Quotation format for travel agencies
A travel quotation is an itinerary with a price, so the client can compare options and see what is and is not included. Here is a free quotation format built for travel agencies and tour operators. Download it in Excel, Word or PDF, or copy the sample below.
Sample quotation format for travel agencies
Quotation
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Tour package, 4 nights, per person | 2 | ₹22,000 | ₹44,000 |
| Upgrade to deluxe room | 2 | ₹3,500 | ₹7,000 |
| Private airport transfers | 1 | ₹2,400 | ₹2,400 |
| Sightseeing with guide, 2 days | 1 | ₹6,000 | ₹6,000 |
- Subtotal
- ₹59,400
- CGST 9% + SGST 9% (same state)
- ₹5,346 + ₹5,346
- Total
- ₹70,092
Sample figures only. 18% GST is shown as a typical rate for services; use the rate that applies to you. For another state, charge IGST instead of CGST and SGST.
The Excel file has working formulas, so you can change the quantities and rates and the totals update.
What to put on a quotation format for travel agencies
Along with the usual header, numbering, dates and totals, travel agencies should add:
- Traveller names as on passport or ID
- Travel dates and booking reference
- Supplier name for pass-through bookings
- Hotel category and meal plan
Tips for travel agencies
- Show the itinerary day by day, with inclusions and exclusions.
- State the quote validity, cancellation terms and the deposit amount.
- Give the price per person and the group size it assumes.
Winning the job with your quotation format
A travel quotation works best as a day-by-day plan with a price per person. Show the number of travellers, the hotel category and meal plan, the transfers and the sightseeing, then say what is excluded, such as visas, travel insurance, tips and personal expenses.
State how long the quote is valid, because hotel and airfare prices move quickly, along with the cancellation terms, the deposit needed to hold the booking and the date the balance is due. These lines protect you and the traveller when prices change.
Stop retyping this every time
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Start freeAlso: GST calculator · HSN and SAC finder
Questions
Should a travel quotation show a price per person or a total?
Show both: the price per person for the group size you assume, and the total. Say what changes if the number of travellers changes.
Is a quotation different from a proforma or tax invoice?
Yes. A quotation is an offer with a price and is not a demand for payment. A tax invoice is issued when you supply the goods or services and is the document used for GST.
Can I create this in FINTY?
Yes. FINTY numbers your documents, adds the right CGST, SGST or IGST, keeps your client list and sends the PDF on WhatsApp. There is a free plan and a 30-day trial.