CAST Academy · For partners
Answering an inquiry so you win the booking
A client who sends an inquiry is usually asking three or four suppliers at the same time. Most of them book the one who answers first, answers clearly, and makes them feel looked after. You don't need the lowest price to win. You need the best reply.
Reply fast, even if it's short
Speed matters more than polish. Aim to reply within a few hours, and always within the same day. If you can't give full details yet, send a short first reply:
"Hi! Thank you for reaching out. We're checking our availability for your date and will send you our full details by this evening."
That one message keeps the client from moving on to the next supplier.
Read the inquiry before you answer
Clients get frustrated when they have to repeat themselves. Before replying, check what they already told you: the date, the event type, the guest count, the venue and anything they asked for. Then answer their actual questions first.
If something important is missing, ask for it, but ask only what you need. Two or three questions are fine. Ten questions feel like a form.
Confirm availability first
The first thing a client wants to know is whether you're free. Say it plainly in your first line:
- "Good news, we're available on March 14."
- "We're already booked on March 14, but we're free on March 13 and 15 if your date is flexible."
If you're not available, say so kindly and quickly. A clear no is better than silence, and clients remember who was honest with them.
Make your offer easy to understand
A good reply tells the client exactly what they get. Instead of a long list, group it:
- What's included: the main service, hours of coverage, number of staff, setup and cleanup.
- What's not included: anything the client might assume is included but isn't, like transportation outside the city or overtime.
- What you need from them: a downpayment to reserve the date, a final guest count, a meeting before the event.
If you have packages, recommend one. "For 150 guests, most of our clients choose our Classic package" helps a client decide faster than five options with no guidance.
Show, don't just tell
One or two photos from a similar event say more than a paragraph. If the client is planning a garden wedding, show them a garden wedding you did. Point them to your CAST profile, where your photos and reviews are already in one place.
Sound like a person
Use the client's name. Mention their event. Keep a friendly, respectful tone, and avoid copy-pasted replies that obviously went to everyone. A sentence like "A garden wedding in April sounds beautiful" takes five seconds and makes the client feel heard.
Suggest the next step
Every reply should end with one clear next step, so the conversation doesn't stall:
- "Would you like to schedule a call this week?"
- "We can hold your date for 3 days while you decide."
- "Would you like to visit for an ocular this Saturday?"
Follow up once, politely
If the client goes quiet, follow up once after two or three days. Keep it short and helpful, not pushy:
"Hi! Just checking if you had any questions about our offer. We're happy to adjust it to fit your plans."
If they still don't reply, let it go gracefully. Some clients come back months later.
Quick checklist
- Replied the same day, even briefly
- Confirmed availability in the first line
- Answered the questions they actually asked
- Listed what's included, what's not, and what you need
- Shared one or two relevant photos
- Ended with a clear next step
- Followed up once if they went quiet
In CAST: open your Inquiries to see who's waiting for a reply.