Following / Chasing enquiries without being a pain in the backside.

[Shakermaker Promotions]

This is my current scenario:

I have a provisional booking for a wedding on a sunday in April. The booking came in November. I eventually got the details from the enquirer on Christmas Eve along with a confirmation email that he would definitely like to go ahead and to get the booking forms to them asap so that they could get the booking fee paid so that it was "another thing they could tick off their list".

I did their booking forms on Christmas Eve before I went to my gig. I posted them when the post office was open again and I sent a confirmation email at the time saying that they had been posted.

Last Monday (24th January), I emailed the guy asking if he had received the booking forms...No reply.
I called aswell on Wednesday but got the voicemail so I left a message asking him if he could either email me, call me or text me to let me know if he had received the booking forms....No reply.
On Friday I decided to text him. I said that I had sent the booking forms, emailed him confirmation and had also called and left a voicemail....No reply.

Now, I've read posts from people on this forum that have been in the same kind of situation and I have always given my advice on following up or chasing up enquiries. This isn't just an enquiry that I haven't heard back from though, it's a booking that has been made, booking forms sent etc....

I KNOW that it's not a confirmed booking until the booking fee is paid and I am fine with that. This is for a sunday and the other day there was a thread about sunday work. I'm like a few others on here in that I do about 6 or 7 sundays a year. This particular sunday though is the last day of a mammoth week for me as I have bookings nearly every day that week for some reason.

What would your advice be in this situation?
I was going to text him again this afternoon more or less saying that if I hadn't heard from him by this coming friday, I would take it that the booking is no longer required but what's the point? It doesn't bother me that much in all honesty (and I know that sounds bad) because at the moment, it's provisionally booked so in reality, I haven't got a booking to lose because there isn't a confirmed one in the first place but it is near as...

Does that make sense?

I just don't want to come across as pushy or over the top, that's all. If another enquiry comes in for the same date and that enquiry wants to go ahead then I would say I would be right in taking that booking on wouldn't I?

Help me out here!

[mattydinx]

I'd give him another ring tomorrow night, if you still don't get a reply - I'd make the date available for someone else.

My contract states that the client has 14 days from the date I post the contract to read, sign, and return with booking fee, after that time, should another booking come in and they pay first - then it's hard luck on their part - they've had two weeks after all!

Alternatively - go round his house and knock on the door till someone answers :D ...i kid, that's certain to lose the booking lol

[hammy]

In my T&C`s it does state to return asap to secure the booking as bookings come in all the time

[JTRS]

Sorry Gary but I disagree, it is still an enquiry and it will never be a booking until you have your paperwork returned and signed together with a deposit/booking fee.

I'd be tempted to give him one last call/email, after that I'd write it off and open the date up in my diary for other bookings

JTRS

[Vectis]

Let it go. If they do come back to you, all well and good. But I doubt it.

[yourdj]

I give 7 days remind them then and then bin it the following week or give it to someone else if they enquire.

Then again I do not use paper as its all online. Much quicker and reliable. Same hours forms and money.
If a client is serious then they will confirm the booking.

If they are not then thats fine too, but I will not hang about however while they
wait for twenty other quotes to come back to them if another booking comes in.

[Shakermaker Promotions]

Come on chaps....I know the post was long but didn't anyone read it properly?
I thought I had covered all of the possible scenarios and the answers that would come back from you lot.

I have a set method as to how I usually chase up enquiries that haven't got back to me...usually they are just enquiries though. In my opinion, even though the booking forms have been sent, this is still an enquiry and should anything else come in for that date, I will then contact the guy again just to be 100% sure.

I've had something like this happen before and it was simply down to the post but what gets me is that I have emailed, called and texted the guy and he hasn't got back to me. There may well be a valid reason for that but I just think it's a bit of common courtesy to reply....oh well.

[soundtracker]

Dear so and so

With reference to the above mentioned event it is now sometime since I forwarded the original documentation to you.
I would be obliged therefore if you could return the necessary forms along with the booking fee to me by the 7th of February 2011. If I do not hear from you by this date, then unfortunately I will have no other option than to free up the date for other clients.
If for some reason you have not received the documentation, or indeed you have further questions regarding your booking, then please do not hesitate to contact me to discuss matters.

Yours etc.

[TONYTIGER]

I agree with Gary can be a nightmare,you don,t get the contract back with in the given time so you let it go then a few days later it arrives in the post,"sorry i have been on holiday" or such like so you end up with two bookings what do you do.
The pdf method seems the way to go,if only i could figure it out.

[Shakermaker Promotions]

I do give the customers the option of having the forms sent by email if they like but I want it to be a simple method so that they don't have to print out the form, sign it and get it back to me etc.
I send the forms, song request sheet and an sae so that it is as simple as possible for them. All they need to do is sign the booking form, write the cheque and post it, that's what the sae is there for.

Soundtracker - I sent an email around 10 minutes ago with the following:

Good Morning ****,

I hope you are well and have had a great weekend.
With reference to my below email, could you please let me know if you have received the booking forms that I sent out to you on 29/01/10 as I have yet to receive them. I have tried to contact you a number of times over the past week but have been unsuccessful.
If there is a problem or you have decided not to go ahead and book with me, please let me know.

As I am sure you are aware, a booking is not confirmed until the booking form is signed and returned and the booking fee is paid. Once this is done, the date is secure and the booking is confirmed.

If I have not heard from you by Friday 4th February, I will take it that you no longer want to go ahead with the booking and I will make the date available again.

I hope to hear from you soon.
Best of luck with your plans.

Regards
Gary

[soundtracker]

I do give the customers the option of having the forms sent by email if they like but I want it to be a simple method so that they don't have to print out the form, sign it and get it back to me etc.
I send the forms, song request sheet and an sae so that it is as simple as possible for them. All they need to do is sign the booking form, write the cheque and post it, that's what the sae is there for.

Soundtracker - I sent an email around 10 minutes ago with the following:

Good Morning ****,

I hope you are well and have had a great weekend.
With reference to my below email, could you please let me know if you have received the booking forms that I sent out to you on 29/01/10 as I have yet to receive them. I have tried to contact you a number of times over the past week but have been unsuccessful.
If there is a problem or you have decided not to go ahead and book with me, please let me know.

As I am sure you are aware, a booking is not confirmed until the booking form is signed and returned and the booking fee is paid. Once this is done, the date is secure and the booking is confirmed.

If I have not heard from you by Friday 4th February, I will take it that you no longer want to go ahead with the booking and I will make the date available again.

I hope to hear from you soon.
Best of luck with your plans.

Regards
Gary

:) :)

[soundmaster mobile disco]

I have chased up 4 enquiries in the last 48 hours via email and have heard nothing,that to m,e means i am not getting the booking.

Have to admit i am getting a little frustrated at not turning enquiries into bookings at the momment,especially when i only have 3 confirmed bookings between now and the end of march.

Everyone seems to want a cheap disco around here.