These are 15 WhatsApp messages a travel agency sends on every trip, from the first enquiry to the welcome-back note, each in English, Spanish and Arabic. Copy one, replace the words in {braces}, and send it from your agency's normal WhatsApp number; nothing needs approval from WhatsApp.
Spun puts every agent on your agency's existing WhatsApp number in one shared inbox, where anyone inserts these texts as quick replies by typing "/". It runs on a flat monthly plan with team members free and a free trial, and it needs no Business API approval and no new number.
They are ordinary messages, not WhatsApp Business API templates, so they work in the WhatsApp Business app, on an agent's phone or in a shared inbox such as Spun. They follow the order of a booking: enquiry and quote, booking and payment, before departure, during the trip and after it.
How to use these texts
- Replace every word in {braces} before you send, for example {departure_date} with 14 May. Read the message once more after replacing it.
- Use the traveller's name where the text has {name}. In Spun you can write {{first_name}} instead, and Spun fills it in from the contact when you insert the text.
- Keep each message in the language the traveller wrote in. A mixed-language message reads like a mistake.
- Put prices, terms and refund rules in writing in the chat, and keep the full proposal in a PDF or link. The chat is where the client will look for them later.
- Write dates so nobody can misread them: 14 May, not 05/14 or 14/05, for travellers from different countries.
Save them once, insert them in seconds
An agency answers the same five questions on every booking: what is included, when the deposit is due, which documents to bring, where to meet, and who to call. Save each answer once and insert it when the question comes.
In Spun these become quick replies: your own saved texts, which any agent inserts by typing "/" in the empty message box. Give each language or each trip its own title, such as "Documents EN" and "Documents AR", to keep separate sets. When an agency sets Spun up, the setup wizard prepares a travel starter pack of six quick replies in English, Spanish and Arabic; texts 5, 6, 7, 8, 9 and 14 below come from that pack.
Quick replies are not WhatsApp Business API message templates. They are messages your agents send themselves from your own number, so nothing needs approval from WhatsApp.
Chasing deposits and balances
Money messages are the ones agents put off. A polite reminder at the right time, with the amount and the due date, is usually all a client needs.
In Spun, the Payment Reminders extension sends a reminder in the client's chat on a schedule, with the amount due, and keeps repeating until you mark it paid. Spun does not take the payment itself: the client pays through your own link or bank transfer, and you mark it as paid.
Sending at the right moment
A documents checklist sent two days before departure is too late to renew a passport. Plan the timing of each message when the booking is made, and schedule it.
In Spun you schedule a message from the traveller's chat with the clock icon next to the send button. Each schedule is one message, set by hand from that chat: it is not a bulk drip, and Spun does not read departure dates from your booking system. With Human Cadence on, a scheduled message may leave a few minutes late, never early.
Related: Booking confirmations and reminders
1. Reply to a new enquiry
When someone writes about a trip for the first time. Ask only what you need to prepare a quote.
Hello {name}, thank you for getting in touch. To prepare a proposal for you, could you tell us:
📅 Your dates, or how flexible they are
👥 How many travellers, and any children
📍 Where you are travelling from
💬 Anything that matters to you on this trip
We will come back to you with options by {reply_by}.Hola {name}, gracias por escribirnos. Para prepararle una propuesta, ¿podría indicarnos?
📅 Sus fechas, o qué flexibilidad tiene
👥 Cuántos viajeros, y si viajan niños
📍 Desde dónde viaja
💬 Lo que más le importa en este viaje
Le responderemos con opciones antes del {reply_by}.مرحباً {name}، شكراً لتواصلكم معنا. لنحضّر لكم عرضاً، هل يمكنكم إخبارنا بما يلي:
📅 مواعيد السفر، أو مدى مرونتها
👥 عدد المسافرين، وهل يوجد أطفال
📍 مدينة الانطلاق
💬 ما يهمكم أكثر في هذه الرحلة
سنرد عليكم بالخيارات قبل {reply_by}.2. Sending a quote
When the proposal is ready. Put the full proposal in a PDF or link and keep the chat message short.
