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As a travel agency, your aim is to turn every inquiry into a concrete booking. To achieve this, writing a convincing travel proposal is a crucial step. In this article, we'll give you all the keys you need to create a proposal that will seduce your potential customers and entice them to travel with you.
Understand your customer's expectations 🛫
The starting point of any successful proposal is a clear understanding of your customer's needs. Take the time to talk to them, by phone or e-mail, to understand their desires, constraints and budget. Ask them the right questions: What are their dream destinations? Who are they traveling with? What are his travel dates? What type of accommodation and activities are they looking for? The more you know about his expectations, the more you'll be able to create a personalized proposal that meets them perfectly.
Structure your proposal clearly 📄
Once you have all the information you need, it's time to start writing. But before you start, think about the structure of your proposal. A well-organized proposal will be easier for your customer to read and understand. Here are the essential elements to include:
- A personalized introduction : Start with a reminder of your customer's needs, and briefly introduce your agency and your values. Show your customer that you understand their expectations and that you're in the best position to meet them.
- A summary of the trip : Give an overview of the holiday you're proposing, including dates, destinations and highlights. This summary should make your customer want to discover the details of your proposal.
- A day-by-day program : Detail the itinerary for the trip, specifying the activities planned, accommodation and transportation for each day. The aim is to give a clear picture of the trip, without drowning your customer in information.
- A clear presentation of prices : Indicate the total price of your stay and what it includes (accommodation, transport, activities, meals...). Also detail any additional costs (tips, insurance, visas...). Your customer needs to know exactly what he's paying for.
- Booking conditions : Specify payment terms (deposit, balance, instalments) and cancellation conditions. Your customers need to know what to expect if they decide to book with you.
- An engaging conclusion : End your proposal with a reminder of the highlights of the trip and the advantages of booking with your agency. Encourage your customer to take action by telling them how to confirm their booking.
Take care of the visual presentation of your proposal 📚
An attractive proposal needs to be not only well-structured, but also visually appealing. Take care with the layout, using a professional document template, with your graphic charter (logo, colors). Aerate the text with short paragraphs, headings and subheadings. Use a legible font and sufficient font size.
To illustrate your proposal, include quality photos that give a taste of the landscape, accommodation and activities. But be careful not to overload the document: each image should have a meaning and add value.
With Ezus, you can create a 100% personalized customer area in just a few clicks, as shown in this example.
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Customize your proposal for each customer 🌀
Your customers need to feel that your proposal has been created especially for them, and not copied and pasted from a generic template. To achieve this, it's essential to tailor each proposal to each customer's specific expectations.
Use your customer's name in the introduction and throughout the proposal. Refer to their specific requests and show how your proposal meets them. For example, if your customer has told you he likes hiking, highlight the walking trails included in your program.
Also, adapt the tone of your proposal to your customer's personality. If it's a family with young children, adopt a playful, reassuring style. For a couple looking for adventure, opt for a more dynamic and daring tone.
Highlight unique experiences and emotions 🏇
Your proposal shouldn't just inform, it should also make people dream and want to leave. To do this, emphasize the unique experiences your customer will be able to enjoy thanks to you.
Describe the beauty of the landscapes he'll discover, the authenticity of the encounters he'll make, the sensations he'll experience. Use evocative, positive vocabulary to stimulate his imagination and create an emotional connection.
For example, instead of saying "Day 3: Visit to a traditional village", use a phrase like "Day 3: Immerse yourself in the authentic life of a Provencal village, meet local craftspeople and taste local products".
Reassure your customer about practical aspects 😮💨
Going on a trip can be a source of anxiety, especially for remote or unfamiliar destinations. Your proposal must reassure your customer by covering all the practical aspects of the trip.
Talk about the safety of accommodation and transport, the insurance included, the 24-hour assistance you offer. Show your customer that you've thought of everything, and that you'll be by their side before, during and after the trip to make sure everything goes smoothly. For more information on the best insurance options, please consult this article.
Also be transparent about what is and isn't included in your rates, to avoid any nasty surprises. If certain activities or excursions are optional, make this clear along with the price. Your customers need to have all the information they need to make their decision.
Facilitating the transition to action ✅
The ultimate goal of your proposal is to convince your customer to book with you. To do this, you need to make it as easy as possible for them to take action.
Clearly indicate the steps involved in confirming the reservation: how to pay the deposit, what documents to provide, what the deadline is. Give your contact details (telephone, e-mail) so that customers can contact you if they have any questions.
You can even go a step further by including a direct booking form or link to your online booking site. The more you simplify the process, the more likely your customers will be to take the plunge.
Reread and perfect your proposal 📈
Before sending your proposal, take the time to proofread it carefully to ensure that it is perfect in both form and content. Look for spelling, grammar and syntax errors that could tarnish your professional image.
Check that all practical information (dates, rates, included/not included) is accurate and up to date. Make sure the program is coherent and feasible in terms of travel time and sequence of activities.
Don't hesitate to ask a colleague to read over your proposal for a fresh, objective look. He or she can point out any omissions, inconsistencies or points to be clarified.
Personalized follow-up after shipment 🙋
Your mission doesn't end with the proposal. To maximize your chances of conversion, it's essential to ensure personalized follow-up with each customer.
A few days after the mailing, get back to your customer to find out if they received the proposal and if they have any questions. Take this opportunity to reiterate the highlights of the trip and the advantages of booking with you.
If your customer seems reluctant, try to understand what's holding him back and suggest solutions. For example, if they find the price too high, suggest alternatives to reduce the cost (simpler accommodation, optional activities).
Remain attentive to your customers throughout the decision-making process, showing them that their satisfaction is your priority. A customer who feels listened to and supported will be more inclined to trust you and book with you.
Conclusion
Writing a travel proposal isn't something you can improvise; it's a real art that requires time, listening and creativity. By following the advice in this article, you'll be able to create compelling proposals that will win over your customers and boost your conversions.
Remember that every customer is unique, and your proposal should reflect this uniqueness. Personalize each trip according to your customers' expectations, tastes and budget. Make them dream by highlighting the extraordinary experiences they'll have thanks to you. Reassure them by covering all the practical aspects of their stay. And above all, make it as easy as possible for them to take the plunge by simplifying your booking processes.
With Ezus, you have a powerful tool for easily creating professional, tailor-made travel proposals. With its customization, automation and document generation features, Ezus saves you valuable time and helps you close more sales.
So, are you ready to boost your conversions with irresistible travel offers? To your keyboards, and bon voyage!
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