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Business Travel Solutions

Are you wasting too much time sending information back and forth to obtain a travel quote? Making sure you are ahead of the game can get the job done with the first reply.

Efficient Proposals: Getting a Travel Quote on the First Request

Send an email requesting a quote. Receive an email reply with partial information. Send another email back identifying more specifics. Receive a reply days later (or possibly never).

If this scenario sounds familiar to you, you're not alone. Far too much time in the office is spent requesting information about information that has already been sent, but it's time to get your team on track.

The first step is to stop the flow of non-essential quote requests. Nobody has time to help you with a quote for a business trip you're *thinking” of arranging – requests should be only for business trips that are non-optional. Set up a strict policy on when a request should be sent or put one person in charge of this task.

Once the need for that quote request is affirmed, make sure your quote includes all the specifications. You should note the following:

  • What the purpose of the trip is (conference, recreation, etc.)
  • The duration of the trip
  • When the trip needs to take place
  • Where the trip needs to take place
  • Number of travellers
  • Preferred class of accommodations (at least 4-star, etc.)
  • If sharing a room is acceptable
  • Scheduled activities (include entry fees and any other requirements for that activity)
  • Meals and preferred restaurants

Once you have the quote in hand, be sure to file it somewhere so that it can be used as an estimate for similar trips in the future.


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