How to answer tour enquiries and quote a private tour
Reply fast, answer everything they asked, and end each message with a way to book.
Answer within the hour
- ✓Reply within an hour while you're open; an away message tells everyone else when you'll answer.
- ✓Answer every question they asked before you ask yours.
- ✓Save replies to the questions you get every day: the price, the pickup, what to bring.
- ✓End with the next step: a booking link or a quote.
- ✓Follow up once the next day if they go quiet, then stop.
Quote a private tour
- 1
Ask for what you need
The date, how many guests and their ages, the pickup hotel and the language.
- 2
Give one total price
For the whole group, with the currency written out and what's included.
- 3
Hold the date until a deadline
Such as 24 hours. Then free it, and tell them.
- 4
Add a payment link
So they can book the moment they decide.
Private tour quote
Hello [name], thank you for your message! Here is your private tour: [Tour name], [day and date], starting at [time] Pickup: [hotel], at [time] Guests: [number] adults and [number] children ([ages]) Included: [guide in English, transport, entrance fees, lunch] Not included: [tips, drinks] Total for your group: [US$ 640] Book and pay here: [payment link] We hold this date for you until [day and time]. Free cancellation up to 24 hours before the start. Any questions? Just reply to this message. [Your name], [company]
Send a payment link, not your bank details
Paid at once
The booking shows as paid the moment they pay: no bank statement to check.
Cards and wallets
Guests pay with the card or phone wallet they already use.
No transfer from abroad
Guests skip an international transfer's fees and days of waiting.
Safer for both
No card numbers or bank details pass through a chat: see Bookings and payments.
Turn the chat into a booking
- 1
Enter the booking as soon as they say yes
In your booking system, so nobody else takes the seats.
- 2
Send the payment link in the chat
Remind them once before the date you hold runs out.
- 3
Confirm when they've paid
Send the confirmation and voucher, with the meeting point.
Choose the WhatsApp app or the Platform
| WhatsApp Business app | WhatsApp Business Platform | |
|---|---|---|
| What it is | A free app for your phone, with greeting and away messages, quick replies, labels and your tours with prices | Meta's service for software, such as a booking system or an AI assistant |
| Who answers | You, by hand, on your phone and linked devices | Your team in one shared inbox, or an AI assistant, day and night |
| When you can write | Any time | Any message within the customer service window, 24 hours from the guest's last message; after it, only message templates |
| Cost | Free | Meta charges per template message and, since 1 October 2026, per reply beyond 1,000 a month on each number |
| Best for | Starting out | A team, many chats, or answers at night |
Without one, Meta stops delivering your replies after the month's first 1,000 (2026).
With either one, message guests only once they agree, and stop when they ask: WhatsApp's Business Messaging Policy requires both (2026). Ask at booking: “May we send your pickup details on WhatsApp?”
In TourTask
Paste a chat or an e-mail into Fill from conversation, and AI fills in the booking for you to check and save: see Fill from conversation. Every booking e-mail leads the customer to their booking page, where they pay; Public page, on the booking, opens it for you to share. The AI assistant answers on WhatsApp, Instagram, Messenger, Telegram and e-mail: see Messaging apps.