TRAVEL PROPOSAL TEMPLATE
Prepared by Creo Proposals — creoproposals.com/blog/travel-agent-proposal-template

Replace everything in [SQUARE BRACKETS]. Delete any section that does not apply.

────────────────────────────────────────────────────────────────────────
1. COVER
────────────────────────────────────────────────────────────────────────
[TRIP TITLE — evocative, not descriptive. "Three Cities, One Anniversary"
beats "Italy Itinerary".]

Prepared for   [CLIENT NAME(S)]
Prepared by    [YOUR NAME], [YOUR AGENCY]
Dates          [DEPARTURE] – [RETURN]  ([N] nights)
Travelers      [N] ([e.g. 2 adults])

────────────────────────────────────────────────────────────────────────
2. A NOTE FROM YOU
────────────────────────────────────────────────────────────────────────
[Two or three sentences, written to them and not to everyone. Name the thing
they told you they wanted, and say how this trip answers it. This is the
section clients read most closely and the one most often skipped.]

Example:
"You said you wanted the anniversary to feel unhurried — one city per few
days, no early starts, and time to sit somewhere with a view. That is what
this is. Rome for the history, Florence for the art and the food, Venice
for the last two evenings, and nothing booked before 10am."

────────────────────────────────────────────────────────────────────────
3. THE TRIP AT A GLANCE
────────────────────────────────────────────────────────────────────────
[CITY 1]     [N] nights    [HOTEL NAME]
[CITY 2]     [N] nights    [HOTEL NAME]
[CITY 3]     [N] nights    [HOTEL NAME]

────────────────────────────────────────────────────────────────────────
4. DAY BY DAY
────────────────────────────────────────────────────────────────────────
DAY [N] — [DATE] — [SHORT TITLE: the day's experience, not the journey]

[Two or three sentences of narrative. Write what the day feels like, not
what is on the booking sheet. "Begin in Alfama, where the lanes climb
between tiled facades" rather than "Alfama walking tour, 3 hours".]

  • [Activity or transfer]
  • [Activity or transfer]

Hotel   [PROPERTY], [ROOM TYPE]
Meals   [What is included, or a suggestion for where to eat]

[Repeat for each day.]

────────────────────────────────────────────────────────────────────────
5. WHERE YOU WILL STAY
────────────────────────────────────────────────────────────────────────
[PROPERTY NAME] — [CITY]
[ROOM TYPE] · [N] nights
[Two sentences on why this property suits these travelers specifically.
Not the hotel's own marketing copy.]

[Repeat for each property.]

────────────────────────────────────────────────────────────────────────
6. WHAT IS INCLUDED
────────────────────────────────────────────────────────────────────────
INCLUDED
  • [e.g. All accommodation as listed]
  • [e.g. Private airport transfers]
  • [e.g. First-class rail between cities]
  • [e.g. Guided tours as described]

NOT INCLUDED
  • [e.g. International flights]
  • [e.g. Travel insurance]
  • [e.g. Meals not specified]
  • [e.g. Gratuities and personal spending]

────────────────────────────────────────────────────────────────────────
7. INVESTMENT
────────────────────────────────────────────────────────────────────────
Total            [CURRENCY][TOTAL]
Per person       [CURRENCY][TOTAL ÷ TRAVELERS]
Based on         [N] travelers

Deposit          [CURRENCY][AMOUNT]  due [DATE]
Balance          [CURRENCY][AMOUNT]  due [DATE]

[One line on what the price reflects, if it needs saying. Do not apologize
for the number.]

────────────────────────────────────────────────────────────────────────
8. NEXT STEPS
────────────────────────────────────────────────────────────────────────
[One clear action and a date. "Reply by [DATE] and I will hold the Rome
rooms" is a next step. "Let me know your thoughts" is not.]

────────────────────────────────────────────────────────────────────────
9. YOUR ADVISOR
────────────────────────────────────────────────────────────────────────
[YOUR NAME], [TITLE]
[AGENCY NAME]
[EMAIL] · [PHONE] · [WEBSITE]

────────────────────────────────────────────────────────────────────────
10. TERMS AND CONDITIONS
────────────────────────────────────────────────────────────────────────
[Your standard terms: deposit and balance schedule, cancellation policy,
what happens if a supplier changes something, insurance requirement,
passport and visa responsibility.]

────────────────────────────────────────────────────────────────────────
Guidance on filling this in, plus a worked example:
creoproposals.com/blog/travel-agent-proposal-template

To have this drafted for you from a short brief, or built from your
supplier invoices: creoproposals.com