Travel quotation format: what to include, with a free template (2026)

Short answer: A good travel quotation format has eight parts: your agency details, the traveller’s details, a day-by-day itinerary, hotels and room types, transfers and activities, a clear price breakup with taxes, inclusions and exclusions, and payment, validity and cancellation terms. Send it within the hour on WhatsApp as a clean PDF or link, and follow up the same day. Below is a ready-to-copy template and a worked example.

Last updated: 15 November 2026.

What should a travel quotation include?

The traveller is usually comparing two or three quotes side by side. The one that is easiest to read and hardest to misunderstand tends to win. Every quote should answer these questions without a phone call.

Section	What to put in it
Agency details	Logo, agency name, GSTIN, phone, WhatsApp, email, quote number and date.
Traveller details	Lead traveller name, number of adults and children (with ages), travel dates, departure city.
Itinerary	Day-by-day plan: city, sightseeing, overnight stay.
Hotels	Hotel name or category, room type, meal plan (CP, MAP, AP), number of nights.
Transfers and activities	Vehicle type, airport pickups, entry tickets, guides.
Price breakup	Per person and total, with taxes shown as a separate line.
Inclusions and exclusions	What is covered and what is not, in plain bullet points.
Terms	Advance amount, balance due date, quote validity, cancellation policy.

Travel quotation template (copy and use)

Paste this into your document or CRM and replace the brackets.

A worked example

Here is how the price section looks for a sample Goa trip. The figures are for illustration only.

Item	Details	Amount
Package	Goa, 4 nights / 5 days, 2 adults, 3-star hotel, breakfast	₹38,000
Transfers	Airport pickup and drop, 2 sightseeing days by sedan	Included
GST	Shown as a separate line, rate as advised by your CA	₹[amount]
Total	For 2 adults	₹[total]
Advance	To confirm the booking	₹[amount]

Showing tax as its own line matters. A traveller who finds GST added at payment time often feels misled, even if the base price was competitive.

How should GST and TCS appear on a travel quote?

Show the base price, the tax and the final amount separately. Tour operator services in India are commonly billed at 5% GST without input tax credit, while other models (for example, hotel-only bookings or a commission model) are taxed differently. For international packages, TCS also applies to the buyer above set limits. Rates and thresholds change with each Budget and GST Council meeting, so confirm the current figures with your CA and keep them in your template, not in each agent’s head.

Mistakes that lose bookings

• Sending the quote late. A family asking three agencies tends to settle on the first useful reply. Aim to send a quote within the hour.
• One block of text on WhatsApp. Send a clean PDF or link, then a two-line summary in the chat.
• Vague hotels. “3-star or similar” without a name or example makes comparison hard and invites doubt.
• Hidden exclusions. Put exclusions on the first page, not in the fine print.
• No validity date. Without one, a traveller can come back weeks later expecting the old price.
• No follow-up. Most quotes need a nudge. Our WhatsApp follow-up playbook for travel agencies has the exact messages.

Excel, PDF or travel CRM?

A Word or Excel template works when you send a few quotes a week. It breaks down when several agents quote at once, prices change by season, and nobody can see which quotes are still open.

A travel CRM keeps every enquiry, quote version and payment in one place. In Adwix Atlas, agents build the itinerary once, pick hotels and transfers, and send a clean quote in minutes, with the lead’s stage and next follow-up tracked alongside it. Read the 9 travel CRM features that matter before you choose a tool.

Frequently asked questions

What is a travel quotation?

A travel quotation is a written price offer from a travel agency for a specific trip. It lists the itinerary, hotels, transfers, what is included, the total price with taxes, and the payment and cancellation terms.

How long should a travel quote be valid?

Most agencies keep quotes valid for a short, fixed period, often a few days, because hotel and flight prices move. Write the exact validity date on the quote.

Should I send travel quotes on WhatsApp or email?

For Indian travellers, WhatsApp is usually faster and gets read sooner. Send the quote as a PDF or link on WhatsApp with a short summary, and email a copy if the traveller asks for one.

How fast should a travel agency send a quote?

As fast as you can, ideally within the hour. Travellers often ask several agencies at once, and the first clear, complete quote sets the benchmark for the rest.

Want a quote template set up for your agency? Book a free 30-minute call and we’ll show you how it works inside Adwix Atlas.