How to brief an agency for a group quote

A good brief names your dates, who is travelling, how you like to travel, what you need to eat, and your budget range. With those five items an agency can quote accurately instead of guessing. The more specific the brief, the easier it is to compare quotes later.

This guide belongs to our booking responsibility pillar. For a shorter checklist of what to send, see what to send for a private tour quote.

What should the brief say about who is travelling?

List adults and children with their ages, and say whether anyone has limited mobility. A grandparent who cannot climb steps changes the hotel, the vehicle and the route.

Mention the relationship if it matters, such as three generations or two couples. It tells the agency how to arrange rooms and seats.

What should it say about dates?

Give your departure city, travel dates and whether they can move. Say if school holidays or a family event fix the calendar.

If you have a latest return time, state it. A fixed flight home shapes the final day more than anything else.

How do you describe your pace and interests?

Say whether you prefer slow mornings or full days, beach time or culture, and how long the children can sit in a car. These choices decide the number of bases the trip needs.

Be honest about what is a must and what is a bonus. A short list of must-sees keeps the quote realistic.

What about food, prayer and comfort?

Muslim families should ask for a meal-by-meal halal list and prayer-time stops. Ask the agency to say what it can confirm and what it cannot, rather than assuming.

Mention allergies, a picky child or a need for air-conditioned rest stops. Small details here prevent large frustrations later.

How should you state your budget?

Share a range in ringgit, and say what is included in it, such as flights or only the ground part. A range lets the agency propose options at different levels.

Our package inclusion comparator helps you compare the replies line by line.

What should you ask back?

• Which items are included and which are excluded?
• Who is the on-ground supplier and how do I reach them?
• What are the payment dates and cancellation terms?
• What happens if a supplier changes?

Ask the agency to answer in writing, and compare the answers across quotes. A brief that is clear on your side invites a clear answer on theirs.