Welcome Aboard Egencia
A new way to plan, book & manage travel
Sample Communications to Your Travelers and Arrangers
Table of Contents
Sample Letters to Introduce Egencia to Your Company (four variations) 2
Sample Letter to Announce Training Sessions 5
Sample Letter to Encourage Travelers to Set up Their Egencia Profile 6
Sample Letter to Remind Travelers about Training – Send Day of Trainings 7
Launch Day Letter – Reminders on how to log in, set up profile and new program benefits 9
Post-Launch Letter – Reminders on how to log in, set up profile and new program benefits 11
Timing of Communication / Key Message4 weeks before launch / Welcome Aboard Egencia:
Introduce the coming of Egencia, launch date and where to go for more information (such as your company's intranet). For the greatest impact, this e-mail should come from your executive champion.
2 weeks before launch / Welcome Aboard Egencia:
Provide details on training sessions including what will be covered, dates and times and how to register.
3 days before launch / Preparing for Take-off with Egencia:
E-mail sent to invite Travelers to create or update their Egencia profile.
Training days / Preparing for Take-off with Egencia:
Email to remind travelers about training.
Launch day / Cleared for Take-off with Egencia:
Remind travelers how to set up their profile, log-in and go for more information (such as your company intranet)
2-3 weeks after launch / Reaching Cruising Altitude with Egencia:
Since some travelers will not take action until they have to book, this e-mail will remind travelers how to set up their profile, log-in and go for more information (such as your company intranet) /
Sample Letters to Introduce Egencia to Your Company (four variations)
Sample Letter #1 to Introduce Egencia to Company
Welcome Aboard Egencia!
Great news! {Company Name Here} has partnered with Egencia (an Expedia company) to provide a user-friendly, online booking tool and agent-assisted business travel service. Over the past few months, a cross-company travel team collaborated to solicit proposals from agencies, evaluate their offerings and negotiate a competitive agreement that will deliver significant savings to the company.
Egencia, Expedia’s corporate booking tool, was selected to meet your flight, hotel and ground transportation needs. Booking your business travel with Egencia is a more efficient, secure way for you to select and manage your travel itineraries. Your participation will enable us to negotiate more competitive hotel and air agreements that will improve your travel experience and drive further savings.
Egencia benefits you!
Familiar, easy-to-use online booking tool: Egencia leverages the same intuitive look and feel of sister company, Expedia.com with travel options and tools designed specifically for the business traveler.
Business traveler tools: store your frequent flyer numbers and travel preferences, manage your travel from your work calendar, easily leverage unused tickets or plan a group trip with colleagues.
A mobile app to keep you in the know on the go: The Egencia® TripNavigator mobile app streamlines your business travel. Access everything you need in one place including turn by turn guidance throughout your trip, personalized flight and hotel search results and integrated support when you need it. The app is free to use and available for iPhone, iPad and Android devices.
Information to keep you safe on the road: enables your travel manager to notify you of any potential issues or locate you in an emergency.
Support when you need It: experienced corporate travel agents available 24x7
Learn more about the benefits of booking business travel with Egencia in this short video.
Welcome aboard!
In the coming weeks you’ll receive an email with instructions for completing your traveler profile with Egencia. By {launch date here} , you’ll be cleared for takeoff to begin booking travel through Egencia. Stay tuned for additional information and Egencia training sessions. You can also visit {link to travel intranet} to learn more.
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Sample Letter #2 of Executive Communication to Travelers
To: All USA Employees
I am excited to announce that we will be using Egencia for all of our travel planning beginning on {launch date here}. Egencia is a full-service travel agency offering convenient booking through their award-winning website and experienced corporate agents via phone. They offer a wide array of options to help you meet your flight, hotel and ground transportation needs in a cost-effective manner.
