Confirm the new request before changing the price
Read the guest's message for more than the arrival date. Have the number of nights, party size or room preferences changed too? If one point is unclear, ask about that point before preparing another version.
Keep a short internal note of the requested changes. For example: arrival moved from the 12th to the 14th; stay still four nights; same two travellers. These are fictional details to show the format, not an available itinerary.
Recheck the whole offer
Do not assume that the earlier availability, rate or inclusions carry over. Check the details that your team is responsible for confirming, then put the verified information into the new document.
If a transfer or another part of the trip is still being checked, label it as pending. Avoid presenting a complete total when something that affects it remains unresolved.
- Arrival, departure and number of nights.
- Room arrangement and number of guests.
- Rate basis, currency and confirmed inclusions.
- Any unresolved item, clearly separated from confirmed details.
- Actual validity or hold terms, if applicable.
Explain the revision in the covering email
Use a version number or a clear issue date on the document. Keep the previous copy in the enquiry record, but mark it as superseded so a colleague can follow the history.
A fictional covering sentence might read: 'Attached is quotation 02 for your revised dates. It replaces quotation 01. The arrival date has changed; the stay remains four nights. The transfer price is still being checked and is not included in the total.' Change every detail to match the actual offer.
Ask for the next decision, not a general response
Finish with the outstanding choice: whether the dates work, which room option the guest prefers, or the missing detail you need. Keep that request beside the revised document in the conversation.
Before sending, open the attachment from the draft email itself. Read the dates and version on that copy. The useful check is what the guest will receive, not what is saved in your working folder.
Sources and further reading
Original editorial suggestions for organising quotations. LodgeHelm's public page supplies product context only. The example is fictional and states no actual availability, price or contractual term.
- LodgeHelm: public product context · checked 22 September 2026
Published by LodgeHelm. Prepared with AI assistance and reviewed against the cited material.
