Sent on Tuesday, silence since
You spend an evening building a lovely quote: two hotel options for a family summer holiday, flights at good times, a transfer, and a note about the kids' club. You send it on Tuesday. The client replies 'thank you, we'll have a look'. Then nothing.
You mean to follow up, but the week fills with amendments, balance chasing and new enquiries. By the time you remember, the prices have moved, the option hold has expired, and the client has booked online or with someone who called them back first. Multiply that by every quote that went quiet this year.
Why quotes are not followed up
- There is no list of open quotes, just sent emails.
- You do not know whether the client opened the quote.
- Following up feels pushy, so it gets put off.
- Option hold expiry dates are not linked to a reminder.
- Lost quotes are never recorded, so you do not learn why.
Following up is not about pressure. A well-timed message with something useful, such as a hold about to expire or a better flight time, is a service to the client.
What quiet quotes cost
Each unconverted quote is hours of your expertise given away. Clients who meant to book but got distracted end up booking elsewhere. And without knowing why quotes are lost, you cannot tell whether the problem is price, speed, or the destinations you suggest.
Follow-up that fits the quote
- Every quote is recorded with the client, travel dates, value, option hold expiry and the date sent.
- The quote is sent as a web page or tracked PDF, so you can see when the client opens it and which option they looked at.
- You are prompted at sensible points: after the client has viewed it, before an option hold expires, and after a period of silence that you choose.
- Each prompt comes with a draft message in your voice, based on the moment, such as 'the room we held expires on Friday, shall I extend it?' You edit and send it by email, text or WhatsApp.
- If the client says no, you record why: price, dates changed, booked elsewhere, not travelling. The quote closes.
- A simple view shows all open quotes, their value and the next action, and a monthly summary shows win and loss reasons.
| Moment | Why follow up | Example message |
|---|---|---|
| Quote viewed, no reply | Interest is fresh | Any questions about the two hotels? |
| Option hold expiring | Real deadline | The held room expires Friday |
| Silence for a period | Gentle reminder | Still thinking about summer? |
| Price change spotted | Useful news | The flight has come down |
Messages always go from you, not from a system. We do not send automated chasers unless you decide you want them.
Quotes that get an answer
Open quotes no longer depend on memory. You follow up at moments that matter to the client, with a reason to reply. Hold expiries prompt a decision rather than lapsing quietly. And after a few months, win and loss reasons tell you what is really happening: perhaps you win on tailor-made trips and lose on simple packages, which might change what you promote.
Imagine a couple who were quoted a Greek island trip. They opened the quote twice, looking at the more expensive hotel. Three days later, you get a prompt: the option on that hotel expires tomorrow. You send a short message asking if they would like you to extend the hold. They reply that they are waiting on annual leave approval, so you ask the supplier for more time. The quote stays alive instead of dying in an inbox.
Do your quotes go quiet?
- You have no list of open quotes.
- You do not know whether clients opened your quotes.
- Follow-ups happen when you remember.
- Option holds expire without a decision.
- You could not say why most lost quotes were lost.