Free format · copy or download
Travel quotation format for tour packages
A clear quotation is the difference between a client saying yes and asking three other agents. Here is a format built for travel agencies and tour operators: what to include, a sample you can copy, and a spreadsheet you can fill in. When you send quotes every week, travel quotation software does the rebuilding for you.
Free travel quotation sample
Replace each [bracketed] field. Copy it into Word or Google Docs, or download the price table as a spreadsheet for Excel and Google Sheets.
TRAVEL QUOTATION
Agency: [Agency name] | GSTIN: [if registered] | Phone: [number]
Quotation no.: [QT-001] | Date: [dd/mm/yyyy] | Valid until: [dd/mm/yyyy]
Prepared for: [Client name] | Phone / email: [contact]
Trip: [Destination] | Dates: [start] to [end] | Duration: [N nights / N+1 days]
Travellers: [N adults, N children (ages)]
ITINERARY SUMMARY
Day 1: [Arrival, transfer, hotel]
Day 2: [Sightseeing]
Day 3: [Sightseeing / free day]
Day N: [Departure]
ACCOMMODATION
[City] | [Hotel name] | [Room type] | [N nights] | [Meal plan]
PACKAGE COST
Option | Hotels | Per person | Total
[Standard] | [3-star] | [amount] | [amount]
[Deluxe] | [4-star] | [amount] | [amount]
[Luxury] | [5-star] | [amount] | [amount]
Taxes (as applicable): GST [%] on [package / service fee] = [amount]
TCS [%] on overseas packages = [amount]
GRAND TOTAL: [amount]
INCLUSIONS
- [Airport and inter-city transfers]
- [Hotel stay with breakfast]
- [Sightseeing as listed]
EXCLUSIONS
- [Flights / trains unless stated]
- [Lunch and dinner unless stated]
- [Visa, insurance, entry tickets, personal expenses]
PAYMENT TERMS
Booking amount: [amount or %] to confirm. Balance due [N] days before travel.
Payment by [UPI / bank transfer / card] to [account details].
CANCELLATION POLICY
[Cancellation charges by number of days before travel]
TERMS
Prices are subject to availability and change until the booking is confirmed.
What each part of the quotation does
Header: who is quoting whom
Agency name, GSTIN if you are registered, quotation number, date and a validity date. The client name, contact, destination, travel dates and traveller count go directly beneath. A validity date matters because hotel and flight prices change; it lets you re-quote without an argument.
Itinerary summary
One line per day. The quotation is not the full itinerary, but the client must see enough to know what the price buys. Link or attach the detailed plan separately.
Accommodation
City, hotel name, room type, number of nights and meal plan. This is the line clients compare across agents, so be exact about room category and meals.
Package cost, ideally as options
Give two or three options (for example Standard, Deluxe, Luxury) with a per-person and a total price. Options let the client choose instead of negotiating a single number, and they raise acceptance more than one take-it-or-leave-it price.
Taxes shown as their own lines
Show GST and, for overseas packages, TCS as separate lines, then a grand total. Rates and rules change, so confirm the treatment with your accountant rather than copying a rate from a template.
Inclusions and exclusions
Written lists, not a paragraph. Exclusions prevent most disputes: flights, lunches and dinners, visas, insurance, entry tickets and personal expenses are the usual ones.
Payment terms and cancellation
The booking amount to confirm, the balance due date, accepted payment modes and cancellation charges by days before travel.
Six quotation mistakes that cost bookings
- No validity date, so an old price is quoted months later.
- A single lump-sum total with no breakdown, which invites "can you reduce it" replies.
- Hotel named without room type or meal plan.
- Taxes folded into the price without a line, or missing entirely, then added after acceptance.
- Exclusions left blank because "everyone knows flights are extra".
- Sending a Word file that shows the agent's edit history or a competitor's name in a footer.
Stop rebuilding the quotation for every client
In Itiner the quote sits on the trip itself: up to three named options, GST and TCS lines at rates you set, a branded PDF, and a client portal where the client compares the options and accepts one. You get a notification when they do. The free plan needs no card.
Quotation format: questions
What is a travel quotation?
A travel quotation is a priced offer from a travel agency to a client for a specific trip. It states the dates, travellers, hotels, services included and excluded, the total price with taxes, how to pay, and how long the price is valid. Once the client accepts and pays the booking amount, it becomes the basis of the booking.
What should a tour package quotation include?
At minimum: agency and client details, quotation number and date, destination and travel dates, number of travellers, a day-wise summary, hotels with room type and meals, the price with taxes, inclusions, exclusions, payment terms, cancellation policy and a validity date.
How do I show GST on a travel quotation in India?
Show the tax as its own line under the package cost, followed by a grand total, so the client sees exactly what is being charged. Whether GST applies to the whole package or to your service fee depends on how your agency is registered and structured. TCS is a separate line on overseas packages. Rates and rules change, so confirm the correct treatment with your CA before you publish a format.
Should a quotation include the full itinerary?
Include a short day-wise summary so the price makes sense, and keep the detailed itinerary as a separate document or link. Mixing the two makes the quotation long and hides the price. A client portal that shows the itinerary and the quote options together solves this without two attachments.
Can I make this quotation in Excel or Word?
Yes. Download the spreadsheet on this page and open it in Excel or Google Sheets, or copy the text into Word or Google Docs. Fill the bracketed fields and save as PDF. Rebuilding the file for every client is the slow part, which is why agencies with regular enquiries move quoting into software.
How can I send the client more than one quotation option?
In a document you would build one table per option. Itiner lets you attach up to three named options to a trip, each with its own price and hotels, shows them side by side in the client portal, and records which option the client accepts.
Related: travel agency proposal templates, itinerary template formats and the client itinerary builder.