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 Key Message

Communication

4 weeks before Welcome Aboard Egencia:

launch 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 Welcome Aboard Egencia:

launch Provide details on training sessions including what will be covered, dates and times and how
to register.

3 days before Preparing for Take-off with Egencia:

launch 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 Reaching Cruising Altitude with Egencia:

launch 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)
Welcome Aboard Egencia
A new way to plan, book & manage travel

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.
Welcome Aboard Egencia
A new way to plan, book & manage travel

=========================================================================

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.

=====================================================================

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.
Welcome Aboard Egencia
A new way to plan, book & manage travel

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}

=====================================================================

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
Welcome Aboard Egencia
A new way to plan, book & manage travel

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
Welcome Aboard Egencia
A new way to plan, book & manage travel

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
Welcome Aboard Egencia
A new way to plan, book & manage travel

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
Welcome Aboard Egencia
A new way to plan, book & manage travel

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
Welcome Aboard Egencia
A new way to plan, book & manage travel

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.
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

How 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.

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.
Welcome Aboard Egencia
A new way to plan, book & manage travel

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.

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}. You can also learn more about our new
program here: {Insert link to company intranet}.

Best Regards,
Your Travel Manager
Welcome Aboard Egencia
A new way to plan, book & manage travel

Post-Launch Letter – Reminders on

how to log in, set up profile and new program benefits

To: Travelers
Subject: Your Business Travel
Heading: Reaching Cruising Altitude with Egencia

Our new travel program with Egencia is now live. Please leverage our Egencia site to plan, book
and manage your next business trip. If you haven’t yet logged in to Egencia, we recommend that
you do so to set up your travel profile.

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.
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

How 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.
Welcome Aboard Egencia
A new way to plan, book & manage travel

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.

Questions?
Contact {Insert e-mail alias for travel questions here}. You can also learn more about our new
program here: {Insert link to company intranet}.

Best Regards,
Your Travel Manager