To make this program effective, all employees will be required to use Egencia for all their business travel needs. A number of people across several departments have worked hard to put this program in place. A special thanks goes to the dedicated, cross-functional team (listed below) that worked on travel policies and interviewed numerous travel management companies over the past, several months. Their hard work, coupled with your support of the new program, should result in tremendous cost savings for {company name here}, while increasing efficiency and improving the quality of service.
{Optional: list names of travel committee}
Watch for future communications from {Travel Manager name here}, about travel that will cover:
· Travel policy revisions
· Training on the benefits of Egencia
· Creating your travel profile
I know I can count on your support as we launch this program.
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Sample Letter #3 from Executive or Travel Manager to Travelers
Introducing Egencia
Dear Business Travelers and Arrangers,
As you know, a great deal has changed in the travel industry over the past several years. To keep pace with those changes and improve business travel management at {company name here}, we have partnered with Egencia (an Expedia company) to provide a user-friendly, online booking tool and agent-assisted service.
Over the past few months, a cross-company team collaborated to solicit proposals from travel agencies, evaluate their offerings and negotiate a competitive agreement that will deliver significant savings to the company. Egencia was selected for its familiar, easy-to-use online booking, experienced travel agents and ability to drive future value and savings for our travelers.
Effective {launch date here}, Egencia will replace {former TMC} with an online tool and team of travel agents available 24x7. We appreciate your support during this transition from {former TMC} and are confident that Egencia will effectively meet your needs, offering additional tools and flexibility to help you manage your travel itineraries. Look for additional information and emails to come in preparation for the {launch date} launch of Egencia.
Thank you,
{Executive or Travel Manager Name Here}
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Sample Letter #4 from Egencia to Travelers
SUBJECT: A New Way of Corporate Travel Is Coming
Welcome Aboard Egencia!
Egencia, an Expedia Inc. company, is excited to partner with {your company name here} to provide corporate travel services, beginning {launch date here}.
Egencia is a full-service travel management company, bringing together the latest technology and world-class service to provide one complete travel solution.
As an Egencia client, you will have access to our robust website for online bookings and support, as well as our experienced team of corporate travel consultants for agent-assisted bookings and traveler support. The award-winning site is easy-to-use, intuitive and powered by a proprietary platform.
How is Egencia different from Expedia.com?
While the familiar and popular functionality from Expedia.com remains, the Egencia site is designed to the distinct needs of the business traveler rather than the leisure traveler. By offering more targeted flight searches, the ability to book complicated business travel such as varying classes of service for each flight segment and clear guidelines about {Company Name Here} travel policy, we are focused on offering your business travel tools unmatched in the leisure market.
For instance, Egencia offers the ability to share your trip with a colleague, online schedule change acceptance, online flight cancellation and void capabilities along with full tracking of your unused tickets to accommodate changes at a moment’s notice.
Egencia also offers a business travel app with the ease of use you’d expect from a consumer app and the tools that business travelers need to stay productive on the road. The Egencia® TripNavigator mobile app streamlines your business travel experience. Access everything you need in one place including turn by turn guidance throughout your trip, personalized flight and hotel search results and integrated support when you need it. The app is free to use and available for iPhone, iPad and Android devices.
What else can travelers expect?
Seasoned business travelers know that the right seat selection can make the difference between four hours of productivity or four hours of discomfort in a non-reclining middle seat. Egencia has incorporated SeatGuru information into the booking path to help travelers get the best available seat on each flight booked. Once you’re back in the office, our automatic receipts allow the ability to reference itineraries in one centralized location to expedite the expense process.
How will Egencia support you on the road?
When the going gets tough, who knows where you are? When your travel itinerary doesn’t go as planned, you aren’t losing a day on the beach; you’re losing a sale, or an evening at home with family. Egencia understands that and has special services, tailored to help you every step of the way. We provide corporate travel consultants to address and support the demands of business travelers. And when you book through Egencia, your travel manager is able to find you in case of emergency. We continue to support your travel manager by providing critical information on factors impacting business travel such as severe weather, strikes and catastrophes as well as a list of affected travelers.
