Templates
Travel quotation format (free template)
Copy this travel quotation format into WhatsApp, email, or a document — and never forget a line again.
A good travel quotation answers every question before the traveller asks it: who is travelling, when, what's included, what isn't, what it costs, and what happens if plans change. Use the template below as your standard format.
The template
[YOUR AGENCY NAME] — Travel Quotation
Quote no: Q-____ Date: __/__/____ Valid until: __/__/____
PREPARED FOR
Name: ____________________ Phone / WhatsApp: ____________
Travellers: __ adults, __ children (ages: __)
Travel dates: __/__/____ to __/__/____ (__ nights)
Departure city: ____________
TRIP SUMMARY
Destination(s): ____________________
Trip style: [honeymoon / family / group / adventure / business]
WHAT'S INCLUDED
Flights: ______________________________ (airline, times, baggage)
Hotels: Night 1–__: ______________ (room type, meal plan)
Night __–__: ______________
Transfers: ______________________________
Activities: ______________________________
Other: Visa assistance / travel insurance / ____________
NOT INCLUDED
- ______________________________
- Personal expenses, tips, anything not listed above
PRICE
Total package price: ________ (for __ travellers)
Price per person: ________
Taxes: ______________________ (state what is included)
PAYMENT TERMS
Advance to confirm: __% by __/__/____
Balance: due __ days before departure
Payment methods: ______________
CANCELLATION POLICY
- More than __ days before departure: ____
- __ to __ days before departure: ____
- Less than __ days: ____
NOTES
Prices and availability are subject to change until booking is confirmed.
Contact: [name] · [phone] · [email] How to fill it in well
- Be specific about hotels. Name, room type, and meal plan prevent most complaints.
- List exclusions. "Not included" protects your margin and your reviews.
- Give a validity date. It creates gentle urgency and protects you from price changes.
- Price per person and total. Travellers compare per person, then pay the total.
- Offer two options when you can. A standard and an upgraded hotel choice often converts better than one fixed price.
Worked example
| Line | Example |
|---|---|
| Travellers | 2 adults, 1 child (age 8), 12–17 March, 5 nights |
| Hotels | Nights 1–3: city hotel, deluxe room, breakfast; nights 4–5: beach resort, garden villa, half board |
| Transfers | Private airport transfers both ways; inter-city transfer on day 4 |
| Activities | Half-day city tour (day 2); snorkelling trip (day 5) |
| Price | Total for 3 travellers, plus per-adult and per-child prices |
| Terms | 25% advance to confirm; balance 21 days before travel |
From template to two-minute quotes
A template is a great start. Once you're sending several quotes a day, building each one by hand gets slow. The Tripdocks quote and itinerary builder starts from saved trips, applies your markup, and sends a branded PDF or web link on your domain. Pair this with the itinerary template and the markup calculator.
Frequently asked questions
- What should a travel quotation include?
- Traveller details and dates, a trip summary, everything included (flights, hotels with room type and meal plan, transfers, activities), what's not included, the total and per-person price, taxes, payment terms, cancellation policy, and how long the quote is valid.
- How long should a travel quote be valid?
- Keep validity short when prices move fast — often a few days for quotes that include flights, and longer for land-only packages. Always state the date clearly, and note that prices are subject to availability until confirmed.
- Should I show a per-person price or a total?
- Show both. Travellers compare per-person prices across agents, but the total avoids surprises when they pay.