Hello {name}, here is your proposal for {destination}, {dates}:
✈️ {flights}
🏨 {accommodation}
🧭 {included}
💶 Total: {price} for {travellers} travellers
Full details: {proposal_link}. This price is held until {valid_until}. Shall we go ahead?Hola {name}, aquí tiene su propuesta para {destination}, {dates}:
✈️ {flights}
🏨 {accommodation}
🧭 {included}
💶 Total: {price} para {travellers} viajeros
Todos los detalles: {proposal_link}. Mantenemos este precio hasta el {valid_until}. ¿Seguimos adelante?مرحباً {name}، إليكم عرضكم لرحلة {destination}، {dates}:
✈️ {flights}
🏨 {accommodation}
🧭 {included}
💶 الإجمالي: {price} لعدد {travellers} مسافرين
كل التفاصيل: {proposal_link}. هذا السعر محجوز حتى {valid_until}. هل نتابع الحجز؟3. Following up on a quote
Once, a few days after the quote, if the client has not answered. Do not send a second follow-up.
Hello {name}, I wanted to check whether you had a chance to look at the proposal for {destination}. The price is held until {valid_until}. If you would like to change anything, tell me and I will prepare a new version.Hola {name}, quería saber si ha podido ver la propuesta para {destination}. Mantenemos el precio hasta el {valid_until}. Si quiere cambiar algo, dígamelo y le preparo una nueva versión.مرحباً {name}، أردت أن أتأكد إن كانت لديكم فرصة للاطلاع على العرض الخاص برحلة {destination}. السعر محجوز حتى {valid_until}. إذا رغبتم بتغيير أي شيء، أخبروني وسأحضّر لكم نسخة جديدة.4. Booking confirmation
When the client says yes and the booking is made, so every key detail is in one message.
Thank you, {name}. Your trip is booked:
📍 {destination}
📅 {departure_date} to {return_date}
👥 {travellers} travellers
🔖 Booking reference: {reference}
We will send the deposit details and your documents list next. If anything changes, reply here.Gracias, {name}. Su viaje está reservado:
📍 {destination}
📅 Del {departure_date} al {return_date}
👥 {travellers} viajeros
🔖 Referencia de la reserva: {reference}
A continuación le enviaremos los datos del depósito y la lista de documentos. Si algo cambia, responda aquí.شكراً {name}. تم حجز رحلتكم:
📍 {destination}
📅 من {departure_date} إلى {return_date}
👥 عدد المسافرين {travellers}
🔖 رقم الحجز: {reference}
سنرسل لكم بعد ذلك بيانات العربون وقائمة المستندات. إذا تغير أي شيء، راسلونا هنا.5. Deposit reminder
When the deposit is due. Put your own payment link or bank details in {payment_details}; never ask for card numbers in the chat.
Hello! To confirm your trip departing on {date} we need the deposit of {amount} by {due_date}. Payment details: {payment_details}. Once it arrives we will send your confirmation. Any questions, we are here.¡Hola! Para confirmar su viaje con salida el {date} necesitamos el depósito de {amount} antes del {due_date}. Datos de pago: {payment_details}. En cuanto lo recibamos le enviaremos la confirmación. Para cualquier pregunta, aquí estamos.أهلاً بكم! لتأكيد رحلتكم المغادرة بتاريخ {date} نحتاج إلى العربون بقيمة {amount} قبل {due_date}. بيانات الدفع: {payment_details}. عند وصوله سنرسل لكم التأكيد. لأي سؤال، نحن هنا.6. Balance reminder
A few weeks before departure, when the rest of the price is due.
Hello! The remaining balance of {amount} for your trip on {date} is due by {due_date}. Payment details: {payment_details}. Tell us here once it is sent and we will mark it as paid.¡Hola! El saldo pendiente de {amount} de su viaje del {date} vence el {due_date}. Datos de pago: {payment_details}. Avísenos aquí cuando lo envíe y lo marcaremos como pagado.أهلاً بكم! المبلغ المتبقي {amount} لرحلتكم بتاريخ {date} مستحق قبل {due_date}. بيانات الدفع: {payment_details}. أخبرونا هنا عند إرساله وسنسجله كمدفوع.7. Documents checklist
Weeks before departure, early enough to renew a passport or apply for a visa. Edit the list for the destination.
