# Travel quote template

This is a drafting aid for travel professionals. Complete it using checked supplier information and the customer's actual brief. Supply all required pre-contract information, applicable information forms and booking conditions through your agreed process. This template is not a complete legal document or a booking confirmation.

## Customer version

Agency: [trading name and contact information]

Your adviser: [name and contact route]

Quote reference: [reference] | Version: [version] | Prepared: [date and time]

Prepared for: [customer name]

Travellers: [adults, children and relevant ages at travel; avoid unnecessary personal data]

### The trip we have discussed

[Dates, duration and destination. Explain the customer's priorities and why this checked option fits. State the compromise they need to consider. Do not claim a personal visit or experience you have not had.]

### Your proposed arrangements

| Component | Checked detail | Status or outstanding point |
| --- | --- | --- |
| Outbound travel | Dates, route, operator, times, cabin and included baggage | |
| Return travel | Dates, route, operator, times, cabin and included baggage | |
| Accommodation | Property, room, occupancy, board and dates | |
| Transfer | Private/shared, route, passengers and arrangements | |
| Other included items | Exact inclusions and conditions | |
| Requests | State what is requested rather than confirmed | |

### Price and payment

Total for the travelling party: [currency and amount, with compulsory charges accounted for]

Per-person figure, if useful: [amount and occupancy basis]

Payable locally: [checked amount, currency and basis, or explain how any amount that cannot reasonably be calculated will be determined]

Optional extras outside the selected total: [description and price]

Deposit: [checked amount and due point]

Balance: [checked amount and due date]

Price checked: [date and time]

Availability and hold status: [state exactly whether inventory is held, by whom and until when; otherwise explain the recheck needed]

### Conditions and the next step

Organiser and agency roles: [correct legal/trading identities and roles]

Applicable booking conditions: [accessible link/document and version]

Required pre-contract information and forms: [correct documents for this sale]

Financial protection information: [verified information appropriate to the actual arrangement; never add a fictional ATOL number]

To proceed: [precise action, such as confirm the preferred option so the adviser can recheck availability]

To request a change: [reply route and information needed]

## Completed fictional example

**Training example only. Every business, property, price and arrangement below is fictional. Nothing is available to book. It illustrates presentation and arithmetic, not a legally complete quotation.**

Agency: Example Travel Training | Adviser: Sample Adviser

Reference: TRAIN-001 | Version: 1 | Prepared: 18 October 2026, 10:00

Prepared for: Sample Customer | Travellers: two adults

### The trip we have discussed

You asked for a quiet three-night break with breakfast and a private transfer. This fictional option uses a standard double room at Example Harbour Hotel, from 12 to 15 November 2026. Rail travel is outside the proposal and would be arranged separately. The property and dates are invented for training, with no destination recommendation intended.

### Proposed arrangements

| Component | Fictional detail | Status |
| --- | --- | --- |
| Accommodation | Example Harbour Hotel, standard double for two adults, three nights, breakfast | Not held; fictional |
| Transfer | Private return transfer between Example Station and the hotel for two adults | Not held; fictional |
| Exclusions | Travel to Example Station, lunches, dinners and activities | Outside this example |
| Request | Quiet room | Request only, not confirmed |

### Price and next step

Fictional accommodation price: £600. Fictional transfer price: £100. Total fictional price for two adults: £700, equivalent to £350 each when sharing. For this calculation only, assume these figures include all compulsory charges and there are no additional local charges.

An optional room upgrade is £90 for the stay. If selected, the revised total would be £790. For the standard-room example, the deposit is £140 and the remaining balance is £560; both are invented values with no actual payment obligation. No inventory is held and no payment should be made.

In a real quote, this section would identify the organiser, the agency's role, the applicable conditions and required information. The next action in the training scenario is to confirm whether the standard room or upgrade is preferred so an adviser can check the real booking details. This example must never be sent as a live offer.

## Internal checks before sending

Keep this section out of the customer version. Check the brief against the trip, confirm the source and timestamp for price and availability, verify the arithmetic and distinguish requests from confirmed features. Confirm that the required information, roles and conditions match the sale. Open the customer version on a phone and test the reply route.