free travel agent quote template

Travel Agent Quote Templates

With the advent of the internet, arranging overseas travel yourself became easy for most people. In fact, spending hours, days, and weeks researching your trip is part of the fun of a vacation for many of us. However, there are plenty of people who have neither the time, the skills, nor the inclination, to be their own travel agent. They want someone else to put together the perfect package for them, purpose-built to their taste. These aren’t people who will be contented to buy a vacation package straight off the shelf. They are interested in the details of their trip, but they just don’t want to bother to organize them for themselves.

What is a Travel Agent Quote?

A travel agent quote is a detailed breakdown of a complete vacation . Every aspect of the trip is outlined and priced. If there are alternative choices available, these are outlined. A quote should be comprehensive and should allow the client to decide whether this is the trip of their dreams or not.

When you prepare a quote, you have the opportunity to increase the profitability of your sale by adding in options that your client might not have thought of. For example, you might price extra days to extend the visit. You can suggest trips and experiences that your client might enjoy. Another good source of additional income can be upgraded to flights, other transportation, accommodation, and meals.

What is a Travel Agency Quote Template?

A travel agency quote template enables the person creating a travel quote to include and highlight every aspect of a potential trip . It acts as a reminder to include every cost item that might arise. Travel agency quote templates are readily available online and allow for quick and easy completion of a quote, with nothing left out. It makes for easy reading for the potential client; the client can see clearly how the final total is arrived at. A travel agency quote template is a useful marketing aid that shows your attention to detail and to the needs and wants of your client. It creates a professional document that reflects well on you and your company. It also enables clients to compare quotes easily. It also acts as an aid to the person creating the quote to ensure that every aspect of a trip is covered. Remember that once you have created a template, you can keep it and adapt it for use with other clients. It makes sense to store each template that you create so that you can build a library of complete trip quotes. In this way, you can quickly prepare a quote for new client trips – obviously with minor adjustments and price updates if needed.

What Should a Travel Agency Quote Template Contain?

• Your company name and contact details, and the name of the person responsible for the travel quote
• The name and contact details of the client
• A brief description of the trip, for example, “A trip for two to Santiago de Compostella, Spain, in September 2023.”
• The lifespan of the quote. For example, “this quote is valid until December 31st, 2022.”
• A clear specification of how many people the trip is for, and whether prices quoted are per person or for the number of people going on the trip.
• The prospective dates of the trip
• Any special requirements, for example, vegan meals or disabled access
• The destination or destinations
• The mode of travel. This will include the proposed carriers and the class of seating (economy, business, first class, etc.)
• Cruise details, if a cruise is to be part – or all – of the trip. This would include cabin options, shore trips, etc.
• Facilities available on flights, for example, meals, drinks, and entertainment
• Luggage limits and cost for extra items of luggage, if any
• Available upgrades and their cost
• The hotels and accommodations that are proposed, with links to enable the client to look at them. Usually, alternatives are given, and if the pricing is different, this should be made clear
• The meals are included in the quote. This is especially important if the trip is overseas, as what is generally offered in Europe, for example, may differ from what is generally expected in the US.
• A detailed itinerary giving times and dates. Times need to be given in local time, and this needs to be made clear.
• If the trip is to a number of places, transportation options between destinations should be given.
• Optional visits, excursions, and experiences should be offered, including price, duration, and level of fitness required, if relevant. Links to visits and experiences should be included to enable the client to decide if it’s something that they would enjoy
• Insurance costs, including cancellation insurance due to covid-19.
• Covid-19 requirements both on leaving the country, entering the destination country, and returning to the home country.
• Any visa or other documentation requirements.
• Any health requirements, for example, vaccinations that may be stipulated by the destination country
• Any health recommendations, for example, malaria precautions
• Payment terms – when a deposit is required, when final payment must be made, and whether any elements are refundable if there is a cancellation
• Any applicable taxes should be shown separately
• Any provisos – for example, if airlines apply emergency fuel surcharges during the life of the quote, these would be added to the cost
• A grand total

What If I am a Traveler Looking for a Quote?

If you are a traveler seeking a quote for that trip of your dreams, you can use a travel quote template and send it to travel providers to have them price your trip for you. This is a very convenient way for you to easily compare the available deals. Be prepared for your travel expert to make suggestions – they may be able to find more cost-effective solutions for you. For example, it is usually less expensive to fly on some days of the week, and it isn’t always predictable what those days might be. Travel agents will have feedback from other clients, so they will be able to tell you, for example, “This hotel is very peaceful, but this hotel is much more lively.” This kind of information isn’t always obvious when you are just looking online or in a brochure.

How Long will It Take to Receive My Quote?

This depends on how complicated your request is. Allow a few days (1-2 Days) at minimum for the travel expert to collect all the information that you need.

Can I Get a Quote from More than One Agent?

Certainly, you can. In fact, being able to shop around is one of the big advantages of using a travel quote template. The cheapest quote might not be the best one to choose, of course – we also look for an innovative approach and responsiveness to your particular taste in travel.