Please check you have these before departure: ✅ Passport valid for at least 6 months ✅ Visa or entry permit, if required ✅ Flight tickets and hotel vouchers ✅ Travel insurance details ✅ Any medicines you need, with the prescription Missing something? Write to us here and we will help.
Por favor compruebe que tiene esto antes de la salida:
✅ Pasaporte válido al menos 6 meses
✅ Visado o permiso de entrada, si hace falta
✅ Billetes de avión y bonos de hotel
✅ Datos del seguro de viaje
✅ Medicamentos que necesite, con la receta
¿Le falta algo? Escríbanos aquí y le ayudaremos.يرجى التأكد من توفر ما يلي قبل المغادرة:
✅ جواز سفر ساري لمدة 6 أشهر على الأقل
✅ التأشيرة أو تصريح الدخول، إن لزم
✅ تذاكر الطيران وقسائم الفندق
✅ بيانات تأمين السفر
✅ أي أدوية تحتاجونها، مع الوصفة الطبية
ينقصكم شيء؟ راسلونا هنا وسنساعدكم.8. Before you travel
Two or three days before departure. In Spun you can schedule it from the traveller's chat.
Hello! Your departure is on {date}. Please be at {meeting_point} by {time}. Bring your passport and the documents we sent you. If any detail in your booking looks wrong, tell us here as soon as possible.¡Hola! Su salida es el {date}. Por favor esté en {meeting_point} a las {time}. Lleve su pasaporte y los documentos que le enviamos. Si algún dato de su reserva no es correcto, díganoslo aquí cuanto antes.أهلاً بكم! موعد مغادرتكم بتاريخ {date}. يرجى التواجد في {meeting_point} بحلول الساعة {time}. أحضروا جواز السفر والمستندات التي أرسلناها لكم. إذا بدا أي تفصيل في حجزكم غير صحيح، أخبرونا هنا في أقرب وقت.9. Itinerary and meeting point
The evening before each tour day or excursion, so travellers have the plan on their phone.
Here is your programme for {date}:
🕒 {time}: meet at {meeting_point}
📋 {itinerary}
👤 Your guide or coordinator: {contact_name}, {phone}
Please arrive 10 minutes early. See you there!Aquí tiene su programa para el {date}:
🕒 {time}: encuentro en {meeting_point}
📋 {itinerary}
👤 Su guía o coordinador: {contact_name}, {phone}
Por favor llegue 10 minutos antes. ¡Nos vemos allí!هذا برنامجكم لتاريخ {date}:
🕒 {time}: التجمع في {meeting_point}
📋 {itinerary}
👤 المرشد أو المنسق: {contact_name}، {phone}
يرجى الحضور قبل الموعد بعشر دقائق. نلتقي هناك!10. Schedule change
As soon as a flight time or pick-up changes. Lead with the new time, then say what the traveller needs to do.
Hello {name}, an update to your trip: {what_changed}. The new time is {new_time} on {date}. {what_to_do} Please reply to confirm you have seen this message.Hola {name}, hay un cambio en su viaje: {what_changed}. La nueva hora es {new_time} el {date}. {what_to_do} Por favor responda para confirmar que ha visto este mensaje.مرحباً {name}، هناك تحديث على رحلتكم: {what_changed}. الموعد الجديد هو الساعة {new_time} بتاريخ {date}. {what_to_do} يرجى الرد لتأكيد اطلاعكم على هذه الرسالة.11. Checking in during the trip
On the first full day away. One short message, with the number to call if something goes wrong.
Hello {name}, we hope you arrived well and are enjoying {destination}. If you need anything during the trip, write to us here. For an emergency, call our local contact {local_contact} on {emergency_number}, at any hour.Hola {name}, esperamos que haya llegado bien y esté disfrutando de {destination}. Si necesita algo durante el viaje, escríbanos aquí. Para una urgencia, llame a nuestro contacto local {local_contact} al {emergency_number}, a cualquier hora.مرحباً {name}، نأمل أنكم وصلتم بالسلامة وتستمتعون بـ{destination}. إذا احتجتم أي شيء خلال الرحلة، راسلونا هنا. في حالة الطوارئ، اتصلوا بمندوبنا المحلي {local_contact} على الرقم {emergency_number}، في أي وقت.12. Cancellation or change confirmation
When a client cancels or changes a booking. Put your refund or fee terms in {terms_note}, in writing, in the same chat.