The Egencia® TripNavigator mobile app is also there to keep you up to date on flight delays and gate changes. You can change your flight or book a last minute hotel right within the app. If you need assistance, you can connect with an Egencia Travel Consultant with one tap or even request that they call you.
At Egencia our goal is to make business travel seamless. We look forward to being a part of your travel program success.
Best Regards,
The Egencia Team
Sample Letter to Announce Training Sessions
To: Travelers
Subject: Business Travel with Egencia - What You Need to Know
Heading: Cleared for Take-off with Egencia
In the coming weeks, we will be holding several training sessions on our new travel program with Egencia. These sessions will help you to get off to a great start with Egencia and leverage all of the business travel tools available to you to make your next trip as seamless and productive as possible.
In these training sessions you'll learn:
-How to get started with Egencia
-How to find the right travel options quickly
-Tips for staying on top of your travel while on the road
{Training dates and times here}
Register here {registration instructions here}
You can also view these short training videos on demand to help you get started with Egencia:
http://egencia.com/daily/service/default.asp
Best Regards,
Your Travel Manager
Sample Letter to Encourage Travelers to Set up Their Egencia Profile
To: Travelers
Subject: Your Business Travel Profile is Ready
Heading: New Travel Program with Egencia
Set Up Your Travel Profile Today
Our Egencia site is ready and we encourage you to set up your traveler profile today. Key areas in your profile include:
§ Personal Information: Enter your contact information, emergency contact and TSA Secure Flight data. TSA Secure Flight Data is mandatory for air travel in the US. Enter this information into your profile now to avoid any future travel disruptions.
In this section you can also change your e-mail address at any time, select HTML or text formatting; indicate if you would like to receive business-pertinent news from Egencia.
§ Payment Options: Store your \credit card and billing address. For security purposes, the billing address must match your credit card statement exactly or the site will not allow you to store the card.
§ Travel Preferences: Specify your flight, hotel and car preferences - including frequent flyer information and home airport
§ Travel Arranging & Approval: Allow colleagues to book travel on your behalf
You can access our Egencia site here: {Insert link here}
Your user name is: {Insert user names here}
Your password is: {Insert passwords here}
Managing Unused Tickets on {Incumbent Travel Management Company Name Here}
{Instructions for managing unused tickets here such as how to contact incumbent agency}
Questions? Contact {Insert e-mail alias for travel questions here}
Best Regards,
Your Travel Manager
Sample Letter to Remind Travelers about Training – Send Day of Trainings
To: Travelers
Subject: Business Travel with Egencia – Register Today
Heading: Training Taking Place {Insert Dates Here}
As a reminder, we will be holding training sessions on our new travel program with Egencia. These sessions will help to leverage all of the business travel tools available to you to make your next trip as seamless and productive as possible.
In these training sessions you'll learn:
-How to get started with Egencia
-How to find the right travel options quickly
-Tips for staying on top of your travel while on the road
{Training dates and times here}
Register here {registration instructions here}
You can also view these short training videos on demand to help you get started with Egencia:
http://egencia.com/daily/service/default.asp
Best Regards,
Your Travel Manager
Launch Day Letter – Reminders on how to log in, set up profile and new program benefits
To: Travelers
Subject: Our New Business Travel Program is Here
Heading: Cleared for Take-Off with Egencia
We are excited to announce that our new travel program with Egencia is now live! You can now use Egencia to plan, book and manage your business travel.
Logging In to Egencia
You can access our Egencia site here: {Insert link here}
Your user name is: {Insert user names here}
Your password is: {Insert passwords here}
Setting Up Your Egencia Profile
Our Egencia site is ready and we encourage you to set up your traveler profile today. Key areas in your profile include:
§ Personal Information: Enter your contact information, emergency contact and TSA Secure Flight data. TSA Secure Flight Data is mandatory for air travel in the US. Enter this information into your profile now to avoid any future travel disruptions.