By pulling key information directly into a structured response, templates make it easier for teams to respond accurately and efficiently, even during high-volume periods.

Accessing Quote Response Templates

Templates created here are used when emailing quotes to clients and can be selected at the time a quote response is sent.

1. Click the “Quotes” icon.
2. Navigate to the “Response Templates” tab.

What To Include in Your Quote Response Templates

Quote Response Templates define the default subject line and message content used when replying to a quote. They support dynamic fields that automatically populate information already stored in the quote, such as:

• Client name
• Requested date and time
• Vehicle type
• Pricing details
• Routing and service information (via the quote summary)
• Company contact information
• A link for the client to proceed with booking

Because these details are pulled directly from the quote, your team can focus on reviewing accuracy and answering client questions instead of rewriting the same response for each request.

Best Practices for Quote Response Templates

When setting up quote response templates, the goal is to make responses faster and more consistent without locking your team into overly rigid language.

Some things to include in your response template:

• Clear next steps for the client
• Dynamic fields wherever possible
• Space for brief personalization when needed
• A tone that matches your other client communications

You can create multiple templates for different service types or rely on a single adaptable template, depending on how your team handles quoting.

Responding to Quotes

Once a quote is ready, response templates help ensure the information sent to the client matches what’s been entered and reviewed internally.

1. Click the “Quotes” icon.
2. Locate the quote you want to respond to and click the “ACTION” link.
3. Select “Open Quote Request” from the drop-down menu

• Click the “Email Quote” button to begin sending the quote to the client.
• Select your desired template from the drop-down menu and click the “LOAD >>” button.

• Review the information populated in the response to confirm all details are correct.
  • You can make edits directly to the response message if adjustments are needed.
• Click “SEND AND LOG RESPONSE” at the bottom of the window when finished to send the email.
  • The response is sent to the client and logged in the Response/Change Log for reference.

If you experience issues with quote or email delivery, make sure your domain is properly authenticated. Domain authentication plays a key role in ensuring messages are delivered reliably.

If you need assistance, you can also reach out to Limo Anywhere Support at support@limoanywhere.com or by calling 972-701-8887 Ext. 2.

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Accessing ReadBack Script Settings

1. Click the “My Office” icon.
2. Navigate to “Company Settings”, select “Company Preferences” from the left-hand menu, then click “Reservations”.
3. You can choose between two system behaviors:
   • “Produce ReadBack Script on First Save” generates a script only when the reservation is first saved.
   • “Produce ReadBack Script on All Saves” generates a script every time the reservation is saved.

Select the option that works best for your operation and click “Update My Company Preferences” to save changes.

Creating ReadBack Script Templates

ReadBack Script templates allow you to create standardized language for different reservation types. Templates can include text and dynamic Trip Tags that populate reservation details such as pickup date, time, passenger name, and routing information.

To create or edit a ReadBack Script template:

1. Click the “My Office” icon.
2. Navigate to the “Company Settings” tab.
3. Select “ReadBack Script Templates” from the left-hand menu.
4. Enter a descriptive template name that reflects the reservation type.
5. Assign the template to one or more service types.
6. Enter the script text and insert Trip Tags where needed.
7. Click “Save.”

Trip Tags reduce manual entry and help ensure that details are read back consistently.

Example ReadBack Script Templates

Below are a few example templates tailored to common service types. They incorporate Trip Tags for automated data and highlight elements the agent should verbally confirm.

Airport Arrival Template

“You’ll receive a confirmation shortly by email. To review the key details, I have a trip scheduled for #TRIP_PUDAYNAME#, #TRIP_PUDATE# at #TRIP_PUTIME#. This reservation is for #TRIP_PASS_FNAME# #TRIP_PASS_LNAME#, and I have a total of #TRIP_PASSCOUNT# passengers note

The routing I have on file is:
#TRIP_RT_ALL#

This includes airline, flight number, terminal, and ETA based on the reservation. We’ll monitor the arrival and adjust timing as needed. The assigned vehicle is a #TRIP_VEHTYPE_DESC# with license plate #TRIP_CAR1_PLATE#.

Your contact number is #TRIP_PASS_PHONEMOB1#. Once the email confirmation arrives, you’ll be able to review all of these details.”

Agent should verbally confirm:
• airline and flight number
• terminal or gate
• meeting point or baggage claim instructions

Airport Departure Template
“You’ll receive a confirmation shortly by email. To go over what I have, this trip is scheduled for #TRIP_PUDAYNAME#, #TRIP_PUDATE# at #TRIP_PUTIME#. We’ll be transporting #TRIP_PASS_FNAME# #TRIP_PASS_LNAME# with #TRIP_PASSCOUNT# passengers.

The routing on file is:
#TRIP_RT_ALL#

This includes the airline, flight number, and terminal information. We’ll coordinate pickup timing based on your requested airport arrival window. The assigned vehicle is a #TRIP_VEHTYPE_DESC# with license plate #TRIP_CAR1_PLATE#.

We have #TRIP_PASS_PHONEMOB1# listed as your contact number. Your confirmation will allow you to review all trip details.”

Agent should verbally confirm:
• airline and flight number
• terminal
• requested arrival time

General Trip Template
“You’ll receive a confirmation shortly by email. To review, I have a trip scheduled for #TRIP_PUDAYNAME#, #TRIP_PUDATE# at #TRIP_PUTIME# for #TRIP_PASS_FNAME# #TRIP_PASS_LNAME#. The reservation lists #TRIP_PASSCOUNT# passengers.

The routing is:
#TRIP_RT_ALL#

Your assigned vehicle is a #TRIP_VEHTYPE_DESC# with license plate #TRIP_CAR1_PLATE#. We have #TRIP_PASS_PHONEMOB1# as your contact number.”

Agent should verbally confirm:
• passenger count
• special instructions or stops not shown in routing

Wedding or Special Event Template
“You’ll receive a confirmation shortly by email. To confirm what I have on record, your reservation is for #TRIP_PUDAYNAME#, #TRIP_PUDATE# beginning at #TRIP_PUTIME#. This trip is for #TRIP_PASS_FNAME# #TRIP_PASS_LNAME#, with #TRIP_PASSCOUNT# passengers.

The routing I have entered is:
#TRIP_RT_ALL#

Your vehicle is a #TRIP_VEHTYPE_DESC# with license plate #TRIP_CAR1_PLATE#. We have #TRIP_PASS_PHONEMOB1# listed as the primary contact.”

Agent should verbally confirm:
• staging or spot time
• event timing considerations
• additional stops

Corporate Template
“You’ll receive a confirmation shortly by email. To go over the trip details, this reservation is scheduled for #TRIP_PUDAYNAME#, #TRIP_PUDATE# at #TRIP_PUTIME# for #TRIP_PASS_FNAME# #TRIP_PASS_LNAME#, and I have #TRIP_PASSCOUNT# passengers.

The routing entered for this reservation is:
#TRIP_RT_ALL#

This trip is billed to #TRIP_BC_COMPANY#. The assigned vehicle is a #TRIP_VEHTYPE_DESC# with license plate #TRIP_CAR1_PLATE#. The contact number I have is #TRIP_PASS_PHONEMOB1#.”

Agent should verbally confirm:
• billing contact or department
• corporate travel policies or notes
• meeting expectations (lobby, curb, signage)

ReadBack Scripts strengthen the booking process by improving clarity and reducing avoidable adjustments later in the reservation lifecycle. They are especially helpful when training new agents or managing high call volumes, since they provide a repeatable process for verifying key details. Reviewing templates periodically, assigning them only where they add value, and using Trip Tags to automate information helps keep your workflow efficient and dependable.

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