Reply to a booking inquiry: templates.
Reply to an inquiry quickly, thank them, answer what they asked, ask the one or two things you still need, and say what happens next. Then follow up once or twice if they go quiet, and decline kindly when it isn't a fit. Copy the templates below and replace the [Placeholders].
Updated
Answer the inquiry.
FIRST REPLY. Subject: Re: [Their subject], [Event date]
Hi [Client first name], thank you for reaching out about [Event type] on [Date]. [One specific, warm line about what they described.]
I'm [available / likely available] on that date. To send you an accurate quote, could you tell me [Question 1] and [Question 2]? You can also fill in my short form here: [Link].
Once I have that, I'll send a quote within [Time]. In the meantime, here is my work and packages: [Link]. Looking forward to hearing more. [Your name], [Business name]
FIRST REPLY, WHEN YOU ARE BOOKED. Hi [Client first name], thank you for thinking of me for [Date]. Unfortunately I'm booked that day. [I can offer [Alternative date] / I can recommend [Vendor name] / I can add you to a waitlist.] I appreciate you asking, and I hope the event goes beautifully. [Your name]
If they go quiet.
FOLLOW-UP, NO REPLY. Subject: Checking in about [Event date]
Hi [Client first name], I wanted to follow up on my message about [Event type] on [Date]. I still have the date open for now. If you'd like a quote, send me [Missing details], and I'll take care of the rest.
If you've gone another way, no problem. Just let me know so I can release the date. [Your name]
LAST NOTE. Hi [Client first name], I'll close your inquiry for [Date] for now so I can offer the day to others. If your plans change, reply any time and I'll do my best to fit you in. Best wishes with the event. [Your name]
Sending the quote and nudging the decision.
SENDING THE QUOTE. Subject: Your quote for [Event date]
Hi [Client first name], thank you for the details. Your quote is attached / here: [Link]. It covers [Short summary] for [Total amount]. It's valid until [Date].
To hold your date, I need a [Deposit amount] deposit and a signed agreement. I can adjust the package if something doesn't fit your plans, so just tell me. [Your name]
AFTER THE QUOTE, NO ANSWER. Hi [Client first name], I wanted to check whether you had any questions about the quote for [Date]. It's valid until [Date], and your day is still open. Happy to adjust anything. [Your name]
WHEN THEY SAY IT'S TOO EXPENSIVE. Hi [Client first name], thank you for telling me. I can offer [A smaller package / fewer hours / a simpler option] for [Amount], which keeps [The part that matters most]. If it still isn't the right fit, I understand and wish you a great event. [Your name]
Declining politely.
DECLINING. Subject: Re: Your inquiry for [Event date]
Hi [Client first name], thank you for considering me for [Event type]. After looking at the details, I'm not the right fit for this one because [Short, honest reason, for example: it's outside my travel area / it's a type of event I don't do / I can't meet that budget].
[I'd recommend [Vendor name or link], who does this well.] I appreciate you reaching out, and I hope your event goes wonderfully. [Your name]
Reply faster without losing the personal touch.
- Ask clients your own questions when they inquire, so you already have the details.
- Message customers and organizers on bzar.
Common questions.
How do I respond to a client inquiry email?
Thank them, answer what they asked, ask for the one or two details you still need to quote, point to your work or packages and say when they will hear from you. Keep it short and warm.
How fast should I reply to a booking inquiry?
As fast as you reasonably can. Clients often contact several vendors, and a quick, helpful reply stands out. If you can't send a full quote yet, send a short note saying when you will.
How many times should I follow up with a client?
Once or twice is polite. Send one check-in, then a last note that closes the inquiry and leaves the door open. Don't chase beyond that.
How do I turn down an inquiry politely?
Thank them, give a short honest reason, suggest another vendor or date if you can and wish them well. Don't over-explain.
What if a client says my price is too high?
Thank them for being honest and offer a smaller package, shorter service or simpler option instead of discounting the same work. If it still isn't a fit, decline kindly.
Keep reading.
Get booked and sell on bzar.
A storefront, bookings with deposits, quotes and invoices, and market applications. No subscription.