Short answer: A good WhatsApp flight quote fits on one screen and answers every question before the customer asks it: route, dates and flight times, airline, stops, checked baggage, the change and refund rules in plain words, the total price for all passengers, and how long the price is valid. Send two or three options, not ten, and never confirm a seat until the ticket is issued.
This guide is for new travel agencies and agents who sell flights to customers on WhatsApp. It gives you the questions to ask, a quote template you can copy, and a simple routine from first message to e-ticket.
Key takeaways
- Ask five questions before you search: route, dates, passengers, baggage and flexibility.
- Send two or three clear options, each with the total price for all passengers.
- Always state checked baggage and the change and refund rules in plain words.
- Say how long the price is valid: fares can change until the ticket is issued.
- Never write "confirmed" before the ticket is issued. A hold is not a ticket.
Why does the way you quote on WhatsApp matter?
The way you quote on WhatsApp matters because the quote is often the only thing the customer compares. Many travellers send the same request to several agents. The agent whose quote is clearest, fastest and easiest to trust usually wins the booking, even when the price is close. A messy quote also creates problems later, when the customer remembers the price but not the rules.
A clear quote does three jobs:
- It sells: the customer can decide without asking more questions.
- It protects you: the baggage and refund rules are written down before payment.
- It saves time: fewer back-and-forth messages for every booking.
What should you ask before you send a quote?
Before you quote, ask the customer five things: the route, the travel dates, who is travelling, how much baggage they need, and how flexible they are on dates and airports. With these answers you can search once and send the right options, instead of quoting three times.
A short first reply you can adapt:
Thank you for your message. To find the best options, please tell me: 1. From which city to which city? 2. Travel dates (one way or return)? 3. How many adults, children (age) and infants? 4. How many checked bags per person? 5. Are your dates or airports flexible?
Names: you will need each traveller's name exactly as in the passport before you can hold seats. Ask for names when the customer chooses an option, not before. Do not ask for passport scans until you need them, and keep personal data out of group chats.
What should a flight quote include?
A flight quote should include the route and dates, flight numbers and times, the airline, the number of stops and connection times, checked baggage, the change and refund conditions, the total price for all passengers in one currency, and how long the price is valid. If any of these is missing, the customer will ask for it, or worse, assume it.
Checklist for every option you send:
- Route and dates, with the departure and arrival times. Mark an arrival on the next day clearly.
- Airline and flight numbers.
- Stops, and how long each connection is.
- Checked baggage per person, and cabin baggage if it matters on that airline.
- Changes and refunds in plain words: allowed or not, and whether a fee or fare difference applies. Our guide to airline fare rules explains how to read them.
- Total price for all passengers, in one currency.
- Validity: "This price can change until the ticket is issued."
A WhatsApp flight quote template you can copy
Use the same layout for every quote so customers learn to read it quickly. Keep one option per block, and put the total price on its own line. The example below is illustrative: the cities, times and price are made up.
Option 1: Direct flight ✈️ Algiers → Istanbul, Saturday 12 December Departs 10:15, arrives 15:40 (direct) Return Saturday 19 December, departs 17:05, arrives 18:30 Baggage: 1 checked bag of 23 kg per person Changes: allowed with a fee plus any fare difference Refund: not refundable Total for 2 adults: 640 (illustrative) Price valid until the ticket is issued. I can hold the seats once I have both passport names.
Tips that make the template work:
- Bold the total price (WhatsApp uses asterisks for bold) so it stands out.
- One option, one message, so the customer can reply to the option they want.
- Use the 24-hour clock, or write "am" and "pm" every time.
- Put the cheapest option last if it has big restrictions, and say why in one line, for example "cheapest, but no checked bag".
How many options should you send?
Send two or three options: usually the best-value fare, the most convenient flight and, if it is very different, the cheapest fare with its restrictions spelled out. More options slow the customer down and make your quote look like a search engine. If they want something else, they will ask.
A simple way to choose:
| Option | Why you send it |
|---|---|
| Best value | Good times, baggage included, reasonable price |
| Most convenient | Direct or shortest journey, often at a higher price |
| Cheapest | Only if the difference is big; state the restrictions clearly |
What should you write when the customer says yes?
When the customer chooses an option, ask for every traveller's name exactly as in the passport, hold the seats, and then send the payment details with a clear deadline. Write that the booking is "on hold" until payment and ticketing. Only after the ticket is issued should you write "confirmed" and send the e-ticket.
A safe sequence:
- Names: "Please send each traveller's name exactly as in the passport."
- Hold: "Your seats are on hold until [time]. The price is not guaranteed until the ticket is issued."
- Payment: "Please pay [amount] by [time] to [your payment details]."
- Ticket: "Your ticket is issued. Your e-ticket is attached. Your booking reference is [PNR]."
Our guide to your first flight booking: PNR, hold and ticketing explains holds and ticketing deadlines in detail.
What should you never write in a WhatsApp quote?
Never write that seats are confirmed before the ticket is issued, never promise that a price is fixed, and never give visa or entry advice as fact. Avoid "cheapest guaranteed" or "best price" claims. If the customer asks about visas or entry rules, send them to the official embassy or government website for their passport and destination.
Phrases to avoid, and what to write instead:
| Avoid | Write instead |
|---|---|
| "Confirmed ✅" (before ticketing) | "On hold until [time]" |
| "This price is fixed" | "This price can change until the ticket is issued" |
| "No visa needed" | "Please check the official entry requirements for your passport" |
| "Fully refundable" (without reading the rules) | The exact refund condition from the fare rules |
How to quote flights faster with QuickOTA
In the QuickOTA B2B Panel you search, hold and ticket flights for your customers. You see the fare rules and baggage for each fare before you book, so you can copy them into your quote. Service fees are itemised and shown before you book and in your booking details. When a customer later wants a change or a refund, you request it from your panel and see the quote before you accept.
B2B Panel access is free, with no setup fee and no minimum deposit. QuickOTA does not require IATA accreditation: QuickOTA issues the ticket for your booking. You pay for bookings from your prepaid wallet.
Common mistakes when quoting on WhatsApp
- Sending a screenshot of a search screen. Customers cannot read it on a small phone, and it may show your net price. Type the quote.
- Leaving out baggage. The most common complaint after travel is "I thought a bag was included".
- Quoting per person when the customer expects a total, or the other way round. Always give the total for all passengers.
- Writing "confirmed" too early. Use "on hold" until the ticket is issued.
- Slow replies. Acknowledge every enquiry quickly, even if the quote takes a little longer.
- Collecting passport data in group chats. Ask for names privately, and only when you need them.
FAQs
What should a flight quote include?
A flight quote should include the route, dates and flight times, airline and flight numbers, stops and connection times, checked baggage, the change and refund rules in plain words, the total price for all passengers in one currency, and how long the price is valid.
How long is a flight quote valid?
Until the ticket is issued, the price can change, because airlines change fares and seat availability all the time. Say this in every quote. Once the seats are on hold, the hold has a deadline, and the ticket should be issued before it.
Should I send the price per person or the total?
Send the total for all passengers, and add the per-person price only if it helps. A total avoids misunderstandings, especially with children and infants, whose fares differ from adult fares.
Can I send a screenshot of the booking screen instead of a typed quote?
It is better not to. Screenshots are hard to read on a phone, can show your net price or margin, and are easy to misread. A short typed quote in the same layout every time is clearer and looks more professional.
Is it safe to collect passport details on WhatsApp?
Collect only what you need, when you need it, and in a private chat, never in a group. Delete files you no longer need, and follow your own country's data-protection rules.
