How to Send Travel Proposals Online — Let Customers Accept With One Click

Sending tour proposals as PDF email attachments is outdated. Customers lose them, can't view them on mobile, and you have no idea if they've even opened it. Modern tour operators send branded online proposals that customers can view, accept, or decline with one click.

Why PDF Proposals Are Hurting Your Conversion Rate

Most tour operators still email PDF proposals to potential customers. This approach has several problems:

• PDFs don't open well on mobile phones — and most customers check email on their phone first
• You have no visibility into whether the customer opened the file
• Customers can't accept or confirm without replying to your email
• PDFs look generic and unprofessional compared to a branded web page
• If you revise the quote, you must send a whole new PDF and the customer may reference the old one

A well-designed online proposal page solves all of these problems.

What an Online Travel Proposal Looks Like

A good online travel proposal is a web page your customer can access via a unique link. It should include:

• Your agency branding (name, logo colours)
• The tour title and destination
• A full pricing breakdown with line items
• Inclusions and exclusions clearly listed
• Terms and conditions
• A deposit amount and valid-until date
• Accept and Decline buttons
• Print as PDF option for customers who want a copy

Step-by-Step: How to Send an Online Travel Proposal with TourRova

Step 1 — Create the Quote

In TourRova, go to Quotes → New Quote. Select the customer, link to the inquiry, and enter the quote title. Add line items for each service (accommodation, transport, activities) with quantity, unit, and rate. TourRova auto-calculates the subtotal and total.

Step 2 — Add Inclusions and Terms

Add your inclusions list (one per line), exclusions, and any terms and conditions. Set the Valid Until date to create urgency. Set the deposit amount as a fixed sum or percentage.

Step 3 — Send to Customer

Click Send to Customer from the quote view. This opens the send page where you can:

• Send via Email — a branded HTML email with the proposal link
• Send via WhatsApp — a message with the proposal link sent via WhatsApp
• Copy the Proposal Link to share via any channel

Add a personal message that appears at the top of the email (e.g. "Hi John, as discussed here is your personalised Sri Lanka tour proposal").

Step 4 — Customer Reviews and Responds

Your customer opens a beautiful branded page showing their full proposal. They can read all the details, view pricing, and click:

• Accept This Proposal — you receive an instant email notification and the quote status changes to Accepted
• Decline — they can leave a reason, you receive an email with their feedback

TourRova also shows you how many times the customer has viewed the proposal — a great signal for follow-up timing.

Step 5 — Convert to Booking

Once accepted, click Convert to Booking from the quote. The booking is pre-filled with all the customer and pricing data. Confirm the booking and TourRova automatically sends a booking confirmation email, generates vouchers, and creates the customer portal.

Best Practices for Tour Proposal Conversion

• Send the proposal within 2 hours of the inquiry — response speed is the #1 factor in conversion
• Always include a personal message — even 2 sentences shows the proposal is customised for them
• Set a valid-until date no more than 7 days out
• Include a clear deposit amount — customers are more likely to accept when they know the next step
• Follow up via WhatsApp 2 days after sending if there's no response
• Track view count — if they've viewed 3+ times but not responded, call them