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Travel Quotation Templates

Easily Adjust Adventure Schedules and Expenditures for Travelers with the Free Travel Quotation Templates on Template.net. You Can Add Inspirational Family Reviews with the Premade Content and Help Clients Achieve Life Journeys Like Those in Famous Wanderlust Books. Download a Quotation Format and Start Gaining Customers with Your Quick Service!

• Travel Agency Templates
• Travel Agency Ad
• Travel Agency Brochure
• Travel Agency Card
• Travel Agency Facebook
• Travel Agency Flyer
• Travel Agency Instagram
• Travel Agency Invoice
• Travel Agency Letterhead
• Travel Agency Plan
• Travel Agency Proposal
• Travel Agency Reopening
• Travel Agency Story
• Travel Agent
• Travel Banner
• Travel Billboard
• Travel Blog
• Travel Blog Post
• Travel Brand
• Travel Brochure
• Travel Budget
• Travel Card
• Travel Chart
• Travel Checklist
• Travel Company
• Travel Consultant
• Travel Cover
• Travel Destination
• Travel Discount
• Travel DL Card
• Travel Expense
• Travel Expense Report
• Travel Facebook
• Travel Facebook Post
• Travel FlowChart
• Travel Flyer
• Travel Gantt Chart
• Travel Guide
• Travel Image
• Travel Influencer
• Travel Instagram
• Travel Instagram Post
• Travel Instagram Story
• Travel Insurance
• Travel Invoice
• Travel Itinerary
• Travel Letter
• Travel Letterhead
• Travel Linkedin
• Travel LookBook
• Travel Magazine
• Travel Offer
• Travel Organizational Chart
• Travel Pinterest
• Travel Planner
• Travel Policy
• Travel Post
• Travel Postcard
• Travel Poster
• Travel Proposal
• Travel Quotation
• Travel Quote
• Travel Rack Card
• Travel Resort
• Travel Rollup Banner
• Travel Schedule
• Travel Snapchat
• Travel Social Media
• Travel Ticket
• Travel Tour
• Travel Tourism
• Travel Trend
• Travel Tumblr
• Travel Twitter
• Travel Video
• Travel Voucher
• Travel Whatsapp
• Travel Youtube

Get to create a perfect travel quote or bid to use for your travel agency using a sample of our travel quotation templates. Provide your customers with a document that describes explicitly the travel offers and the corresponding costs offered by your agency. These quotation templates are 100% customizable and easily editable in all file formats, such as Google Docs , Google Sheets , MS Excel , MS Word , Numbers , and Apple Pages . On top of that, each template comes with preformatted content, a well-designed quotation format, and high-quality images that you can either use to your advantage or change to more appropriate information. Easy to download and print, perfect for commercial as well as personal printing. Hurry! Download one from our list of ready-made travel quotation templates for free today!

What is a Travel Quotation?

A quotation is a type of document a vendor, seller, or service provider would give to a client or customer. This document generally lists the goods, products, or services with the corresponding costs. The term “quotation” is used interchangeably with a bid proposal , a quote, an estimate, or a tender. Usually, this document is prepared upon the quotation request of a customer.

Like travel invoices , a travel quotation is one type of quote that deals with services relating to travel, adventure, trip, or tour. The travel agencies typically provide them.

How to Create a Travel Quotation

If you’re running a travel agency and you would need travel quotation templates to customize, then, you’re on the right track. Create stunning and professional business quotations using our ready-made travel quotation templates. To help you with preparing a business quote, like travel quotations, consider the tips provided for you below:

1. The Tools You Need

The tools to be used can be of any word processor or spreadsheet software program to create a quotation. If you’re using a computer, you can use Microsoft Word, Publisher, and Excel. Also, these templates can be edited in Google docs and Adobe file formats. Nevertheless, if you’re a Mac user, you need to edit it using Apple Pages and Numbers. Whatever device you are using right now, make sure you have either of the mentioned word processors and spreadsheet software programs.

2. The Templates to Download

Template.net has a wide variety of quotation templates that you can download and edit for free. In choosing a template, consider the design. Make sure it represents the brand of your travel agency.

3. The Travel Quotation Header

On top of your travel quotation document are the relevant information that must be written accordingly. The information may include the word “Quotation,” the letterhead, the quotation number, the quotation date, the terms of payment, and the customer’s name and address. Like most letter writings , these things are crucial and should be put to details formally and professionally.

4. The Travel Quotation Body

The body of the quotation, in general, involves a thorough description of the goods or products supplied, the quantity of the products, the price per unit, and the total amount for individual commodities. In the case of travel services, the scope of work and the cost of travel should be described in the travel quotation body. To avoid confusion, you have to be as specific as possible. In doing this, you need a separate sheet/sheets to attach containing drawings or other specifications that would greatly help to make things more precise and understandable.

5. The Travel Quotation Footer

The travel quotation footer must include the total amount of business services, tax amount and total after tax (if applicable), the validity of the travel quote, travel agency authorized signature (if necessary), and other instructions and policies.

