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Travel Agency Marketing Tip: Setting Up a Professional Email Address

Last Updated February 29, 2024


Setting out on the journey of starting your own travel agency is an adventure. You've planned, dreamed, and brainstormed. One of the things you've come up with is the perfect name. One that resonates with the wanderlust you want to inspire in your clients.


Your travel agency name isn't just a name to you. It's a reflection of your passion, your vision, and the unique experiences you'll offer.


But there's a crucial piece of your business identity (and digital marketing strategy) that you may have overlooked in your eagerness to get started. Your email address.


Or maybe I should say, your professional email address.


Disclosure: This post may contain affiliate links, meaning I may get a small commission if you decide to make a purchase through my links, at no cost to you.


What is the difference between a personal and professional email address?


It all comes down to the format of your email address. Is your email address “yourtravelagencyname@gmail.com”? Or is it “firstname@yourtravelagencyname.com”.


The first, ending in a “gmail.com,” “yahoo.com,” or any other “.com” that isn't your domain name (aka the “www.yourcompanyname.com” where your website lives) is a personal email address.


An email address that ends in your domain name, on the other hand, is a professional, or business, email address.


While it may seem like a small difference, it's a vital part of a strong travel marketing foundation.


Why your email address matters in your travel agency marketing


1) Email security and deliverability to potential customers


Custom email domains have additional security, such as strong passwords and multi-factor authentication, built in to them. Email service providers know that professional accounts require more security than personal accounts, so they build it in to their platform automatically.


A professional email address also makes it more likely that your customer actually receives your email.


Have you ever tried to send an email to a potential client and been told it ended up in their spam folder? It's highly likely that it's because you sent it from a personal email address.


What started out as the easier, quicker option of setting up a personal email address for your business can make it very difficult to connect with potential clients. And that's a huge problem!


Professional accounts automatically include specific authentication that is required for email deliverability, and that authentication isn't readily available on personal email accounts.


You also can't use many email marketing tools (like ConvertKit, my recommendation for email marketing campaigns) with a personal email address because they violate international spam laws. So if you want to use email as part of your content marketing strategy, you need a professional email address.


Flodesk, which is farily popular in the travel industry, will allow a personal email address. However they don't recommend using one because email from your travel business will most likely end up in peoples spam folders.


2) Brand awareness and consistency


Blocks showing a phone, an envelope and an "at" symbol showing the building blocks of your contact information as part of your travel agency branding

In an oversaturated market full of travel agents, your brand needs to be consistent. Your email address should be an extension of your business name, not simply include your business name.


Using a personal email for your travel agency might seem inconsequential, but it sends mixed signals about your brand's professionalism. It can dilute the impact of your marketing efforts, making it harder for clients to see you as a trusted advisor and partner for their travel plans.


So if a potential client can find your travel company website at yourtravelagencyname.com, they should be able to email you there as well.


Think of who your target market or target audience is. Are they people who are used to dealing with professionals like attorneys and financial planners? I guarantee you that those professionals are using a professional email address, and that potential customer expects the same level of professionalism from their travel agency.


That professionalism helps assure clients that they're dealing with a travel advisor they can trust with one of their most valuable assets, their leisure time.


3) The suppliers perspective


In the travel industry, your relationship with your suppliers and vendors is your lifeline. It's not just potential clients who can see a personal email address as a red flag. Your suppliers can too.


A personal email address can unintentionally signal to them that your agency isn't a serious business partner. When you use a personal email address, they're more likely to see you as a hobbyist instead of a professional travel agent.


How to set up your professional email address.


I recommend using Google for your professional email address. If you already have a free gmail account you'll find it intuitive and simple to use.


To get started, head to Google Workspace to set up your account. It's a minimal investment, starting at just $6 per month for a basic account with plenty of storage.


Once you choose your plan, enter some basic information like your business name, the number of employees, and where you're located. You'll need to provide some basic info, like your name and your current email address, and then Google will walk you through the rest of the setup process.


I recommend making your email address simple, just firstname@yourtravelagencyname.com. Most suppliers don't like email addresses with things like info@ or contact@, so make sure the main address has your name in it so they know who they're emailing with.


If you'd like to have an email address for new enquiries, you can set up an email alias in addition to your regular email address.


An email alias delivers messages to your inbox, but the address used is different than your main email address. So you can set up info@yourtravelagencyname.com as an alias if you want to use it for new potential customers to submit enquiries.


Migrating from a personal email to a professional email


Once your professional email address is set up, it's time to start using it. Start by setting up a rule in the personal account you've been using to automatically forward messages to your new, professional account.


When you reply to clients, send everything from your professional account. Make sure you update your email address with suppliers, as well as on your social media accounts, website, and business cards.


The bottom line


Setting up a professional email address for your travel agency is a strategic marketing move. It's about aligning every aspect of your business, from social media marketing to web design, with the professionalism and quality your customers expect from your travel brand.


With these simple steps, you can elevate your travel agency's image, ensuring your first impression is as compelling as the destinations you represent.


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