How suppliers receive booking requests

When you send a booking request, the supplier receives an email from bookingsystem@tourwriter.com. The reply-to address is either your email or an alternative address you have configured in your settings (Organisation > Defaults > Supplier booking emails).

Ask your suppliers to add bookingsystem@tourwriter.com to their safe senders list to ensure booking emails reach their inbox reliably.

How suppliers can respond

Suppliers have two ways to respond to a booking request.

Reply directly to the email — the supplier replies to the booking email as they would any normal message. Their reply will be delivered to the user who submitted the address or the reply-to address set in your organisation settings. You can record their response in Tourwriter by updating the booking status, adding a booking reference and additional notes.

Use the Respond to this request button — if you enabled supplier confirmations when sending the booking, the email includes a button that takes the supplier to a dedicated response page. On that page, the supplier:

1. Selects a status such as Confirm or Decline.
2. Enters their name and booking reference.
3. Adds any optional notes.
4. Clicks Send.

Note: the response page is available for seven days after the booking email is sent, or until the supplier submits their response, whichever comes first. Once submitted, the booking status will update and any reference or notes will automatically populated.

Booking emails going to spam

If a supplier reports they have not received a booking request, ask them to check their spam or junk folder first. They can then add the sender to their safe list to prevent this happening again.

Instructions for common email clients:

• Gmail — add a safe sender
• Outlook — add a safe sender