A good enquiry gives an agency the same facts you would give a friend who is planning with you: who is going, when, how fast you want to travel and what you cannot compromise on. With those in hand, you get quotes you can actually compare, instead of three prices for three different trips.
Many people send one line, such as “China 7 days, how much?”. The answer then depends on guesses. A few minutes on the brief saves days of back and forth.
What belongs in the first message?
Think of the brief as eight short lines.
- Dates: exact if fixed, or a window such as “any week in the school holidays”.
- Group: how many adults, children and seniors, and their ages where it affects the plan.
- Starting point: your departure airport, such as Kuala Lumpur, Penang or Kuching.
- Route: cities or regions you want, and any you want to skip.
- Pace: relaxed, moderate or full. Say whether late starts and afternoon rests matter.
- Hotels: the comfort level and the area you prefer, such as near the old town or near a rail station.
- Flights: whether you want a flight-inclusive or land-only package. Our guide on flight-inclusive or land-only packages explains the difference.
- Budget: a comfortable range in ringgit for the whole group, and whether it includes flights.
How do you describe special needs?
Write them as requirements, not hopes. “Halal meals at every lunch and dinner, and a prayer break in the afternoon” is clear. “Muslim-friendly” is not.
The same goes for walking and stairs. If a grandparent cannot climb many steps, or a child needs a nap, say so in the first message so it is priced into the route. If you want to check pace yourself first, the pace checker shows whether a plan is too tight.
Which things are fixed and which are open?
Mark each line as “must” or “flexible”. A fixed school holiday is a must. The hotel brand is usually flexible.
This one habit changes the reply. An agency that knows your must-haves can propose two or three ways to meet them, rather than giving one take-it-or-leave-it package.
What should you ask the agency to send back?
Ask for a written quotation that lists what is included and excluded, the payment schedule and the cancellation terms. Our quotation guide lists the lines to look for.
Also ask which hotels are named or whether they are “to be advised”. Details like these belong in writing; see which guide and hotel details need confirmation.
What should you keep out of an enquiry?
Leave out passport numbers, card details and full home addresses. Names and ages are enough for a first quote.
Send the same brief to each agency so the replies can be laid side by side. Then check each licence with the MOTAC guide before paying anything.
The booking topic page gathers the other guides you will need next.