How to follow up a safari quotation without repeating the sales pitch

Read the quotation before writing the reminder

Check the version you actually sent. Look at the travel dates, the room arrangement, inclusions, exclusions and any open question. If availability or terms have changed, confirm them before sending a message that repeats the old offer.

Decide whether the guest is choosing dates, comparing two options, checking with the rest of the party or simply waiting for an answer from you. A follow-up cannot repair an unanswered question by asking for a booking.

Use a simple three-part message

Name the trip you are following up, offer help with one likely decision, and ask a question that is easy to answer. The example below is a writing pattern, so replace the details with the actual enquiry.

• Context: 'I'm following up the quotation for your September stay.'
• Help: 'Would it help if I set out the difference between the two room options?'
• Next step: 'Reply with the option you are leaning towards, or tell me what is still unclear.'

Mention deadlines only when they are real

If a documented hold expires, state the actual expiry and what happens afterwards. If there is no hold, do not manufacture urgency or imply that a room is reserved. Make clear when you need to recheck availability.

Avoid promising that the quoted price will remain available unless the relevant terms support that promise. A calm, accurate explanation is more useful than pressure that the reservations team later has to unwind.

Record what happens next

Put the follow-up beside the original enquiry. Record who sent it, the question asked and the next sensible action. If the guest says they are no longer planning the trip, close the loop instead of leaving a recurring reminder running.

Use the guest's response to improve the next quotation. If people repeatedly ask what is included or whether transfers are covered, those details deserve a clearer place in the original document.