The decision this workflow supports
An organizer following up a quotation should not have to start a new event inquiry. The first task is to connect the message with the existing conversation while avoiding any suggestion that the quotation is still valid or accepted.
Put the review process in place
Ask for a quote reference if the organizer has one and record the name or business used on the inquiry. Summarize the exact question about the quotation. Leave changes, validity periods and acceptance decisions with the person responsible for issuing it.
Worked example for your team
A fictional organizer says they received a proposal last week and wants to know whether a different service format would change it. The note should identify the earlier quotation and the proposed format question. It should not replace the quoted arrangement, recalculate a total or treat the original price as guaranteed. Ask the quote owner to locate the correct document using the summary. If the caller has no reference, preserve the organizer name and event date as investigation clues while making clear that the assistant has not verified the quotation itself.
Sample wording to approve
“I can ask the catering team to follow up on your quotation. Do you have a reference, and what would you like them to clarify? I cannot accept or amend the quote here.” This wording is a draft for the restaurant owner to approve before use.
Fields for the staff handoff
Staff need quote reference if known, organizer name, event date, specific follow-up question, and quoted-contact owner. Mark uncertain details explicitly and keep the requested action separate from anything restaurant staff have already confirmed.
Acceptance tests before use
The message is linked rather than duplicated. A missing reference does not end the conversation. The assistant does not confirm an expired or unreviewed price. Record the observed result, assign any mismatch, and repeat the affected scenario after correction.
Further reading
Catering inquiry value calculator ↗
Try Ava with your business’s public information ↗