Sample emails to Suppliers

Need to tell a supplier about Hero? Here are a few email templates.

Updated over a week ago

For Suppliers not yet on Hero

Hi {Supplier},

My name is {Name} and I’m the {Position} at {Agency}.

I’m writing to let you know that we’ve recently switched to the Hero booking platform, which we now use to centralise all our travel bookings and payments.

We love your products and wish to continue booking with you, so therefore request that you list your company on Hero. Once your products are on Hero, we can sell them quickly and easily.

There are a number of benefits for us to use Hero:

Hero has API links with a number of reservations systems so we may be able to book with you with live availability. If live availability is not possible, we’ll simply continue to check availability with you via phone.

Once we’ve taken full payment from the customer, you will receive a booking confirmation email direct from Hero, including our 6-digit booking reference, voucher numbers for each passenger and necessary passenger information.

Hero automates our payment process, ensuring you get paid on time, every week, without the need to issue invoices or chase payments. Funds are paid automatically into your nominated bank account the week after the start / check-in date. Hero’s billing cycle runs Monday – Sunday, so you will receive an email statement every Monday when payments are pending, and payments are made 4 days later on the Friday.

To list your products on Hero, simply reply to this email as I’ve cc’d Hero’s product team. Or you can sign-up via Hero's website, The team at Hero will provide you with more information and they will load all of your products for you, so you simply need to check and approve everything before going live.

Thanks for your support and we look forward to booking with you via Hero very soon!

If you have any questions about Hero, you can contact them by calling + 61 2 9188 2020 or by email at [email protected]. 

For Suppliers already on Hero

Hi {Supplier},

My name is {Name} and I’m the {Position} at {Agency}.

We’ve recently switched to the Hero booking platform, and it’s great to see that you’re already onboard as a Hero Supplier.

We love your products and over the past year have made {$X} worth of bookings with you. We aim to increase this number over the next 12 months, and I’m therefore writing to ask if you would consider raising our commission rate on Hero?

Our current Hero commission rate is {X%} and we hope that you would consider raising this to {X%}.

As you may be aware, with Hero, you can offer unique commission rates to your agents.

A slight increase in our commission rate will enable us to better promote and sell your products. To achieve this we intend to {Insert your proposed sales / marketing / promotional / training activity}.

I am available at any time to discuss this with you in depth. I look forward to speaking with you soon.

If you have any questions about Hero, you can contact them by calling + 61 2 9188 2020 or by email at [email protected].

For your Supplier’s accounts team

Hi {Supplier},

Thank you for your invoice / statement which we received today.

These bookings were processed via Hero, our awesome new booking platform, which automates our payments to you. Therefore, we no longer need to receive your invoices or statements.

As I’m sure you’re aware, with Hero, you will be sent remittance advice weekly, on the Monday after the check-in / start date for any dated bookings, and Hero will then pay you automatically via EFT, 4 days later on Friday. You do not need to generate invoices oir claim vouchers in order to get paid. 

For any open dated bookings, you simply need to claim the vouchers on Hero’s site once the passengers have checked in and provided you with their vouchers. Once claimed, you’ll be paid the following Friday.

If you have any questions or concerns about Hero’s payment process, you can contact them by calling (02) 9188 2020 or by email at [email protected]

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