Your booking {reference} has been {cancelled_or_changed}, as you asked. {terms_note} If you would like us to look at other dates or destinations, tell us here.Su reserva {reference} ha sido {cancelled_or_changed}, tal como nos pidió. {terms_note} Si quiere que busquemos otras fechas o destinos, díganoslo aquí.تم {cancelled_or_changed} حجزكم {reference} بناءً على طلبكم. {terms_note} إذا رغبتم بأن نبحث لكم عن مواعيد أو وجهات أخرى، أخبرونا هنا.13. Group trip information
To each traveller in a group, so everyone has the same facts. Send it one chat at a time, not from a list of strangers.
Hello {name}, here is the information for the {group_name} trip:
📅 {dates}
🧳 Luggage: {luggage_allowance}
👕 What to bring: {what_to_bring}
👤 Group leader: {leader_name}, {phone}
If you have a question, ask us here rather than in the group, and we will answer you directly.Hola {name}, aquí tiene la información del viaje {group_name}:
📅 {dates}
🧳 Equipaje: {luggage_allowance}
👕 Qué llevar: {what_to_bring}
👤 Responsable del grupo: {leader_name}, {phone}
Si tiene alguna pregunta, hágala aquí en lugar del grupo y le responderemos directamente.مرحباً {name}، إليكم معلومات رحلة {group_name}:
📅 {dates}
🧳 الأمتعة: {luggage_allowance}
👕 ما يجب إحضاره: {what_to_bring}
👤 قائد المجموعة: {leader_name}، {phone}
إذا كان لديكم سؤال، اسألونا هنا بدلاً من المجموعة وسنرد عليكم مباشرة.14. Welcome back and review request
A day or two after the traveller is home. Send it once and do not chase.
Welcome back! We hope the trip was everything you wanted. If you have a minute, a short review helps other travellers choose us: {link}. We would be glad to plan your next one.¡Bienvenido de vuelta! Esperamos que el viaje haya sido todo lo que deseaba. Si tiene un minuto, una breve reseña ayuda a otros viajeros a elegirnos: {link}. Será un placer organizar el próximo.حمداً لله على سلامتكم! نتمنى أن تكون الرحلة كما تمنيتم. إذا كان لديكم دقيقة، فإن تقييماً قصيراً يساعد مسافرين آخرين على اختيارنا: {link}. يسعدنا تنظيم رحلتكم القادمة.15. Offer to past travellers
Only to past clients who agreed to hear about offers, in daytime, and rarely. If you send it from Spun with the opt-out line switched on, remove the last sentence so it does not appear twice.
Hello {name}, you asked to hear about our trips, so here is one we think you would enjoy: {trip}, {dates}, from {price}. Details: {link}. Reply STOP and we will not send you offers again.Hola {name}, nos pidió recibir información sobre nuestros viajes, así que aquí tiene uno que creemos que le gustará: {trip}, {dates}, desde {price}. Detalles: {link}. Responda STOP y no le enviaremos más ofertas.مرحباً {name}، طلبتم أن نرسل لكم أخبار رحلاتنا، وهذه رحلة نظن أنها ستعجبكم: {trip}، {dates}، ابتداءً من {price}. التفاصيل: {link}. أرسلوا STOP ولن نرسل لكم عروضاً بعد ذلك.Writing your own
- Lead with the answer or the change. "Your flight now leaves at 07:40" comes before any greeting line.
- One message, one purpose. Send the documents list and the payment details as two messages.
- Ask for a reply when it matters, such as a schedule change, so you know the traveller has seen it.
- Never ask for a card number, a passport scan or a security code in an open chat if your agency has a safer way to collect them.
- Offers go only to people who agreed to receive them, with a way to say STOP.
What Spun does not do
- It does not send these texts to every traveller by itself. Each one is sent or scheduled from the traveller's chat by an agent.
- It does not read your booking system or GDS, so it does not know departure dates. Copy them into the message.
- It does not take payments. A payment reminder repeats on a schedule until you mark it paid; the payment goes through your own link or bank.
- It does not use the WhatsApp Business API or its message formats. These are normal messages from your own number.
Related: WhatsApp for travel agencies · WhatsApp for travel businesses · Hotel WhatsApp message templates