Free Travel Agency Quote Template
Turn travel dreams into bookings with professional quotes that showcase your expertise. Our travel agent quote template helps you present complete itineraries, detailed pricing, and package options that clients love. Perfect for vacation packages, group tours, destination weddings, and custom travel experiences.
Travel Agency Quote Template
Create professional travel quotes that turn inquiries into confirmed bookings. Present complete itineraries with flights, hotels, activities, and transparent pricing. Perfect for travel agents, tour operators, and destination specialists looking to close more deals.
Excel Template
Smart formulas for package pricing
- Auto-calculate per-person rates
- Multi-destination breakdowns
- Currency conversion ready
PDF Template
Print-ready travel proposals
- Beautiful itinerary layout
- Email-friendly format
- Mobile viewing optimized
Word Template
Fully customizable template
- Add your agency branding
- Edit all travel details
- Reuse for every client
Used by 8,000+ travel professionals • Free forever
Everything You Need in a Quote Template
Our templates include all the essential elements for professional quotes
Complete Itinerary Builder
Present day-by-day travel plans with flights, hotels, transfers, and activities. Clients visualize their entire trip from departure to return with timing and inclusions clearly outlined.
Transparent Pricing
Break down costs for airfare, accommodations, transfers, and excursions. Show per-person rates with built-in formulas that handle calculations automatically.
Package Tier Options
Offer budget, standard, and luxury packages at different price points. Let clients choose accommodation levels and inclusions that fit their preferences.
Clear Terms & Policies
Include deposits, payment deadlines, cancellation policies, and insurance recommendations. Set expectations upfront and reduce disputes later.
How to Create a Travel Quote in 4 Steps
Follow these simple steps to create your first quote
Gather Travel Requirements
Collect client preferences - destination, travel dates, group size, budget range, interests, and special needs. Understanding their dream trip helps you create winning proposals.
Research and Price Components
Check flights, hotels, tours, and activities. Get current rates from suppliers. Include taxes, fees, and your agency markup. Build accurate pricing that covers all costs plus your profit margin.
Build Complete Itinerary
Map out day-by-day activities with timing and logistics. Specify accommodations, meal plans, included tours, and free time. Detail matters - clients book trips they can visualize experiencing.
Present and Follow Up
Send your travel quotation template within 24-48 hours while excitement is high. Follow up with a call to answer questions, offer alternatives, and close the booking before they shop elsewhere.
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Try Invoice Mama FreeWhat to Include in Your Travel Quote
Common items and services you might bill for
Transportation & Flights
- Roundtrip airfare with airline, flight times, class of service
- Airport transfers (private car, shuttle, or taxi arrangements)
- Inter-city transportation (trains, domestic flights, ferries)
- Ground transportation (rental car, driver service, public transit)
- Baggage allowances and additional fee warnings
- Flight upgrade options and premium seating availability
Accommodations & Meals
- Hotel details (name, star rating, room type, amenities)
- Nightly rates and total accommodation costs
- Meal plans included (breakfast, half-board, all-inclusive)
- Room upgrade options (ocean view, suite, premium floors)
- Check-in and check-out times and policies
- Special requests (connecting rooms, accessible features)
Activities & Experiences
- Guided tours with descriptions and duration
- Entrance fees to attractions and national parks
- Optional excursions and adventure activities
- Cultural experiences and local entertainment
- Free time for independent exploration
- Activity difficulty levels and age restrictions
Booking Terms & Details
- Total package price per person and for group
- Deposit amount and due date for reservation
- Final payment deadline before departure
- Cancellation policy and refund terms
- Travel insurance recommendations and costs
- Quote validity period (typically 7-14 days for airfare)
Tips for Better Travel Quotes
Price Three Package Tiers
Always present budget, mid-range, and luxury options. Most clients choose the middle package, many upgrade to luxury. Single options leave money on table.
Include Visual Itineraries
Add hotel photos or destination images when possible. Visuals sell travel better than text. Clients who see themselves on the trip book faster.
Clarify What's Not Included
List exclusions clearly - passport fees, insurance, unspecified meals, tips. Prevent complaints later and builds trust with clients.
Set Quote Expiration Dates
Make quotes valid 7-14 days maximum. Travel prices change constantly. Short validity creates urgency and protects from rate increases.
Why Travel Agents Choose This Template
Move beyond templates and transform your invoicing workflow
Closes More Bookings
Professional presentation builds confidence. Detailed itineraries help clients visualize trips. Comprehensive quotes convert inquiries faster than basic email responses.
Saves Hours Weekly
Pre-formatted sections eliminate starting from scratch. Built-in formulas handle calculations. Spend less time on paperwork, more time serving clients.
Reduces Client Questions
Complete itineraries mean fewer follow-up calls. Clients understand costs and payment terms upfront. Clear communication prevents misunderstandings.
Looks Professional
Polished quotes position you as a legitimate professional. Detailed formatting demonstrates expertise. Professional appearance justifies service fees.
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Frequently Asked Questions
Everything you need to know about travel agency invoices
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