A good balloon inquiry form asks for nine things: name, best contact, event date and time, event type, venue address (and indoor or outdoor), guest count, what pieces they want, colors and an inspo photo, and a budget range. With those, your first reply can be an actual quote instead of the start of a 40-message DM thread.
Below is each field with the exact wording to use and why it matters, what to leave off, why some clients won't fill out a form (and how to fix that), and the reply script for when a form comes in.
The 9 fields that replace 40 DMs
The goal is one rule: after reading the form, can you quote without asking a single question? Every field earns its place by answering one of the questions you'd otherwise type in a DM.
1. Name
Label: "Your name" Just first and last. You'll use it in every reply and in your booking records.
2. Best way to reach you
Label: "Phone and email" with a "Text or email?" choice Clients who prefer text will ignore email for days, and the other way around. Asking up front means your quote lands where they'll actually see it.
3. Event date and time
Label: "Event date" and "What time does the party start?" The date tells you if you're even available (check this first, every time). The start time tells you your setup window. A 10am party means an early install; a 6pm party gives you the afternoon.
4. Event type
Label: "What are we celebrating?" (Birthday, Baby shower, Bridal shower, Wedding, Graduation, Corporate, Other) Event type hints at budget, style and who you're dealing with. A corporate inquiry might need an invoice and W-9; a first birthday probably needs a number balloon.
5. Venue address, indoor or outdoor
Label: "Where is the event?" plus "Indoors or outdoors?" Address gives you your delivery fee and drive time. Indoor vs outdoor changes your materials, your risk, and your price. If it's outdoors in summer, you need to know now, not when you arrive. (Why outdoor installs should cost more.)
6. Guest count
Label: "About how many guests?" Guest count tells you the scale of the space and the event. A 15-person living room party and a 150-person venue call for very different setups, even if the client's message says "a garland."
7. What are you looking for?
Label: "What would you like?" with checkboxes: Garland, Arch, Columns, Balloon wall or backdrop, Marquee numbers or letters, Centerpieces, Grab and go pickup, Not sure yet Checkboxes are faster on a phone than typing, and they show clients your menu. "Not sure yet" keeps people from abandoning the form.
8. Colors, theme and inspo photo
Label: "Colors or theme" and "Upload an inspo pic (optional)" This is the field that saves the most messages. One inspo pic tells you size, density, colors, foil and extras at a glance. Make the upload optional so clients without a photo still submit.
9. Budget range
Label: "Do you have a budget in mind?" with ranges (Under $[X], $[X] to $[Y], $[Y] to $[Z], $[Z]+, Not sure) Ranges feel less awkward than a blank box. Set the bottom range at your minimum so clients self-select. If you get the $1,200 inspo pic with a $300 budget, you'll know before you quote. (Here's how to reply to that one.)
Optional 10th: "How did you hear about us?" Useful for knowing what marketing works, but cut it if your form already feels long.
This form is one piece of your booking system. For the full picture of what tools you need and what's overkill, see Balloon Business Software: What You Actually Need.
Fields to leave off
Every extra field is a reason to quit halfway. Skip these on the first form:
- Full billing address. Get it at booking.
- Payment details. Never on an inquiry form.
- Long "tell us about your vision" essays as a required field. Make it optional.
- Exact dimensions. Most clients don't know. Guest count and venue tell you enough to start.
- Your policies as required checkboxes. Save terms for the agreement.
"Why won't they fill out a form?"
Decorators who try forms sometimes find clients still DM instead. Usually, it's one of these:
| Reason | Fix |
|---|---|
| The form is long or has required essay fields | Cut to the 9 fields; make extras optional |
| It doesn't work well on a phone | Test it on your own phone before you share it |
| They don't know why you want it | Say why: "so I can give you an exact quote" |
| It feels like a brush-off | Reply warmly first, then send the link |
| They have a photo and the form can't take one | Allow inspo photo uploads |
| It's buried | Make it the first button on your bio link |
The script for the DM-first client:
Hi [Name]! Thank you, I'd love to help with this. So I can give you an exact quote (not a guess), could you fill out my quick request form? It takes about two minutes and you can upload your inspo pic right there: [link]. I'll get back to you by [time]!
The time math: form vs DM thread
Example, with made-up numbers. Say you get 12 inquiries a week.
DM thread: each inquiry takes about 25 minutes of back-and-forth spread across a day or two (greeting, questions, answers in pieces, the photo, your price, clarifications).
12 × 25 minutes = 300 minutes = 5 hours a week
Form: each inquiry arrives complete. Say you spend 5 minutes reading it and sending a quote.
12 × 5 minutes = 60 minutes = 1 hour a week
That's 4 hours back every week, about 200 hours over a year. And every one of those form inquiries arrives with a date you've already checked, a venue you've already priced delivery to, and a photo you've already sized.
The speed matters for bookings too: the faster you can send a real quote, the less time the client has to book someone else. More on that in How Fast Should You Reply to a Balloon Inquiry?
What to do when a form comes in
- Check the date first. If you're booked, say so kindly right away and offer a nearby date or a grab and go option.
- Check fit: budget range vs. what they want. If it's far off, reply with an option that fits their budget rather than a quote they'll ghost.
- Quote with itemized lines, what's included, and a deadline.
- State the next step: "Your date is held once the retainer is in."
A reply template:
Hi [Name]! Thank you for sending everything over, your theme is so cute. Good news: [date] is open. Here's your quote for [piece(s)], including delivery and setup: [link]. To lock in your date, the retainer is due by [date]; after that the date opens back up. Any questions, just reply here!
If you're still typing that quote out by hand, see How to Send a Balloon Quote That Books.
Frequently asked questions
What should a balloon decor inquiry form ask?
Name, best contact method, event date and start time, event type, venue address and whether it's indoors or outdoors, guest count, which pieces they want, colors or theme with an inspo photo upload, and a budget range. With those nine fields, you can usually quote without asking follow-up questions.
Should I ask for a budget on my balloon inquiry form?
Yes, as a range rather than a blank box, with the lowest range starting at your minimum. It tells you before you quote whether the inspo pic and the budget match. Include a "Not sure" option so clients don't feel pressured.
How do I get clients to use my inquiry form instead of DMing?
Reply to the DM warmly, then send the form link with a reason, like "so I can give you an exact quote." Keep the form short, make it easy on a phone, and let clients upload an inspo pic. Put the form as the first button in your bio.
Should my balloon inquiry form ask for guest count?
Yes. Guest count gives you a sense of the space and scale, which affects how big the setup needs to be, even when the client just says "a garland." It's one of the fields that prevents follow-up questions.
How long should a balloon inquiry form be?
Short enough to finish on a phone in about two minutes: around nine fields, with checkboxes where possible and only the essentials required. Collect billing details and policies later, at booking.