How to Respond to Enquiries – and Turn Them Into Clients

When a new enquiry comes in, it’s exciting – someone is interested in what you offer! But it’s important to remember that students and parents often message several tutors or service providers at once. That first reply you send can make all the difference.

At TutorExtra, we want to help you get the most from the platform. That’s why we’ve put together a few helpful tips to help you turn more enquiries into paying clients.

Don’t Just Reply – Sell What You Offer

A simple message like “Yeah, I can help” might feel polite and friendly, but it rarely leads to a booking.

Your reply should aim to:

• Show you understand the enquiry: Reflect back what the student or parent is asking for. This builds trust.
• Highlight your experience and skills: Mention relevant qualifications, experience, or past successes. If you specialise in the subject or age group they’re asking about, say so.
• Make it personal: Use a warm, friendly tone. If you know their name, use it. Refer to any details they’ve included.
• Include your availability: Let them know when you're free and suggest a time for a quick call or session.
• Invite them to take the next step: Ask a question – for example, “Would you like to set up a trial lesson this week?”

Example Response

Hi Sarah,

Thanks for your message. I'd be delighted to help your son with his GCSE Maths. I’m a qualified Maths tutor with 6 years’ experience, and I’ve worked with lots of students preparing for their exams.

I have availability on weekday evenings and Sunday mornings. Would that suit you? I’d be happy to offer a free 20-minute call or trial session so we can see if we’re a good fit.

Please let me know what works best for you. Looking forward to hearing from you!

Best regards,
James

Follow Up – Don’t Be Shy

If you don’t hear back straight away, that’s normal. People are busy, or they may still be weighing up options.

We recommend following up at least twice after your first message:

1. Follow up after 24–48 hours: Just a friendly nudge to see if they received your reply.
2. Follow up again after a few more days: Offer a trial, ask if they’ve found someone, or let them know your availability is filling up.

Use Every Channel You Can

When you receive an enquiry, we recommend you:

• Reply through TutorExtra straight away
• Send a follow-up email if an address is provided
• Call or WhatsApp the number – a short conversation often secures a booking

Sometimes users don’t log back into their TutorExtra account straight away, especially if they’ve contacted multiple tutors. Reaching out via other channels helps make sure your message is seen and shows that you’re proactive and professional.

Final Tip: Make a Great First Impression

Think of your first message as a mini advert for yourself. Friendly, professional replies that show genuine interest are the ones that usually win the booking.

If you’d like help or feedback on your replies, just drop us a message at support@tutorextra.co.uk – we’re always happy to assist.

Happy tutoring!

The TutorExtra Team