Keep it professional, polite, and to the point.

Offer alternatives (referrals, self-booking resources).

Avoid placing blame—focus on what’s best for the client.

If necessary, stand firm on your policies & boundaries.

1. “My Business Is Shifting” – The Niche Change Approach

Use this when transitioning to a different specialty (e.g., luxury, groups, honeymoons) and the client no longer fits your services.

Subject: A New Direction for [Your Travel Business]

Hi [Client’s Name],

I truly appreciate the opportunity to work with you and have enjoyed assisting with your travel plans. I wanted to reach out personally to share that my business is shifting focus toward [new niche, e.g., luxury travel, corporate retreats, family vacations], and as a result, I will no longer be handling [type of trips they book].

Since I want you to have the best possible experience, I’d love to recommend a trusted travel advisor who specializes in what you’re looking for. [Insert referral contact, or suggest self-booking resources like Expedia, Viator, or Google Flights].

I sincerely appreciate your support and hope you have amazing future travels!

Best,

[Your Name]

[Your Travel Business Name]

2. “I’m Fully Booked” – The Availability Approach

Use this when you want to decline future bookings without cutting ties completely.

Subject: Limited Availability for New Bookings

Hi [Client’s Name],

I appreciate the trust you’ve placed in me to assist with your travel planning. At this time, I am at full capacity with existing client bookings and will not be able to take on additional requests.

To ensure you get the best service possible, I’d be happy to refer you to another experienced travel professional who can assist with your upcoming plans. Please let me know if you’d like a recommendation.

Thank you for your understanding, and I hope your next adventure is incredible!

Best,

[Your Name]

[Your Travel Business Name]

3. “New Pricing Structure” – The Fee Increase Approach

Use this when a client is too demanding or price-sensitive, and you want to naturally filter them out.

Subject: Important Update to My Travel Planning Services

Hi [Client’s Name],

I wanted to take a moment to thank you for your past business and for trusting me with your travel planning. As my business grows, I’m making some updates to my service structure to provide even more personalized and high-quality planning experiences.

• Starting [Date], my new service fees will be:
• [New Fee Amount] – Customized trip planning
• [New Consultation Fee] – One-on-one planning calls
• [Additional Services] – VIP concierge, 24/7 trip support

I completely understand if this no longer aligns with your budget, and if so, I’d be happy to refer you to another travel professional or provide resources for self-booking.

Please let me know how you’d like to proceed, and I truly appreciate your support!

Best regards,

[Your Name]

[Your Travel Business Name]

4. “I Think You’d Be a Better Fit Elsewhere” – The Professional Breakup Approach

Use this when the client is difficult, and you need to end the relationship diplomatically.

Subject: Finding the Best Fit for Your Travel Needs

Hi [Client’s Name],

I truly appreciate the opportunity to work with you on your travel plans. After careful consideration, I believe that another travel advisor may be a better fit for your specific needs.

To ensure you receive the best service and expertise tailored to your travel style, I’d be happy to recommend a professional who specializes in [type of travel they want]. Alternatively, I can provide you with resources for self-booking if that’s more convenient.

I value our interactions and appreciate your understanding. Wishing you safe and memorable travels ahead!

Best,

[Your Name]

[Your Travel Business Name]

5. “Setting Boundaries” – The Difficult Client Approach

Use this when a client is being overly demanding, making excessive changes, or acting unprofessionally.

Subject: Moving Forward with Travel Planning

Hi [Client’s Name],

I want to thank you for trusting me with your travel planning. I always strive to provide the best service possible, and I want to ensure our collaboration is productive and enjoyable for both of us.

At this time, I need to maintain my policies regarding [specific issue: communication expectations, itinerary changes, pricing structure]. To continue working together, I kindly ask that we adhere to the original agreement, which includes [policy or limit on revisions, fees, response times].

If this structure does not work for you, I completely understand, and I’d be happy to recommend another travel professional who may be a better fit for your expectations.

Please let me know how you’d like to proceed. Wishing you the best in your future travels!

Best regards,

[Your Name]

[Your Travel Business Name]