What a booking confirmation includes
A booking is a confirmed, scheduled tour — the confirmation is the client’s proof of it. A complete one covers:
- Booking reference — a unique reference, and the date confirmed
- Your details — business name, phone, email and WhatsApp
- Travellers — every traveller’s name as it appears in their passport
- Trip summary — tour name, dates, number of travellers and total price
- Payment status — deposit received (amount, date, M-Pesa or bank reference) and balance due with its date
- Confirmed services — accommodation, transfers, activities and park fees, each with its status
- Pickup details — date, time, place, and the driver or guide’s name and phone
- Inclusions & exclusions — what the price covers, and what it doesn’t
- Emergency contact — a number reachable 24/7 during the trip
- Terms — cancellation policy and the insurance requirement
The confirmed services block
List each service on its own line, with enough detail that nothing is ambiguous on the day:
- Accommodation — lodge or camp, room type, nights, meal basis (B/L/D), and confirmation status
- Transfers — route, vehicle type, date and time
- Activities — game drives, walks, balloon safaris, with dates
- Park & conservancy fees — which parks, how many days, included or payable on arrival
- Extras — anything agreed beyond the package (celebration cake, car seat, dietary needs)
Before travel: what the client needs to know
The confirmation doubles as the client’s pre-travel brief. Close it with:
- Pickup — exact time and place, and who to look for
- What to bring — passports, park-appropriate clothing, any medication
- Travel insurance — state that it’s required and what it should cover
- Emergency line — your 24/7 number, and the lodge’s front desk as backup
- Balance — the amount, due date and how to pay (M-Pesa Paybill or bank)
Worked example
Booking summary (example)
- Booking ref
- BK-2026-118 — confirmed 21 Jul
- Trip
- 3-day Maasai Mara safari, 12–14 Aug
- Travellers
- J. Traveller, A. Traveller (as per passport)
- Paid
- KES 30,000 deposit (M-Pesa SFC8XK21LM, 20 Jul)
- Balance
- KES 70,000 due 5 Aug
Confirmed services (example)
- Accommodation
- Mara Serena — standard room — 2 nights, full board — confirmed
- Transfers
- Nairobi–Mara return, 4x4 Land Cruiser — confirmed
- Activities
- 3 game drives with driver-guide — confirmed
- Park fees
- Maasai Mara, 2 adults × 3 days — included
- Pickup
- 12 Aug, 06:30, Nairobi CBD — David M., +254 7XX XXX XXX
How to use it
- Download the template below in Word or PDF, or copy the structure.
- Fill in the booking reference, travellers and trip summary.
- Record the deposit with its payment reference, and state the balance and due date.
- List every confirmed service with its status — chase anything still on request.
- Add pickup details and your emergency line, then send it the day the deposit lands.
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