It is important to note that you have to seek legal advice when drafting a travel quote, especially on the aspect of drafting the terms and conditions.

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Travel agency quote template

Download our free quote template and input your details.

Do you need to provide your customer with a rapid quote? Save time by using our free quote template (available in both Word and Excel formats). You can also follow our tips for sending a quote that complies with the industry regulations.

Free Travel Agency Quote Template

You can access a free Word or Excel quote template down below:

• Word Quote template here
• Excel Quote template here

For those looking for a PDF quote template, you can download our Word doc quote template above and save the file as a PDF using the print function. 

How to complete the quote template?

This quote template can be adapted to meet the needs of your travel agency. To do so, download the quote template in the format that suits and insert the key elements including your name, company name, customers name and current date. Quotes must be numbered one after each other with a unique number.

After this, you can designate the services/products sold as well as the quantity and unit price. The total excluding tax should represent the quantity x the unit price excluding tax (this total is calculated automatically in the Excel quote template but not in the Word template). Then ensure check that the total of the estimate represents the sum of the products or services.

Once completed, all you have to do is print it and send it to your client.

Sample quote

The following is an example of a completed quotation for a fictional company that needs to send a quote to a fictional client.

What details should be included on a travel agency quote?

Any financial costings for work yet to be conducted can be referred to as an estimate (or quotation). As a result, it is fixed, and after it has been acknowledged by the client, it should not be modified in any way (except if the client changes the quantity or kind of work that is necessary, or should you find anything that is beyond the range of what was negotiated upon).

The following components should be included in a quote:

• The information about the consumer
• Job description
• Exhaustive cost-breakdown information
• Services that are covered and those that are not
• A comprehensive description of the process through which you accomplished the breakdown
• Conditions and terms of use
• Date when the price will be calculated and shown in the quotation
• Provision for signatures and a stamp of approval

Is a quotation enforceable under the law?

A quotation is not the same thing as a legally enforceable contract. According to the principles of contract law, only offers are regarded as being legally binding, and a quotation is not the same thing. Having said that, accepting a quotation has the potential to initiate the formation of a legally enforceable deal if certain requirements are met. For a deal to be legally binding, it is necessary for both parties to concede that they will give something up.

The following are the steps that need to be taken before a quotation may be turned into a contract:

• The quotation is sent in by the supplier to the customer.
• The customer decides to go ahead and place an order after accepting the estimate.
• The order is accepted by the provider.

To illustrate, a florist may send a customer an email including a written quotation for $2,000 for one day of flower labor. The customer responds to the quotation with an email stating that they accept it and want to go through with the transaction.

The florist sends another email to the customer to express their gratitude and reaffirm that they will deliver the job on the agreed upon date and charge $2,000 for it. At this point, there is a contract in place that is legally enforceable.

Quote template alternatives

Utilizing a quotation template is an efficient and straightforward way to get your work done. However, since the data and client information are entered manually, mistakes are possible, and the danger of making an error with either your customers’ information or your own company’s facts is clear.

We strongly suggest that  you use accounting software  instead so that you can generate quotations that are trustworthy, consistent, and seem professional.

You’ll be able to generate accurate quotes and take use of a wide variety of other time-saving features for a monthly fee that ranges from a few dollars to dozens of dollars. These benefits include the following:

• Customer management
• Personalized estimates and bills
• Suppliers management
• Statement of deposits and withdrawals from the bank
• Tax calculation
• Document storage
• Invoices that have been published become automatically numbered.
• Automation of clerical and administrative processes (Tax)
• Continuity in the processing of payments via a bank
• Online bill payment

Is a travel agency quote binding?

A travel agency quote should not be treated as legal contract. On the other hand, there are circumstances in which accepting a quotation becomes a legally enforceable deal. In order to construct a legally binding agreement, both parties must be willing to make certain concessions.

What happens once a travel agency quote is sent?

After submitting a travel agency quote, you will have to wait for a response from the client. Customers sign quotes once they either accept them as-is or request and approve revisions. After selecting an  appropriate invoice template , your company can quickly send an invoice to the customer in order to collect payment.

What should a travel agency quote template include?

A travel agency quotation should contain client information, a work description, an entire cost analysis, activities incorporated and excluded, materials to be added, contract terms, a date for signing and approval, and a place for signing and authorization.

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Travel agent quote form template

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Travel agent quote form FAQs:

How do i make my travel agency more digital.

Start with a great website. Your website is one of the most important tools in your sales and marketing toolkit when trying to get new customers. You need to provide simple ways for people to get in touch or register interest in your services. This is where Typeform can help. An online form can enable your travel agency to collect leads and provide quotes to customers in a single, smooth interaction.

How do I generate leads from my website?

Create a simple form. Use our template as a starting point and customize it to suit your needs.

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Start generating leads!

It really is that easy. Once you’ve got your new contacts, use the information they provided to turn them into customers. With a travel agent quote form, you can use your form to learn about their dream trip and get back to them with a special offer.

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