Define the group
Start with estimated participant numbers and say whether they are confirmed or may vary. Describe the group, preferred pace and special requirements. School, cultural and corporate groups may have different priorities even with the same number of people.
Name one person responsible for communication. A preliminary quotation does not require copies of participants’ identity documents. Organisational details are more useful: dates, capacity, services and budget.
Write down room distribution
Total group size is not enough for an accommodation proposal. Add estimated single, double, twin and triple rooms. Mention accompanying staff and meal requirements separately. If the rooming list is not final, specify what remains flexible.
Avoid assumptions about free places or staff rooms. Request the terms explicitly so the proposal shows what is included, for whom and within what limits. Written confirmation is more useful than an expectation never discussed.
Describe transport precisely
Say whether the group arrives by its own coach, scheduled service or plane. Send arrival and departure times when known. For local transport, provide routes, stops and vehicle time slots. Mention unusually large luggage volumes.
Don’t request only a coach for Istanbul when you have a complex programme in mind. The difference between two transfers and daily availability for multiple stops must be clear. This allows capacity, duration and extra costs to be discussed precisely.
Separate mandatory and optional services
First list services essential to selling the itinerary: accommodation, transfers, guiding or a fixed event. Then list experiences you are considering. For each activity, state language, duration and whether tickets or meals are expected.
Request a reply following the same structure. Clear inclusions let you adjust the budget while keeping the core itinerary in sight. Do not compare two prices until you check they cover the same services.
Agree how to work together
Specify who communicates with travellers, who coordinates the group and how changes are shared. Discuss proposal validity, confirmation steps, payments and cancellation rules. Branding requirements are clarified before confirmation, not on arrival day.
An initial message can be simple: dates, people, rooms, arrival, departure, services, budget and questions. It is not a reservation, but provides enough detail for the commercial discussion to move towards a concrete proposal.
This guide explains a planning method. It does not publish guaranteed prices, schedules or terms. Check current details in your quotation and supplier confirmations.