Tour Package Quotation Format: Itinerary, Costs and Sample
Tour package quotation format with itinerary, per-person pricing, hotel and transport lines, inclusions, exclusions, tax notes and a filled 5-night sample.
Five nights, two adults and a child, mountains and a lake, mid-range hotels, and a budget of around $2,000. A traveller who sends that enquiry to three agents will book with the one whose tour package quotation format makes the trip easiest to picture and the price easiest to trust. That means a day-by-day itinerary, a clear price per person, and a plain list of what is and is not included.
This guide shows how to structure a tour package quote, how to calculate per-person and group prices, a full sample for a 5-night trip, and the terms that protect you when hotel rates or availability change.
What a tour package quotation contains
A tour package quotation is a written price offer for a bundled trip. It differs from a standard business quote in three ways: it is built around dates and an itinerary rather than items, prices are usually shown per person on a sharing basis, and the offer depends on third-party availability. A good format has these sections:
- Header: agency name and registration details, quote number, date, valid-until date, agent name and contact.
- Trip summary: destination, travel dates, number of nights, travellers (adults, children with ages), and package category (budget, standard, deluxe).
- Day-by-day itinerary: one or two lines per day.
- Hotels: city, hotel name or "similar", room type, number of rooms, meal plan.
- Transport: vehicle type, airport transfers, inter-city travel, flights if included.
- Price breakdown: per person by room-sharing basis, child prices, single supplement, total.
- Inclusions and exclusions.
- Payment and cancellation terms.
Common meal plan and room codes
Travellers often misread hotel codes. Spell them out on the quote:
| Code | Meaning |
|---|---|
| EP / RO | Room only, no meals |
| CP / BB | Room with breakfast |
| MAP / HB | Breakfast and dinner (half board) |
| AP / FB | Breakfast, lunch and dinner (full board) |
| Twin / double sharing | Two adults in one room; price shown per person |
| Extra bed (CWB) / child without bed (CNB) | Child or third adult pricing, usually lower than a full share |
How to price a tour package
Build the cost from the components, add margin, then convert to per-person prices. For a family of two adults and one child aged 8, 5 nights:
- Hotels: 2 nights in City A at $90 per room per night with breakfast = $180; 3 nights at a lakeside hotel at $110 per night with breakfast and dinner = $330. Child with extra bed: $20 per night x 5 = $100. Hotel total: $610.
- Transport: private sedan with driver for 6 days, including airport transfers: $85 per day x 6 = $510.
- Sightseeing: boat ride and entry tickets for 3 people: $95. Local guide for one full day: $60.
- Total cost: 610 + 510 + 95 + 60 = $1,275.
- Margin: 18% on cost = $229.50, rounded so the selling price is $1,505.
Now split it fairly. Adults share the room and the vehicle; the child pays for the extra bed and a share of tickets. A common approach: child price $255, adult price ($1,505 - $255) / 2 = $625 per adult on twin sharing. Show both the per-person prices and the $1,505 total so the client can check it.
Tour package quotation sample
| Blue Ridge Journeys - Tour Quotation TQ-26-0311 | 12 Nov 2026 | Valid until 17 Nov 2026 (subject to availability) | ||
|---|---|---|
| Guests: Mr and Mrs Khan + 1 child (age 8) | Dates: 14-19 Dec 2026 | Package: 5 nights / 6 days, Standard | ||
| Day | Itinerary | |
| Day 1 | Airport pickup, transfer to City A hotel, evening at leisure | |
| Day 2 | City A sightseeing with local guide (full day) | |
| Day 3 | Drive to the lake (approx. 4 hours), check in, sunset viewpoint | |
| Day 4 | Boat ride and village walk, afternoon free | |
| Day 5 | Day trip to the valley and waterfall | |
| Day 6 | Breakfast, drive back to the airport for departure | |
| Hotels | Room / meals | Nights |
| City A: Park View Hotel or similar | 1 deluxe double + extra bed, BB | 2 |
| Lakeside: Lake Crest Resort or similar | 1 deluxe double + extra bed, HB | 3 |
| Price | Per person | Amount |
| Adult, twin sharing | $625.00 x 2 | $1,250.00 |
| Child with extra bed (age 5-11) | $255.00 x 1 | $255.00 |
| Package total | $1,505.00 | |
| Applicable taxes | As per local law, shown on invoice | |
| Payment: 30% ($451.50) to confirm, balance 15 days before arrival. | ||
Check the math: 625 x 2 = 1,250; plus 255 = 1,505; 30% of 1,505 is 451.50.
Inclusions and exclusions
This is the section clients read twice. Be specific.
Inclusions: 5 nights' accommodation as listed; daily breakfast; dinner at the lakeside resort; private sedan with driver for all transfers and sightseeing as per itinerary, including fuel, tolls, parking and driver allowance; boat ride and listed entry tickets; local guide on Day 2.
Exclusions: flights; visa fees; travel insurance; lunches; meals not mentioned; camera fees; tips; optional activities; personal expenses; any cost arising from road closures, weather or flight delays; anything not listed under inclusions.
