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Destination management companies · Follow up systems

Follow every proposal until the operator says yes, no or not this season.

A follow-up system for a DMC is the set of reminders, messages and calls that keep a sent proposal from going silent. GullySales writes the sequences, sets the triggers and records every answer, including the reasons for a loss.

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Scope, fee, reporting and term are agreed in writing after we have read your brief and spoken to you.

Realistic editorial illustration of travel agencies and tour operators at work in India

What follow up systems means

A follow-up system is the set routine for calling, messaging or emailing an enquiry more than once, since most buyers do not decide on the first conversation. GullySales sets the number and timing of follow-ups so an undecided buyer keeps hearing from you until they decide either way.

Also for destination management companies

Sales and marketing for destination management companies, the overview.

Last updated 18 Oct 2026.

For destination management companies

Where it usually goes wrong, and what we would do.

  • “Silence after a quote is not a refusal”

    An operator may be waiting on their own client, on a rate from another supplier or on a planning meeting. Without a gentle follow-up, a live brief looks the same as a dead one.

  • “The reason for a loss is worth more than the loss”

    If nobody asks, the desk never learns whether the number, the programme or the timing lost the group. Asking politely, once, gives the next proposal something to correct.

  • “A follow-up should carry something new”

    A message saying only checking in adds nothing. A note with a hotel update, a festival date or a revised vehicle option gives the operator a reason to answer.

What we do

What we deliver for destination management companies.

Every deliverable, what it covers for you, and the result it is there to produce. Nothing here is an extra.

  1. A follow-up plan by proposal stage

    What to send, to whom and after which event, from the first outline to a confirmed booking and the post-trip note.

    Result: Each stage has a defined next step.

  2. Message templates for email and WhatsApp

    Short drafts for chasing, revising, confirming and closing, each carrying a useful detail.

    Result: The desk sends consistent, courteous follow-ups.

  3. Reminder rules in the CRM

    Prompts that surface each open proposal to its owner when a response is due.

    Result: No sent proposal is left unattended.

  4. A loss-reason question

    One short, polite question for operators who decline, with a place to record the answer.

    Result: A record of why proposals are lost.

  5. Post-programme feedback request

    A brief message to the operator after the group has travelled, asking about guides, vehicles and hotels.

    Result: Delivery feedback lands in the operator's record.

How the result is measured

  • Follow-up completion rate
  • Average number of follow-ups before close
  • Enquiries closed after repeat follow-up

Recorded as a baseline before work starts, so every later report has an honest comparison.

Read the full lead response and follow-up page

Who it is for

This is written for these destination management companies.

  • Inbound DMCs handling foreign tour operators in India
  • Outbound DMCs sending Indian groups to a destination partner
  • Corporate MICE and incentive trip specialists
  • Wedding and destination-event DMCs
  • Regional DMCs for Kerala, Rajasthan, Himachal or the Northeast
  • Spiritual and cultural circuit DMCs
  • Luxury and private-programme DMCs
  • Cruise and rail-journey ground handlers

How it works

How the follow up systems work runs

The work itself, in order. How an engagement starts, from your brief to a written scope, is set out on our method page.

  1. 1

    Measure today's reply time

    From last month's enquiries, we measure how long each waited for a first reply and how many follow-ups it got.

  2. 2

    Agree targets and the sequence

    We set reply targets and the follow-up sequence with your team, based on its real hours and workload.

  3. 3

    Set up templates, tasks and ownership

    Templates, first-call questions, CRM tasks and named owners go live, with cover for leave and weekends.

  4. 4

    Track and adjust every month

    Reply time and follow-up completion are reported against the baseline, and the routine is changed where it is not kept.

Where this fits

Three pieces of sales work, in this order.

This work sits inside sales process design, at stage 2, qualification. The audit comes before it, and sales management keeps it running.

  1. Step 1

    Sales audit

    Find where deals are being lost and what to fix first.

    Start here if you cannot say where orders are lost.

  2. Step 2 · you are here

    Sales process design

    One written way to sell, from first enquiry to repeat order.

    Start here if every salesperson sells differently.

  3. Step 3

    Sales management

    A target, a review routine and someone who owns the number.

    Start here if the team has targets and no routine.

Tell us what you need Your brief is read before we call. Scope, fee and term in writing.

FAQ

Questions owners ask before they call.

Not here? More answers, or ask on WhatsApp.

Tell us what you need
How often should we follow up?
Set the rhythm by the operator's own planning timeline, not a fixed calendar. A group travelling soon needs closer contact than one planned for next year. We help you set rules per type of brief.
Will repeated messages annoy operators?
Not when each carries something new and the tone stays courteous. Stop when the operator says no or asks you to wait. The system records that choice.
Who owns the follow-up?
One named person per proposal. The CRM shows that owner and prompts them, so a quote never sits between two people each assuming the other will write.
How much does it cost?
There is no price list, because the work differs by business. The fee is scoped after we have read your brief and spoken to you, and put in writing before anything starts, split into our time, your media spend and production.
How long is the contract?
The term is agreed in writing after we have spoken, along with the fee and the reporting. It is never a default twelve months, and renewal is decided on the numbers against the baseline recorded at the start.
How soon will we see results?
It depends on the trade, the channel and what is already in place. After we have read your brief and spoken to you, we say what we would expect to move first and how it will be measured against the baseline. Nothing here is guaranteed.
Who will actually do the work?
The person you speak to before anything starts. We work from one office in Nagarbhavi, Bengaluru, with no account managers in between.
What do you need from us?
Your brief, and a conversation. After that, access to whatever this work touches, such as your website, your accounts or your enquiry record, and time with the people who handle your enquiries.
What if we are not happy with the work?
Tell us and the plan changes. Everything is reported against the baseline, so a number that is not moving is visible to both sides. The term is in your written scope, and the refund and cancellation policy sets out the rest.

More for destination management companies

Everything else we would do for you.

Closest to this: leads and follow-up

Also for destination management companies

Or start from the overview: sales and marketing for destination management companies.

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