1. Set out your dates and travel framework
State the destination you have in mind, where you will be travelling from and how many nights you hope to spend there. Separate fixed dates from flexible ones: a possible window is more useful than a date that only appears settled. If transport is already booked, provide the known arrival and departure times without sending personal documents. An existing booking is a constraint to work around, not evidence that the following stages will be possible.
2. Describe the travellers and your preferred pace
Give the number of adults and the children’s ages at the time of travel. Describe a day you would enjoy: one visit followed by free time, several activities, or a base where you stay for a few nights. Mention practical needs that affect transport or accommodation. For an initial conversation, a functional description is enough; do not send passport copies or medical records.
3. Put your wishes in order
Separate your ideas into must-haves, welcome additions and things you would rather avoid. Two clear priorities are more helpful than a long, unranked list of places. If you are choosing between New Caledonia and Vanuatu, explain the experiences you want instead of requiring a combined itinerary immediately. Transport options and the order of stops will need to be checked for your actual dates.
4. Define comfort and budget
Describe the accommodation style you expect, the number of rooms and any bedding preferences. Give a total or per-person budget, its currency and what it should cover. Are international flights, internal travel, meals and activities part of that amount? The same figure can describe very different scopes. Explain which parts of the plan you would be comfortable adjusting.
5. Explain what is already arranged
List booked services, the elements you want the agency to arrange and anything you plan to organise yourself separately. Partner agencies can add the group profile, preferred language, response deadline and the person coordinating decisions. Net rates or sensitive documents do not belong in a public enquiry form. A clear brief helps distinguish working assumptions from commitments already made.
6. Send a summary and compare the same scope
Use this outline: destination and dates; travellers and rooms; nights on site; three priorities; pace and comfort; budget, currency and scope; existing bookings; open questions. Before accepting a proposal, check the route, nights, transfers, meals and activities included or excluded, applicable conditions and anything still awaiting confirmation. A quotation should explain what is being proposed as well as give a total.
