1. Reply fast, then qualify
Within minutes, thank them and ask the five things that shape a price: dates (or flexibility), number of travellers and ages, budget range, hotel preference and must-do experiences. You can ask on WhatsApp in one message.
2. Structure the quote the way a trip feels
- A short title and summary — “6N/7D Bali honeymoon, private villa, Ubud + Uluwatu”.
- Day by day — arrival, each day’s highlights, departure. People imagine the trip, not a list of services.
- Inclusions and exclusions in plain words. Flights, visas and insurance are the usual surprises.
- One clear price — total and per person, with what tax is included.
- A validity date — rates and availability move.
3. Make the price easy to trust
Show the total, not a pile of components. If you offer options (a 4-star and a 5-star version), present them side by side so the customer chooses between yours rather than between you and a competitor. Keep your own costs and margin private.
4. Send it as a link, not an attachment
A web link opens on any phone, always shows the latest version, and lets the customer accept with one tap. A PDF is still handy for sharing with a spouse or parent. If your software tells you when the quote was opened, follow up while they are looking at it.
5. Follow up without nagging
- A few hours later: “Any questions on the itinerary?”
- Next day: offer a tweak — a different hotel, an extra night.
- After two or three days: a gentle reminder that rates are valid until a date.
6. Close with an easy first payment
Offer a small deposit with the rest in instalments, and send a payment link in the same conversation. The fewer steps between “yes” and “paid”, the fewer second thoughts.
7. Keep revisions tidy
Customers always change something. Save each change as a new version of the quote so you never lose the one they accepted and everyone sees the latest.
How TripSarthi helps
Build the itinerary from your own rate cards, add your markup and see the margin, then send a branded quote link. You are notified when it is viewed, follow-up automations run on schedule, and when the customer accepts, a booking with an instalment plan and payment links is one click away. Explore quotes and itineraries.
