Travel Quotation Format: The Complete Template for Indian Agents

Your quotation is your first impression. Before clients meet you, before they see your office or website - they see your quote. A well-structured quotation signals professionalism, builds trust, and increases your conversion rate.

This guide gives you the exact format that converts, with examples specific to Indian travel agents.

Why Format Matters

The same ₹2,50,000 Maldives package can look like:

Agent A (WhatsApp message):

"Maldives 4N5D - ₹2.5L per couple. Includes flights, hotel, transfers. GST extra. Let me know."

Agent B (Branded PDF):

• Cover page with destination photo and client name
• Day-by-day itinerary with activities
• Hotel details with room photos
• Clear pricing table with inclusions/exclusions
• Terms and conditions

Same price. Same package. Agent B converts at 2–3x the rate.

The Essential Quotation Structure

1. Cover Page

Must include:

• Your company name and logo
• Destination photo (high-quality)
• Trip title: "Maldives Honeymoon - 4 Nights / 5 Days"
• Client name: "Prepared for Mr. & Mrs. Sharma"
• Date of quotation

Pro tip: Personalizing with the client's name makes them feel the quote was crafted for them, not copy-pasted.

2. Trip Overview

A quick summary table:

3. Day-by-Day Itinerary

This is the heart of your quotation:

Day 1 - Arrival in Malé + Transfer to Maafushi

• Arrive Malé (flight AI-456, 14:30)
• Speed boat transfer to Maafushi Island (35 min)
• Check-in at Arena Beach Hotel (Deluxe Sea View)
• Evening: Sunset dolphin cruise (complimentary)
• Dinner at resort

Day 2 - Maafushi Island Activities

• Breakfast at hotel
• Morning: Snorkelling trip to Banana Reef
• Lunch at local restaurant
• Afternoon: Water sports (jet ski, parasailing)
• Evening: Free time, beach walk
• Dinner at hotel

Day 3 - Transfer to Resort Island

• Breakfast at hotel, check-out
• Speed boat to resort island
• Check-in at Centara Ras Fushi (Overwater Villa)
• Afternoon: Spa treatment (couples)
• Sunset dinner on private deck

... (continue for each day)

4. Accommodation Details

For each property:

• Hotel/resort name and star rating
• Room type and view
• Key amenities (pool, spa, beach access)
• 1–2 photos
• Check-in / check-out dates

5. Pricing Table

Clear, detailed, no ambiguity:

6. Inclusions

• ✅ Return economy class flights (Delhi–Malé)
• ✅ 2 nights Maafushi with breakfast
• ✅ 2 nights Resort Island (All-Inclusive)
• ✅ All inter-island transfers by speed boat
• ✅ Dolphin cruise, snorkelling trip, water sports
• ✅ Couples spa treatment (60 min)
• ✅ Airport assistance on arrival
• ✅ All applicable taxes (GST)

7. Exclusions

• ❌ Visa fees (if applicable)
• ❌ Travel insurance
• ❌ Personal expenses (minibar, shopping, tips)
• ❌ Meals not mentioned in itinerary
• ❌ Optional excursions not listed above
• ❌ Early check-in / late check-out (subject to availability)

8. Terms & Conditions

• Payment: 50% advance on confirmation, balance 15 days before travel
• Cancellation: Full refund if 30+ days before; 25% deduction if 15–29 days; 50% deduction if 7–14 days; No refund within 7 days
• Amendments: One free revision to the itinerary; additional revisions charged at ₹500 each
• Price validity: Rates valid for 7 days from quotation date; subject to availability
• Travel insurance: Strongly recommended (not included in package)
• Force majeure: Neither party liable for cancellations due to natural disasters, airline strikes, or government restrictions

9. About Your Agency

• Company name and IATA/registration details
• Contact information
• Brief tagline or value proposition
• "Plan with confidence - 500+ happy travellers"

Common Pricing Mistakes

1. Not showing the breakdown

Clients want to know what they're paying for. "₹2.5 lakh all-inclusive" invites questions. A detailed table preempts them.

2. Forgetting GST

Indian tour operators must charge 5% GST on the total package value. Show it clearly.

3. Ignoring TCS

For international packages above ₹7 lakh per financial year per buyer, TCS at 2% applies. Mention it in terms even if not applicable to this quote.

4. Hiding the per-person cost

Families think in per-person terms. Always show both total and per-person.

5. Vague exclusions

"All meals not mentioned" - be specific. Say "lunch on Day 2 and Day 3 not included."

Format Tips

Do:

• Use colour for section headers (matches your brand)
• Include actual hotel/destination photos
• Use check marks (✅) for inclusions and crosses (❌) for exclusions
• Number your pages
• Include your logo on every page (subtle, in header/footer)
• Save and send as PDF (never Word doc)

Don't:

• Use more than 2 fonts
• Make it longer than 8–10 pages for a leisure quote
• Include generic stock photos
• Use Comic Sans or decorative fonts
• Send as images on WhatsApp (hard to read, can't zoom)

Quotation Delivery

Best practices:

1. Send as PDF on WhatsApp with a brief message: "Hi [name], here's your [destination] package as discussed. Happy to adjust anything."
2. Follow up in 3 days if no response
3. Offer a quick call to walk through the quote
4. If the client has questions, revise the PDF (don't just text answers - update the document)

How TripDraft Automates This

Instead of spending 1–2 hours formatting a quote in Canva or Word:

1. Paste the client's WhatsApp message or brief
2. AI extracts: destination, dates, pax, budget, preferences
3. Edit the structured itinerary and pricing
4. Generate a branded PDF in your company's colours
5. Share via WhatsApp link - client views online or downloads

Every quote follows this professional format automatically. No template fiddling, no formatting battles.

Maaz is the founder of TripDraft. He works directly with Indian travel agents on quotation, costing and GST/TCS workflows.