BLANK TEMPLATE - EDIT AND REVIEW BEFORE USE
Subject: [purpose] - [enquiry reference]

Dear [approved contact or role],

Regarding [source or enquiry reference], we understand [facts verified in the source].

Please confirm [absence period / approved team contact], including [enquiry reference / covering role and scope].

[State what remains unchanged and what is still under review.]

[Next action, owner or applicable response date after human review.]

Kind regards,
[Your name / approved team role]
[Your company]

FICTIONAL COMPLETED EXAMPLE - NOT A SENT MESSAGE
Subject: Contact during the coordinator absence - SAMPLE-REFERENCE

Dear Travel Partner,

Thank you for contacting us about SAMPLE-ENQUIRY. The usual coordinator is away during the notified period. Please use the approved team contact shown below for enquiries that need attention during this time.

Our covering coordinator can review the recorded source, current conditions and outstanding questions. Any request for new availability, revised rates or a change in arrangements will still need the applicable checks.

Please include the enquiry reference when you contact the team so that your message can be reviewed with the correct records. We will advise the next step after reviewing the request; this notice does not guarantee a supplier response time.

The contact change does not alter any travel conditions or confirm a new booking.

Kind regards,
Sample Operations Team
Fictional Travel Company