Tour package quotation format: the full template

Search "tour package quotation format word" and the results are template mills: generic fill-in-the-blank PDFs, a stranger's Kashmir quotation uploaded to Scribd, invoicing software trying to sell you a subscription. None of them are built for what your agency actually quotes: per-person FIT pricing next to group net rates, a hotel category disclaimer, and the one line that protects you when a hotel sells out before the client's advance clears.

This post is the format, not the pitch. If you want to know why one quotation gets a "yes, sending advance" reply and another gets ghosted, read a tour quotation format that actually converts, which covers sequencing, framing and follow-up. This one is the copy-paste skeleton underneath that strategy: every field, in order, annotated, ready to drop into Word, export as PDF, or paste into WhatsApp.

Three ready variants follow the template: honeymoon FIT, family package, and group departure. Same skeleton, different fields emphasised.

What a tour quotation must contain, at minimum

A tour quotation must carry your business name and address, the client's details, a description of what's being sold, per-unit pricing, applicable taxes, the net payable amount, and your payment terms and conditions, according to TopNotepad's quotation format guide. Miss any of these and the document reads as an estimate a client can argue with later, not a commitment either side can hold up.

Everything below builds on that base, adapted for how Indian operators actually quote: per-person twin-sharing rates, hotel category tiers instead of fixed room numbers, and a validity window that expires before your net rates do.

The full template (Word and WhatsApp-ready)

Copy this into a Word document for a formal PDF, or strip the table into plain lines for WhatsApp. Every bracketed field is something you fill in per enquiry.

[AGENCY NAME]
[Address, City, State] | GSTIN: [XXXXXXXXXXXXX]
Phone: [number] | Email: [email]

TOUR QUOTATION

Quotation No.: [Q-2026-0142]        Date: [DD/MM/YYYY]
Valid until: [DD/MM/YYYY]

To: [Client Name]
Phone/Email: [client contact]
Destination: [Destination / Circuit]
Travel dates: [DD/MM/YYYY] to [DD/MM/YYYY] ([X] nights)
Pax: [A] Adults, [B] Children (age [X-Y])

Itinerary reference: As shared separately on [date] / attached below

PACKAGE COST

| Hotel Category      | Per Person (Twin Sharing) | Single Occupancy | Child (with bed) | Child (no bed) |
|----------------------|---------------------------|-------------------|-------------------|-----------------|
| [3-star / Standard]  | ₹[amount]                 | ₹[amount]         | ₹[amount]         | ₹[amount]       |
| [4-star / Deluxe]    | ₹[amount]                 | ₹[amount]         | ₹[amount]         | ₹[amount]       |
| [5-star / Premium]   | ₹[amount]                 | ₹[amount]         | ₹[amount]         | ₹[amount]       |

Subtotal: ₹[amount]
GST @ [5% / 18%, per applicability]: ₹[amount]
TOTAL QUOTED: ₹[amount] for [X] pax

INCLUSIONS
- Accommodation: [X] nights as per category chosen, on [meal plan]
- Transport: [vehicle type] for [sightseeing days / airport transfers]
- [Sightseeing / entry tickets, as applicable]
- [Any other confirmed inclusion]

EXCLUSIONS
- Airfare / train fare (quoted separately, if applicable)
- Personal expenses, tips, and anything not listed under Inclusions
- GST on any component billed separately
- Any cost arising from itinerary changes at the client's request
- [Anything destination-specific: entry permits, adventure activity insurance, etc.]

HOTEL CATEGORY NOTE
Hotels named above are indicative of category and are confirmed only after advance
payment. If the specific property is sold out, an equivalent or better rated hotel
in the same category will be offered at no additional cost.

PAYMENT SCHEDULE
- Advance to confirm: [X]% (₹[amount]) within [X] days of this quotation
- Balance: [X]% due by [DD/MM/YYYY], before departure
- Payments via [bank transfer / UPI / payment link] to [account details]

RATES SUBJECT TO AVAILABILITY
Rates quoted are valid until [DD/MM/YYYY] and are subject to availability at the
time of confirmed booking. Hotel and airline rates can change without notice until
the advance is received and the booking is confirmed in writing.

CANCELLATION AND CHANGES
As per our standard cancellation policy, shared separately / attached. [Or:
summary of your policy's key slabs.]

Terms and conditions apply. See attached / overleaf.

