Reply to any inquiry in seconds

The first reply often decides who gets the booking. People who send an inquiry usually send the same one to several businesses, and they start talking to whoever answers well first. A Harvard Business Review study of 2,241 US companies (2011) found that firms that contacted a lead within an hour were about 7 times more likely to qualify it than firms that waited even an hour longer.

• Reply fast. Minutes, not hours. A good reply sent tomorrow loses to an average reply sent today.
• Answer every question they asked. If they asked about price, availability and parking, answer all three. “Let’s hop on a call to discuss” is not an answer.
• Use their details. Mention their date, group size or project so it’s clearly not a template.
• Give one next step. A tour, a consultation or a call, with a booking link. One clear ask gets more yeses than three options.
• Follow up. If they don’t reply, send a short follow-up on day 2 or 3 and again around day 7. Some people only answer the second or third message.

Couples compare venues side by side, and WeddingPro reports that up to 50% of bookings go to the first vendor to respond. Lead with the date and price, answer the policy questions, then invite them to tour.

Subject: Saturdays in October 2027 at Rosewood Manor

Hi Priya, congratulations, and thanks for thinking of us. For about 140 guests in October 2027, we have [open Saturdays] available. Saturdays start at $9,500 for the venue. Outside catering is [your catering policy], and for the ceremony our rain plan is [rain plan]. The best way to picture your day is to see it: you can book a tour here, [booking link]. Sam, Rosewood Manor

Treatment inquiries often ask about price, how long results last and downtime. Answer what you can, never promise results, and move them to a consultation where the provider can assess them. Podium found 70% of consumers expect a reply to a text within an hour, so send the text version too if they gave a number.

Subject: Lip filler and a Saturday consult

Hi Dana, thanks for reaching out. Lip filler starts at [price] and usually lasts [duration], and Botox for forehead lines starts at [price]. Most people have [downtime] of downtime. The provider will look at your goals at a consultation and recommend what fits. We have Saturday times on [dates]: [booking link]. [Your name], [Business name]

Group RFPs reward speed: Cvent data shows 61% of RFPs go to one of the first three hotels to respond. Even before the full proposal is ready, confirm you received it, repeat their key needs back, answer the yes/no questions, and commit to a time for the proposal.

Subject: Northwind sales kickoff, March 9 to 11

Hi Marcus, thanks for sending this over. For 85 attendees with a 70-room peak night, a general session for 85 classroom style, 3 breakouts of 25, daily breakfast and lunch and an evening reception, we have [availability]. AV is [in house / details]. I’ll send the group rate, F&B minimum and meeting room rental by Friday at [time]. Would a 15-minute call help before then? [booking link]. Elena, Harborview Hotel

• Contractors and home services: say when you can come out, what the estimate costs (or that it’s free, if it is), and ask only for what you need to quote, like the address or a photo.
• Law firms: thank them, confirm the type of matter in general terms, and offer a consultation time. Don’t give legal advice by email. The 2024 Clio Legal Trends Report found only 33% of the 500 firms tested answered the email, so a clear, quick reply already sets you apart.
• Any business: a reply that answers the question and books the next step beats a polished one that arrives the next day.