Travel enquiry follow-up sheet in Excel
One row per enquiry: destination, travellers, quote version, stage, next follow-up, balance date and papers. A missed follow-up or an unpaid balance turns red.
What the file looks like
The heading row and the five example rows, as they open in Excel. Under them the file has empty rows that are ready: the lists, the formulas and the colours are already set.
| Enquiry date | Client | Source | Destination | Travellers | Travel month | Consultant | Quote version | Quote sent on | Stage | Next follow-up | Balance due on | Papers ready | Notes |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| 12 Oct 2026 | Mehta family | Kerala, 6 nights | 2 adults, 2 children | December | Ritu | 2 | 14 Oct 2026 | Follow-up | 16 Oct 2026 | Asked for a houseboat night instead of a hotel | |||
| 15 Oct 2026 | Arjun Saxena | Reference | Dubai, 4 nights | 2 adults | November | Farhan | 1 | 15 Oct 2026 | Quote sent | 17 Oct 2026 | Comparing with an offer from a friend | ||
| 29 Sept 2026 | Kapoor group | Repeat client | Bhutan, 5 nights | 8 adults | November | Ritu | 3 | 5 Oct 2026 | Booked | 16 Oct 2026 | No | Two passport copies still to come | |
| 22 Sept 2026 | Shalini Verma | Website | Goa, 3 nights | 2 adults | October | Farhan | 1 | 23 Sept 2026 | Travelled | 5 Oct 2026 | Not needed | Ask for a review after the trip | |
| 17 Oct 2026 | Prakash Rao | Kashmir, 5 nights | 3 adults | April | Ritu | New | 17 Oct 2026 | Wants a quote by evening |
- Red row: A follow-up date has passed, or a booked balance is past its due date.
- Amber row: A follow-up due today, or a booking whose papers are not all in.
- Green row: Travelled, or booked with papers ready.
The columns, and what to write in each
- Enquiry date
The day the enquiry came.
- Client
The name the client gave.
- Source
Where the enquiry came from. Pick from the list.
InstagramWhatsAppWebsiteReferenceRepeat clientWalk-inOther - Destination
Where they want to go.
- Travellers
Adults and children, for example 2 adults, 1 child.
- Travel month
The month or the dates they have in mind.
- Consultant
One name who handles this enquiry.
- Quote version
1 for the first quote; add 1 for every revised quote.
- Quote sent on
The day the last version was sent.
- Stage
Where the enquiry is. Pick from the list.
NewQuote sentFollow-upBookedTravelledLost - Next follow-up
The day of the next message or call. Never empty for an open enquiry.
- Balance due on
For a booking: the day the balance must be paid.
- Papers ready
For a booking: Yes when every passport, visa and ID copy is in.
YesNoNot needed - Notes
What the client said last, or why it was lost.
How to keep it
- Every enquiry gets a row the day it comes, with the destination, the travellers, the month and one consultant.
- When a quote goes, write its version and the date, set the stage to "Quote sent" and the next follow-up two days later.
- After every follow-up, write what the client said in "Notes" and set the next date. Use the messages on the second sheet.
- On booking, write the date the balance is due and set "Papers ready" to No until every passport, visa and ID is in.
- Morning: each consultant reads the red rows, then the amber ones. Mark a lost enquiry "Lost" with the reason in "Notes".
Also in the file: messages
Hello (name), here is the plan for (destination), (nights) nights for (travellers) in (month). It includes (hotels, transfers, sightseeing). I have kept (one thing they asked for). Shall I hold these dates for you till (day)?
Hello (name), did you get a chance to look at the (destination) plan? If anything should change, the hotel, the nights or the budget, tell me and I will send a revised one today.
Hello (name), shall I check whether the hotels in the plan are still open for your dates in (month), without any commitment?
Hello (name), I will close this enquiry for now so I do not keep messaging you. If you plan (destination) later, or any other trip, just reply here.
Hello (name), a reminder that the balance for your (destination) trip is due on (date). Once it is in, I will send the tickets and vouchers the same day.
Hello (name), for (destination) I still need: (list of papers) for (travellers). Please send clear photos here by (date), so nothing waits for the last week.
Free to use and to change. No macros, nothing to install.
Tour enquiry to booking: the follow-up messages
Follow-up messages for a travel agency, from the quote to the booking, the balance and the papers, with a free Excel sheet that keeps a date on every enquiry.
People also look for this as: travel enquiry follow-up sheet in Excel · tour package follow-up message · travel agency follow-up messages · holiday enquiry tracker