For [AGENCY NAME]
[Authorised signatory name]

Line by line: what each field is actually doing

1. Quotation number and date. Gives you a paper trail if the client disputes what was quoted, and lets you track which version they're replying to when they've asked for three revisions.
2. Valid until. This is what makes "rates subject to availability" enforceable. Without an expiry date, a client can come back six weeks later expecting the same price on a hotel that's since sold out or raised its rack rate.
3. Per-person, twin sharing, as the default column. Indian buyers compare per-person numbers against competitor quotes. Total price belongs in the final row, not the headline, or the number looks inflated next to a rival's "per person" figure that's actually for the same trip.
4. Hotel category instead of a named property in the headline. Naming one specific hotel and then substituting it after payment is where cancellation-terms disputes start. Quoting the category, with the named hotel only as an indicative example, keeps you honest and covered.
5. GST line, shown even if you're on the 5% no-ITC scheme many operators run (confirm current applicability with your CA, as of 2026). A quotation without a visible tax line looks like it's hiding something, and it under-quotes what you'll actually invoice.
6. Exclusions listing airfare and personal expenses explicitly. Clients assume flights are included unless told otherwise. Spell it out even when it seems obvious.
7. The hotel category note. This single paragraph is the difference between "we substituted your hotel, here's your refund" and "you promised the Lake Palace and gave us a lodge," in a consumer forum complaint.
8. Payment schedule with actual dates, not just percentages. "50% advance, balance before departure" invites a client to pay balance the night before. A dated schedule doesn't.
9. Rates subject to availability, stated a second time near the bottom. Once in the header as an expiry date, once here as a standalone clause. This is the line that protects your margin when a supplier's net rate moves between quotation and confirmation.
10. Signatory line. Turns the document from "message from an agent" into something with an accountable name attached, which matters if it ever needs to survive a consumer court dispute.

Three variants: what actually changes

The skeleton above stays constant. What changes across trip types is which fields you lead with and which disclaimers you tighten.

Honeymoon FIT. Lead with single hotel category (usually deluxe or premium, quoted per couple rather than per person, since there's no group to average across). Add a line under Inclusions for anything romance-adjacent you're throwing in (candlelight dinner, room decoration) since these are margin-thin add-ons clients remember. Keep the validity window shorter, 5-7 days, since honeymoon dates rarely move once booked and hotel rates for peak wedding-season weekends shift fast.

Family package. The child pricing columns (with bed, no bed) do the real work here; families comparing your quote against a competitor's will scan straight to those two numbers. Add an explicit age cutoff for "child" pricing (a common approach is under 5, 5-11, and 12+ as adult) directly under the table, since disputes over "but he's only 11" are common and cheap to avoid with one clarifying line.

Group departure. Replace the per-person table with a tiered structure: rate per person at minimum group size, and a note on what happens if numbers fall short ("rates valid for minimum 15 pax; below this, rates recalculated and communicated before final confirmation"). Add a FOC (free-of-cost) seat line if you're offering one, since group organisers ask for this by default and prefer to see it stated rather than negotiated after the fact. For the arithmetic behind FOC seats and break-even numbers, see fixed departure maths.

Common questions

Per person or total price, which should you quote?

Lead with per-person, twin-sharing pricing in the headline table, since that's the number clients use to compare agencies, and put the total (per-person rate multiplied by pax count) in a clearly labelled row underneath. Quoting total-only for a family of four makes your price look higher than a competitor's per-person figure for the identical package, even when the underlying cost is the same.

What does "rates subject to availability" actually protect you from?

It protects you from being held to a quoted rate after the hotel or airline's price has moved and the client hasn't paid an advance to lock it in. Pair the clause with a stated validity date, since "subject to availability" without an expiry is weak: a client can reasonably argue the quote was still open. With both, you can honestly say the number changed because the booking window closed.

Do you need to show the GST line even on a 5% no-ITC package?

Yes. Quoting a tax-inclusive lump sum without a visible tax line looks like the number was picked to seem round rather than calculated, and it makes your invoice later look inconsistent with your quotation. For the mechanics of which rate applies to which kind of package, see the GST invoice format for travel agencies.

Should the quotation reference a separate itinerary document?

Yes, keep them separate. The quotation is a pricing and terms document; the itinerary is a day-wise sell document. Bundling both into one file makes edits harder when only the price needs to change, and it buries the commercial terms under sightseeing descriptions. If you don't already have a standing itinerary format, a tour itinerary template pairs directly with this quotation skeleton.

The short version

• Every quotation needs your business details, client details, per-unit price, tax, net amount, payment terms and a validity date, per TopNotepad's quotation format guide.
• Lead with per-person, twin-sharing pricing; put the total in a labelled row underneath, not the headline.
• Quote hotel category, not a named property, and state that an equivalent hotel may substitute if the named one sells out.
• State "rates subject to availability" twice: as an expiry date up top, and as a standalone clause near the payment section.
• Show the GST line even on the 5% no-ITC scheme many operators run; a tax-free-looking lump sum reads as imprecise, not simple.
• Adjust the skeleton by trip type: single-category pricing for honeymoon FIT, tight child-age cutoffs for family packages, and a stated minimum-pax clause for group departures.
• Keep the itinerary as a separate document from the quotation; one prices the trip, the other sells it.