5 Best Ways to Communicate with Local Tour Operators

It's not always easy to find the best operator for your activities when you're on holiday, is it? There's a lot of variety and a lot of prices, in fact there are prices for all wallets, but in the end what matters is having a good day out, whether it's with friends, family or discovering something new about where we are. We've selected five ways to communicate with tour operators (plus an extra tip) to help you in your search.

Research before you book

Before contacting any local tour operator, do some research on their website, social media or online reviews. Look for information about their services, prices, policies and reputation. This will help you avoid scams, misunderstandings or disappointments. You can also compare different options and choose the one that suits your budget, preferences and schedule.

In addition to the points mentioned above (prices, policies, reputation, etc.), assess their passion for travelling and gauge how passionate they feel about your city/region.

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Getting involved with forums, travel blogs or social media groups allows you to gather a number of valuable insights and tips. In addition, exploring local forums or destination-specific platforms can provide nuanced details about the tour operator's performance, ensuring a more comprehensive understanding before initiating contact. This multi-faceted research approach enhances your decision-making process and contributes to well-informed and satisfying travel planning.

Services and prices play an important role, as most operators do not provide the services promised or purchased by the client. Nowadays, operators with a strong reputation in the tourist market take customers for granted because they don't provide services to match.

Use clear and simple language

When you contact a local tour operator, whether by email, phone or chat, use clear, simple language. Avoid slang, idioms or jargon that could confuse them. Be polite and respectful, and use formal greetings and salutations. If you don't speak the same language, use a reliable translation tool or application or ask for an interpreter if possible. Confirm the details of your booking, such as date, time, location and payment method, and ask for a confirmation email or message.

Avoid jargon or overly complex phrases to ensure that your messages are easily understood. This approach promotes effective communication, reducing the risk of misunderstandings and ensuring that both parties are on the same page.

Be flexible and adaptable

Sometimes things may not go according to plan when you book a tour or activity with a local operator. There may be weather problems, traffic delays, cancellations or changes to the itinerary. Be flexible and adaptable, and don't get angry or frustrated. Communicate with the operator and try to understand their situation and perspective. They may offer an alternative solution, a refund or compensation. Be open-minded and willing to compromise and appreciate their efforts to make your experience a pleasant one.

Give feedback and tips

After your tour or activity, give feedback and tips to the local operator. Tell them what you liked and didn't like, and how they can improve their service. Be honest and constructive, and avoid being rude or harsh. You can also leave a comment on their website or social media, or recommend them to other travelers. If you enjoyed your experience, you can also tip according to local custom and your level of satisfaction.

This is the best part of giving feedback because other people get to know about tour operators, which can help people select the best operator for their trip. What's more, leaving a comment is also a form of gratification towards the guide.

A good local operator will always receive feedback and constructive comments and will also generally respond to your feedback. Most usually rely on feedback to help develop the team, improve products or support improvements with their local partners and/or suppliers. Unlike international operators, they are likely to be a small team and often only have one or two people behind the scenes who are in a position to share your comments or take action.

Keep in touch

If you want to book another tour or activity with the same operator, or need their assistance with anything else, keep in touch with them. You can use the same communication channel you used before, or follow them on their social networks. You can also send them a thank you note or a souvenir from your home country. This will help you build a relationship and trust with them, and make future communication easier and smoother.

Learn from their experience

Finally, learn from your experience of communicating with local tour operators. Reflect on what worked well and what didn't, and how you can improve your communication skills and strategies. Share tips and insights with other travelers who may face similar challenges. By communicating effectively with local tour operators, you can improve your travel experience and discover new aspects of the destination.

If you have any kind of problem, you can direct the information to the tour operator, in an email for example, so that they can resolve it, because they also want to offer the best service to their customers, so that they can build more trust, link and generate more business.

Other aspects to consider

If you make contact before arriving at your destination, don't forget that there may be a time difference and therefore you may not receive an immediate response. As an example: two clients, one on the west coast of the USA and the other in Australia. Neither is in the same time zone as the operator, which means that all your contacts arrive outside working hours and often in the middle of the night.

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