's carrier, date, time and place, the cancellation conditions, and a notice on whether the seller takes part in the Travel Consumer Restitution Fund. Section 17550.24 also requires the registration number on advertising materials, and it costs nothing to add it to the footer of your confirmation.
Common booking confirmation mistakes
Names copied from the booking form rather than the passport. A missing middle name or a swapped surname can stop a client boarding.
One reference for the whole trip. The client needs the supplier references to deal with the airline or hotel directly.
Times without a time zone, or an overnight flight with no arrival date.
A board basis left out, so the client finds out at breakfast that it was room only.
Supplier costs or your margin left in the document after copying from your own spreadsheet.
Old figures. The deposit was paid last week, but the confirmation still shows the full amount outstanding.
Free travel booking confirmation template
Copy this into your document or email, replace every square bracket, and delete any section the trip does not need.
1. Agency and booking details
Agency: [Agency name, address, phone, email]
Agency reference: [Your booking reference]
Date issued: [Day, date, month, year]
Protection: [ATOL holder name and ATOL number / ABTA number / Seller of travel registration number, or delete]
2. Travellers
Lead passenger: [Full name as on passport]
Other travellers: [Full names as on passports, with child or infant ages]
Contact during travel: [Lead passenger mobile number]
3. Flights
Outbound: [Airline and flight number], [departure airport and code] to [arrival airport and code]
Departs: [Day, date, local time at departure airport]
Arrives: [Day, date, local time at arrival airport]
Return: [Airline and flight number], [route], departs [day, date, local time], arrives [day, date, local time]
Cabin and baggage: [Cabin class, checked and hand baggage allowance]
Airline reference (PNR): [Reference]
4. Accommodation
Hotel: [Hotel name, full address, phone number]
Check-in: [Day, date, from what time]
Check-out: [Day, date, by what time]
Nights: [Number]
Room and board: [Room type, number of rooms, board basis]
Hotel reference: [Supplier or hotel reference]
5. Transfers and extras
Arrival transfer: [Private or shared, meeting point, pickup time]
Departure transfer: [Pickup point and time]
Transfer contact: [Company name, phone number, job reference]
Tours or extras: [Name, date, time, meeting point, reference]
6. What is included
Included: [Flights, hotel, board basis, transfers, excursions]
Not included: [Travel insurance, resort fees, tourist tax, visas, meals not stated]
7. Price and payments
Total price: [Amount and currency, including taxes]
Paid to date: [Amount and date received]
Balance due: [Amount]
Balance due date: [Date]
How to pay: [Payment method or instructions]
8. Cancellation and changes
Cancellation terms: [Free cancellation until date, then charges and dates]
Name or date changes: [What is allowed and any fee]
Insurance: [We strongly recommend travel insurance from the date of booking / policy details if sold]
9. Travel documents and entry rules
Passports: [Validity needed for this destination]
Visas or travel authorisation: [What applies to the lead passenger's nationality]
Health: [Any vaccination or health requirements]
Documents attached: [ATOL Certificate, e-tickets, hotel voucher, transfer voucher]
10. Contact and emergencies
Your agent: [Name, direct phone, email]
Out of hours: [Emergency number]
Please check: [Please check every name, date and time and tell us within 24 hours if anything is wrong]
Booking confirmation email template
Keep the email short and let the PDF carry the detail.
Subject: Your booking confirmation, [Destination], [travel dates], ref [Agency reference]
Dear [First name],
Thank you for booking with [Agency name]. Your confirmation for [destination] from [date] to [date] is attached, along with [your ATOL Certificate / e-tickets / vouchers].
Please check that every name matches your passport and that the dates and times are right. If anything needs changing, reply to this email within 24 hours.
Your balance of [amount] is due on [date]. Nothing else is needed from you before then.
Kind regards,
[Agent name], [Agency name], [phone]
How long does it take to build a confirmation by hand?
Longer than it should. One trip arrives as separate emails from a consolidator, a bedbank and a transfer company, each laid out differently, and you retype every reference, date and room type into one document. Each retyped field is a chance to swap two digits, and the client finds the mistake at check-in.
How Confirmbee builds the confirmation from the supplier email
Confirmbee takes the retyping out. You forward the supplier confirmation email to your Confirmbee inbox address, or upload the PDF, and the AI reads the booking details. You review what it found and fix anything it misread before the booking is saved, then assign it to a client and trip, where it joins a tracker your whole team shares. Cancellation, ticketing and payment deadlines are flagged as each booking is read.
When the trip is ready, you build a branded confirmation from its bookings. You choose which sections the client sees, such as flights, hotel, transfers, travellers, supplier references and the cancellation policy, and your internal financial data never appears on it. Then you send it as a PDF or email, or share it with a private link. You still check every booking, but you stop copying them.
FAQ
Is a booking confirmation the same as an invoice?
No. An invoice asks for payment, while a confirmation records what has been booked and what has been paid. You can send both, or add the payment summary to the confirmation.
Can I put my agency branding on an ATOL Certificate?
No. The CAA says the certificate must follow its set format and must not be printed on branded paper. Brand your confirmation, and attach the ATOL Certificate separately.
When should I send a holiday booking confirmation?
As soon as the booking is made and you have the supplier confirmations. For ATOL protected bookings, the ATOL Certificate must go to the client immediately when they make the first payment.
What should a hotel booking confirmation template include?
The hotel name, address and phone number, check-in and check-out dates and times, number of nights, room type, board basis, the supplier or hotel reference, and the cancellation terms for that room.