The sections a travel quotation needs to win the booking and avoid disputes later, an example layout, how to present prices, and the mistakes that cost agencies bookings.
1. What a good quotation does
A travel quotation has two jobs: make the client want the trip, and make it impossible to misunderstand what they are paying for. Most disputes after booking come from quotations that were vague about inclusions, room types or validity.
2. The sections to include
Use the same structure for every quotation so clients and colleagues always know where to look.
3. Example quotation
An illustrative layout for a short round tour. Names and prices are examples, not real offers.
| Day | Plan | Overnight | Meals |
|---|---|---|---|
| 1 | Airport pick-up, transfer to hotel, evening at leisure | City hotel, Deluxe Double | Dinner |
| 2 | Morning drive to the heritage region, afternoon site visit with guide | Heritage hotel, Superior Double | Breakfast, Dinner |
| 3 | Sunrise climb, village tour, cooking class | Heritage hotel, Superior Double | Breakfast, Dinner |
| 4 | Drive to the hill capital, temple and botanical garden | Hill hotel, Deluxe Double | Breakfast, Dinner |
| 5 | Transfer to the airport | — | Breakfast |
4. Presenting prices
Show one clear total and the price per person. Itemising every component invites line-by-line haggling and exposes your margin; group prices under the trip instead, and list what is included.
Offer two or three options when you can, for example different hotel categories. Clients choose between your options instead of comparing you with other agencies.
Always state the validity date and the currency, and say what could change the price (exchange rates, hotel availability, fuel surcharges).
5. Common mistakes
These are the issues that most often lose bookings or cause disputes.
Frequently Asked Questions
Should I send quotations as PDF or as a link?
Both work. A link is easier to open on a phone and can be updated or accepted online; a PDF is good for clients who want to print or forward it. Many agencies send the link and attach the PDF.
How long should a travel quotation be valid?
Long enough for the client to decide but short enough to protect you from rate changes. Many agencies use 7 to 14 days, shorter in peak season.