The sales intake call is one of the most critical phases of your client journey. This is your pitch. Not a casual discovery chat or a friendly get-to-know-you moment—this is your opportunity to showcase your value and convert an inquiry into an aligned client. And yet, many travel advisors approach this conversation with uncertainty, discomfort, or worse, total improvisation.

Let’s change that.

This blog walks you through a proven approach to the sales intake call, from preparation to execution, helping you build confidence, convey value, and elevate your conversion rate.

Reframe the Intake Call as a Sales Conversation

Stop thinking of this as a discovery or intake call. This is a sales intake call, plain and simple. Your client is seeking a solution. Your role is to diagnose their needs, articulate your value, and establish yourself as the ideal person to solve their problem.

But effective selling doesn’t mean dominating the conversation. It means guiding the client to realize for themselves that you are the right fit by asking insightful questions and actively listening.

Takeaway: You’re not just gathering facts, you’re demonstrating leadership, trustworthiness, and expertise.

Preparation: Your Secret Weapon for Confidence

Confidence on a sales intake call comes from knowing your stuff and having a plan. Use these tactics to get ready:

• Review their inquiry form in depth. Never ask a question they already answered.
• Ask ChatGPT or Claude for a quick knowledge download on a destination you haven’t sold. For example: “What should a first-time visitor to Bali know?” or “What questions should I ask a honeymoon couple planning Italy?”
• Reach out to DMCs and ask: “What do you wish travel advisors knew before selling your destination?”
• Watch YouTube or listen to destination podcasts. Build that foundational knowledge.
• Ask your network what they wish they’d known before selling that same destination.

“Just because you’ve been to Italy once doesn’t mean you’re ready to plan every region of Italy.”

Takeaway: Preparation shows up as confidence, and confidence builds trust.

Lead the Call With Clarity and Structure

Set the agenda up front:

“Here’s how this call will go: First, I’ll ask you a few questions to learn more about your vision and preferences. Then, I’ll walk you through my planning process and fee structure. At the end, I’ll ask if you’re ready to move forward. Sound good?”

This puts you in control of the conversation and removes the awkward tension around your planning fee.

Bonus Tip: Send a “How We Work” guide in your inquiry confirmation email so they aren’t blindsided by the concept of a planning fee.

Ask the Right Questions (and Then Pause)

Avoid yes/no questions. Instead, dive deeper:

• “What’s the best trip you’ve ever taken and why?”
• “What’s something you definitely don’t want to repeat?”
• “Who in your group is most likely to melt down, and what usually triggers it?”
• “What would make this trip unforgettable for you?”

Pro Tip: Get comfortable with silence. When clients pause, resist the urge to fill the space. They’re reflecting. Let them.

Present Your Fee With Confidence

You can’t quote a fee confidently if you’re making it up on the spot. That’s why you need a structure that accounts for:

• Number of travelers
• Length of trip
• Number of cities or legs
• Trip complexity (multigenerational, luxury, etc.)

Example: 2 people, 3 cities, 10 days might be $500 base + $100/city + $50/additional person = $700

Use a calculator like the one in Seven Figure Sales to make this process seamless.

Takeaway: Quote your planning fee factually, not emotionally.

Deliver a Smooth Handoff to Your Supplier

Don’t lose momentum after the call. Organize your notes clearly and send a detailed request to your supplier. The more context you give (travel style, preferences, red flags), the more personalized their proposal will be.

Use AI to help format notes or pull key takeaways. Use a shared Google Doc, Travel Joy note field, or internal form. Whatever your system is, stick to it.

Final Thought: You Hold the Power

Many advisors fear intake calls because they feel like they’re on the defensive. But when you shift your mindset, everything changes.

• You’re not convincing someone to work with you.
• You’re vetting them to see if they’re a fit for your business.

Name the energy you’re bringing to the call: confidence and value. When you lead the conversation with knowledge, empathy, and clarity, sales happen naturally.

Ready to Elevate Your Sales Process?

• 📥 Download the Free Sales Intake Guide
• 🎧 Listen to the full episode of the Client Experience Series: The Intake
• 💡 Explore our signature Seven Figure Sales training to build your pitch and master your value proposition

Stop winging your sales process. Start converting with clarity.