Taxes on tour packages
Tax treatment varies widely, so the quote should say whether prices include tax. Two common examples:
- India: tour operators commonly charge GST at 5% on the gross package value without claiming input tax credit, subject to conditions in the rate notification. The rate structure was revised in 2025, so confirm the current position; see our summary of the new GST rates and how to calculate GST on a bill.
- United Kingdom: businesses that buy in travel services and resell them as principals generally account for VAT on their margin under the Tour Operators' Margin Scheme (VAT Notice 709/5), rather than on the full selling price.
This section is general information, not tax advice; check with a qualified adviser for your situation.
Writing the itinerary section well
The itinerary is what the traveller imagines when they read your quote, so it deserves more care than a list of place names. A few practices make it both appealing and accurate:
- One headline per day, then one or two lines of detail. "Day 3: Drive to the lake (approx. 4 hours), sunset viewpoint" tells the reader what the day feels like and how long they will be in the car.
- Give approximate drive times for road transfers. Families with children and older travellers care about this more than anything else.
- Mark what is included that day. If the boat ride is included but the cable car is optional, say so in the day line, not only in the exclusions.
- Keep free time visible. "Afternoon at leisure" sets expectations and avoids complaints about an empty schedule.
- Note check-in and check-out times on arrival and departure days, especially with early flights.
For group quotations, add a pricing table by group size (for example 2, 4 and 6 travellers), because vehicle and guide costs are shared and the per-person price drops as the group grows. A sedan that costs $510 for the trip is $255 each for two people but $127.50 each for four, although four people may need a larger vehicle at a higher daily rate.
Quoting international travellers
Inbound operators often quote in USD or EUR. State the currency on every price line, say whether the price is fixed or converted on the payment date, and note who pays bank charges. If you are based in Pakistan or India and billing foreign guests, our guide to invoicing in USD from Pakistan and India covers how to show the foreign currency and local equivalents.
Terms to include
- Validity and availability: "Rates are valid until 17 Nov 2026 and subject to availability at the time of confirmation. No rooms are held until the deposit is received." See our guidance on choosing a quotation validity period.
- Cancellation scale: for example, more than 30 days before arrival: deposit retained; 15-30 days: 50% of package; under 15 days: 100%. Align this with what your hotels charge you.
- Changes: itinerary may be adjusted for weather, road conditions or safety, with equivalent services where possible.
- Hotel substitutions: "or similar" means a hotel of the same category.
- Peak-season surcharges: list known surcharges, such as holiday gala dinners, rather than adding them later.
Common mistakes
- Showing only a per-person price without saying "twin sharing", so a solo traveller expects the same rate.
- Leaving out child ages, which determine child pricing.
- Promising specific hotels without "or similar" during peak season.
- Long validity periods while hotels change rates weekly.
- No mention of tax, then adding it on the invoice.
From quotation to booking documents
When the traveller accepts, the paperwork follows a sequence: a booking confirmation once the deposit is in, hotel booking vouchers for each property, and a final travel agency invoice showing the package price, payments received and any tax. Use the same reference number across all of them.
You can lay out the price section of the quote in our invoice generator: enter each per-person line, add the itinerary in the notes field and download it as a PDF to send to the traveller. It is free to use and does not require registration.
Frequently asked questions
What is a tour package quotation?
A tour package quotation is a priced offer from a travel agent or tour operator for a complete trip. It lists the itinerary, hotels, room types, meals, transport, sightseeing, the price per person and in total, what is included and excluded, payment terms and the validity of the price. Once the traveller accepts and pays a deposit, the agent confirms bookings and later issues vouchers and an invoice.
How do you calculate a tour package price per person?
Add the cost of hotels, transport, sightseeing, guides and permits for the group, add your margin, then divide by the number of paying travellers. Hotels are usually priced per room, so a twin-sharing price per person is half the room cost. Single travellers pay a single supplement because they occupy a room alone. Show the per-person price and the total for the group.
What should be listed as exclusions in a tour quotation?
Common exclusions are international or domestic flights unless quoted, visa fees, travel insurance, meals not mentioned, entry tickets not listed, camera fees, tips, personal expenses such as laundry and phone calls, optional activities and any cost from events outside the operator's control such as weather delays. Listing these clearly avoids disputes when travellers are asked to pay locally.
How long is a tour package quotation valid?
Usually a short period, often 3 to 7 days, because hotel and airline availability and rates change quickly, especially in peak season. Many agents state that the price is subject to availability at the time of booking and is only fixed once the deposit is received and the services are confirmed. Print the exact expiry date on the quotation.
Is GST or VAT charged on tour packages?
It depends on the country. In India, tour operators commonly charge GST at 5% on the full package value without claiming input tax credit, subject to conditions; confirm the current rate with a tax adviser. In the UK, tour operators reselling travel as principals generally account for VAT on their margin under the Tour Operators' Margin Scheme. Other countries have their own rules.
Can I quote a tour package in foreign currency?
Yes. Agents serving international travellers often quote in USD or EUR. State the currency clearly, say whether the price is fixed or will be converted at the rate on the payment date, and note who bears bank or card charges. For local tax reporting you may still need to record the value in your home currency on the invoice.
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