The way you structure your client inquiry process determines whether dream clients step into your sales funnel or bounce before you ever connect. Many travel advisors think of inquiry as a quick contact form or an inbox message, but what if it’s so much more than that?

A refined client inquiry process not only weeds out mismatched clients, it elevates your brand, saves you time, and positions you as a premium service provider from the first touchpoint. Here’s how to transform your inquiries into powerful brand touchpoints that boost retention, referrals, and revenue.

Service vs. Experience

Many advisors confuse delivering a service with creating an experience. Offering a quote or answering an email quickly is service. But designing a seamless, strategic inquiry process is experience.

The goal? Make dream clients feel welcomed and guided before you even hop on a call.

One mindset shift that makes all the difference: stop viewing the inquiry as a weeding-out phase and start seeing it as a pivotal moment of onboarding. Not everyone will book, and that’s okay. But the inquiry is your chance to:

• Show your process and professionalism
• Signal your boundaries and pricing model
• Invite the right people in (and gently turn the wrong ones away)

Why Your Inquiry Form Matters

In the early days, you might have jumped at any Instagram DM that said, “Can you help with a Cancun trip?” But skipping the inquiry process leads to chaos. Here’s what a well-structured inquiry form can do:

• Streamline communication
• Gather critical trip details up front
• Set clear expectations
• Position you as a guide, not an order-taker

We recommend using forms to pre-qualify and prepare. Instead of hopping on blind calls, a well-crafted form gives you the context needed to bring strategic recommendations to your discovery call.

What to Include (and What to Skip)

Aim for 10–12 well-crafted questions. Long enough to get the insights you need, but short enough to avoid drop-offs. Balance must-haves like:

• Travel dates, destination, group size
• Budget (try asking about “investment” instead)
• Key decision-makers
• Past travel experiences
• What would make this trip unforgettable?

Make your questions immersive and reflective. Ask how they envision relaxing. Or whether they’d rather start the day with sunrise yoga or sunset cocktails.

Bonus Tip: Consider tailoring forms to your niche. A safari inquiry will require different info than a beach getaway.

Build-In Boundaries (With Warmth)

The inquiry phase is the perfect moment to educate your clients. Add clear language around:

• Planning fees
• Minimum trip budgets or daily spend
• Whether you provide bundled pricing or component details

Use checkboxes for client acknowledgment. This sets the tone without confrontation and eliminates surprises.

Get Creative with Engagement

Some advisors use a two-step approach: a short contact form followed by a more comprehensive client profile once qualified. Others embed quizzes or compatibility checks that guide clients to the right service. Fun, emotionally resonant questions build rapport before a word is spoken:

• What’s one wow moment you’d love to experience?
• What’s your vacation theme song?
• What makes this trip worth planning with a professional?

Lean into your brand voice. Whether you’re playful or polished, let your form reflect it.

Your Inquiry Is Your First Impression

Whether or not a client books, your inquiry process should:

• Highlight your expertise
• Make people feel seen
• Respect both your time and theirs

Done right, your inquiry form acts as a gatekeeper and a welcome mat.