A travel quotation is a legal document as much as it is a sales tool. Missing any of these 10 elements can lead to client disputes, payment delays, or lost bookings.
1. Your agency details
Company name, logo, address, phone, email, GSTIN, and IATA/TAAI membership number if applicable. This establishes credibility immediately.
2. Client details
Client name, contact number, and email. Personalisation matters - "Dear Priya" converts better than "Dear Client."
3. Quote validity period
Every quotation must have an expiry date. Standard is 72 hours. This creates urgency and protects you from price changes.
4. Destination and travel dates
Exact destination, check-in and check-out dates, and total duration. Ambiguity here leads to disputes.
5. Traveller details
Number of adults, children (with ages), and infants. Child pricing often differs - be explicit.
6. Day-wise itinerary
A day-by-day plan with hotel names, room types, meal plans, and key activities. This is what clients actually read.
7. Hotel details
Hotel name, category (3-star, 5-star), room type, meal plan (BB/HB/AI), and check-in/check-out times.
8. Inclusions and exclusions
What's included: flights, transfers, breakfast, sightseeing, visa assistance. What's excluded: visa fees, personal expenses, tips, travel insurance, anything not mentioned.
9. Pricing breakdown
Total package cost, per-adult price, per-child price, GST amount, and payment terms (advance percentage, balance due date).
10. Cancellation policy
Your cancellation charges by time period. This is legally important and protects you from last-minute cancellations.
Bonus: Terms and conditions
A brief T&C section covering force majeure, hotel substitution policy, and your liability limitations.
How TripDraft ensures completeness
TripDraft's block-based editor has dedicated blocks for each of these elements. When you build a quote, you can see at a glance which sections are missing. The AI parser pre-fills client details, dates, and destination from the enquiry text.