This guide builds a real form: a booking-enquiry form for a tour operator in San Ignacio offering cave tubing, Maya-site visits and birding trips. Replace the details with your own and the steps are the same for a registration form, a feedback survey or a newsletter signup.
Step 1: define what you need to know
List only the information you will actually use to reply. For the tour operator, that is name, email, mobile number, preferred dates, group size, tours of interest and how the guest is travelling to Cayo. Belize’s Data Protection Act, 2021 requires personal data to be adequate, relevant and limited to what is necessary for its purpose, and short forms get more replies anyway. Leave out passport numbers or dates of birth unless you truly need them at this stage.
Step 2: create the form
In your Mailpro account, open the forms section and create a new form. Start from a template, such as an enquiry or registration form, or from a blank page. Add your logo and brand colours so the form looks like your business, not a generic survey.
Step 3: add and configure the fields
- Name and email: required.
- Mobile number: ask for the international format, with the country code, so both local numbers (+501) and visitors’ numbers work for SMS confirmations.
- Dates: use a date picker to avoid confusion between the day-first and month-first formats that Belizean and American guests write.
- Tours of interest: checkboxes, so guests can pick several.
- Group size: a dropdown rather than free text.
Step 4: add conditional logic
Use branching logic so that choosing “birding” reveals a question about experience level, and choosing “cave tubing” reveals a note on age and fitness requirements. Guests only see what applies to them.
Step 5: ask for marketing consent properly
Add a separate, unticked checkbox: “Send me occasional offers and news from [business] by email. I can unsubscribe at any time.” Do not make it required, and do not bundle it with the enquiry itself. This matches the Belize Act’s definition of consent as a clear affirmative action, and it also meets the stricter expectations of guests from Canada or Europe. See our guide on email permission in Belize.
Step 6: create a Spanish version if you need one
If you also serve Spanish-speaking visitors from Guatemala, Mexico or elsewhere in Latin America, or Spanish-speaking Belizeans, duplicate the form and translate it. Link to both versions, or let visitors choose their language at the top.
Step 7: connect replies to email
Set each submission to add the contact to your enquiries list and trigger an automated confirmation email with your reply time and contact details. Contacts who ticked the marketing box can also go into your newsletter list.
Step 8: share the form
- Embed it on your website’s booking page.
- Share the link in your social media profiles and WhatsApp replies.
- Print a QR code for your office, hotel partners’ front desks and your vehicles.
Step 9: review the results
Check submissions and completion rates regularly. If many people start the form but do not finish it, remove a question. Mailpro stores form data in Switzerland on its own infrastructure, outside US jurisdiction, and never sells or rents it. Once your enquiry form works, add a dedicated signup form with our guide on how to create a subscription form, or return to online forms in Belize.