# Travel quotation format: a free Excel template with per-person prices

> A free Excel quotation laid out day by day, with line totals, the party total and the price per adult, child and infant all worked out by formula, optional extras after the total, and a check that tells you when the per-person prices do not add up.

*Source: https://itravel.cloud/blog/travel-quotation-format · published Nov 1, 2026 · topic: Quoting & CRM*

A travel quotation format clients accept shows the trip day by day, the price for each kind of traveller, what is and is not included, optional extras priced after the total, and the date the price holds until. The free Excel template below does the arithmetic for you: line totals, the party total and the price per adult, child and infant, all by formula.

**Download:** [the Excel template](/downloads/templates/travel-quotation-template.xlsx) · [the PDF to print or preview](/downloads/templates/travel-quotation-template.pdf). The workbook has two sheets: Quotation, blank, and Example, filled in with made-up figures so you can watch the formulas work. Nothing of ours is printed on either.

## What the template looks like

| Block | What it holds | Worked out for you |
|---|---|---|
| Header | Your agency name and contacts, "Quotation" | |
| The facts | Number, issue date, valid until, client, trip, currency, travel dates, adults, children and ages, infants | Nights |
| Day by day | Ten lines: day, service, description, charged to, quantity, unit price | Each date; each line total |
| Price per person | Adult, child, infant | Every figure, and the party total |
| Check | One sentence | Whether the prices add up |
| Optional extras | Three lines | The total with every extra |
| Included and Not included | Three lines each | |
| Terms | Validity, payment, cancellation, how to accept | |

How to build the trip itself, and why each part is there, is covered in [how to build a day-by-day travel quotation](/blog/day-by-day-travel-quotation). This page is about the sheet.

## The column that drives the price per person

A spreadsheet that divides the party total by the number of travellers charges a child the same share of a double room as an adult. This template has a **Charged to** column instead, with four choices:

- **All**: shared equally by the adults and children, such as a private car or a private guide.
- **Adults**: shared by the adults only, such as the double room they sleep in.
- **Children**: shared by the children only, such as an extra bed.
- **Infants**: paid by infants only. Infants pay nothing on a line charged to All.

The price per adult is every All line divided by adults plus children, plus every Adults line divided by the adults. The child's price works the same way with the Children lines. Under the price, a check sentence confirms that the per-person prices add up to the services total, or says they do not, which happens when a priced line has no Charged to, or is charged to a group with nobody in it.

Here is the Example sheet, for two adults and one child of 8 on a four-day trip. Every figure is illustrative.

| Day | Service | Charged to | Qty × unit price | Line total |
|---|---|---|---|---|
| 1 | Arrival transfer, private car | All | 1 × 60 | 60 |
| 1 | Hotel, 3 nights, deluxe double, breakfast | Adults | 3 × 130 | 390 |
| 1 | Extra bed, 3 nights | Children | 3 × 25 | 75 |
| 2 | Full-day private city tour with lunch | All | 1 × 195 | 195 |
| 3 | At leisure | | | |
| 4 | Departure transfer, private car | All | 1 × 60 | 60 |
| | **Services total for the party** | | | **780** |

The All lines come to 315, so 105 for each of the three travellers. An adult pays 105 plus half of the 390 room, which is 300. The child pays 105 plus the 75 extra bed, which is 180. The party pays 2 × 300 + 180 = 780, the check agrees, and the evening cruise sits under Optional extras, adding 100 only if they take it.

## Field by field

**Quotation number and valid until.** One series for every quotation, and a validity date on every one; a price with no end date is a price you may have to honour months later. What happens after that date is yours to write under Terms.

**Currency, travel dates and the party.** One currency for the whole quotation. Type real dates and numbers over the bracketed placeholders, or the formulas stay blank. Children's ages are their ages on the travel date.

**Day by day.** Type the day number and the date fills itself in. Describe what the client gets, with no supplier names, and meal plans in words (the [travel trade glossary](/travel-trade-glossary) spells out the codes). Keep days at leisure as unpriced lines, so nothing looks forgotten.

**Unit price.** These are selling prices, already including your markup. Work out cost and margin in a separate costing sheet, from your [rate sheets](/blog/dmc-rate-sheets-contract-rates), with the markup rules in [net rates, markup and agent tiers](/blog/net-rates-markup-and-agent-tiers). The client's file should never contain your cost.

**Terms.** Payment schedule, cancellation policy and how to accept are placeholders on purpose. They are your policies; the template does not suggest any.

## How to fill it in

1. **Make a master once**: your name, contacts and footer, the terms you always use. Save it as an Excel template (.xltx).
2. **For each enquiry, start from the master** and fill the facts first: dates and the party drive the formulas.
3. **Enter the lines in the order of the trip**, setting Charged to on every priced line.
4. **Read the check sentence.** If it says the prices do not add up, look at Charged to and the party before you go further.
5. **Round the prices per person to your own policy**, if you round.
6. **Save as PDF and send the PDF**, and keep the workbook with the enquiry. Follow up from there: [travel quotation follow-up](/blog/travel-quotation-follow-up) covers what to say and when.

## Common mistakes

- **Sending the workbook.** Hidden columns, formulas and any costing tab travel with the file. Send the PDF.
- **Typing over a formula.** A typed total stops following the lines.
- **Extras inside the total.** The headline looks dearer than it is, and the client cannot see what is optional.
- **No validity date**, or one that has already passed.
- **Editing a quotation the client already holds.** Save a new version, so you both know which one was accepted.
- **Lines priced in two currencies.**
- **A party changed after pricing**: a child added to the facts but not to the extra-bed line.

## What the iTravel CRM does instead

A spreadsheet works while one person quotes. The [iTravel travel CRM](/travel-crm-software) builds the same quotation day by day, with days dated from the start and stays spanning their nights, and prices it per traveller type: adult, child with a bed, child without a bed by age band, infant, single supplement and extra bed. Cost sits beside sell on every line and the margin is worked out, never typed, and neither ever reaches the client's copy. Options each carry their own total, with shared lines typed once and counted in every option. Optional extras sit after the total, and the client ticks the ones they want when accepting online. More than forty checks run before a quotation goes out, from a night with no hotel to a validity date already past; none of them stops you sending. A sent quotation is frozen: changing it starts a new version under the same reference, and the earlier one stays readable.

## Before you send the quotation

1. Started from the master; quotation number taken; validity date filled in.
2. Travel dates and the party typed as real dates and numbers.
3. Every night has a hotel; arrival and departure days have a transfer or say the client arranges it.
4. Charged to set on every priced line, and the check sentence says the prices add up.
5. Optional extras listed after the total, not in it.
6. Included and Not included written for this trip.
7. Your own validity, payment, cancellation and acceptance terms.
8. No cost, margin or supplier name anywhere on the page.
9. Saved and sent as a PDF.