How to write a travel quotation, with a format you can copy

What to include in a travel quotation

1. Your details and a quote number. Agency name, the date, and a number you can refer to on the phone.
2. Validity. The date the quote expires, and “subject to availability at the time of booking”.
3. Who is travelling. Names, the number of adults and children, and the children's ages.
4. The trip. Destination, travel dates, number of nights and the departure city.
5. A day-by-day plan. One or two lines per day.
6. Hotels. Hotel name, star rating, room type and meal plan. Avoid “or similar” unless you have to.
7. Transfers and tours. Private or shared, and what each tour covers.
8. Included and not included. Be specific. Flights, visas, lunches, tips and local tourist fees cause the most arguments later.
9. The price. Per adult, per child (with and without an extra bed) and the total. Show taxes clearly.
10. Payment terms. The deposit to confirm, and when the balance is due.
11. Cancellation terms. What they lose, and by when.
12. A named contact. A person and a number, ideally WhatsApp.

A travel quotation format you can copy

Change the details to your own. The example is a family trip to Dubai.

[Agency name] · Quote no. 1042 · 20 Oct 2026
Valid until 27 Oct 2026, subject to availability

Guests: Mr and Mrs Sharma + 2 children (8 and 5)
Trip: Dubai, 14 to 19 Dec 2026, 5 nights
From: Delhi

Day 1 · 14 Dec   Arrive, private transfer to hotel. Evening free.
Day 2 · 15 Dec   Half-day city tour. Dhow cruise with dinner.
Day 3 · 16 Dec   Desert safari with BBQ dinner.
Day 4 · 17 Dec   Day free, or theme park (add-on below).
Day 5 · 18 Dec   Burj Khalifa, level 124. Shopping.
Day 6 · 19 Dec   Check out, transfer to airport.

Hotel: [Hotel name], 4-star, Family Room, breakfast (CP)

Included: hotel, breakfast, airport transfers, the tours above
Not included: flights, visas, lunches, tips, Tourism Dirham fee

Price
  Adult, twin sharing (x2)     USD 1,420 each
  Child 8, with extra bed      USD 980
  Child 5, no extra bed        USD 640
  Total                        USD 4,460, taxes as applicable

Add-on: theme park day, USD 95 per person

Payment: 30% to confirm, balance 21 days before travel
Cancellation: [your terms]
Your contact: [name], WhatsApp [number]

Send the quote as a PDF if your customers expect one, but always send a short WhatsApp or email message with it. A PDF with no message around it is easy to ignore.

Meal plan codes

Indian hotels mostly use EP, CP, MAP and AP. Hotels in the Middle East and Europe mostly use BB, HB and FB. Write the meaning next to the code if your traveller might not know it.

Mistakes that cost you the booking

• One total and no breakdown. The family cannot compare it with another agency's quote, so they pick the one they understand.
• Missing children's ages or meal plan. The price changes later, and trust goes with it.
• No validity date. The traveller comes back in three weeks expecting the same price.
• Vague hotels. “4-star or similar” makes it hard to say yes.
• Sending it a day late. By then another agency has sent theirs.

Quote fast, then follow up

A quote can only be accurate if you asked the right questions first. Our guide to the four questions to ask before you quote covers them. Speed matters too, because travellers ask several agencies at once, as we explain in why the first clear reply wins. And most quotes need a nudge, so read how to follow up a travel quote.

How Socavi helps

Socavi's Quote Agent builds the day-by-day plan and prices it from your own rate sheets and packages, for individuals or groups. Your team approves the price and margin, and the quote goes out as a branded PDF or a WhatsApp message. The AI never invents a price. See the travel agents.

Questions