The sections, in order
| Section | What goes in it |
|---|---|
| Your agency | Logo, name, phone, email, GSTIN if registered. The customer should know at a glance who sent it. |
| Quotation details | A quotation number, the date, and a valid-until date. Rates move; the date protects you. |
| The customer and the trip | Name, destination, travel dates, nights, and the travellers: adults, and children with their ages. |
| Day by day | One line per day: where they go, what they do, where they sleep. |
| Hotels | City, hotel, room type, meal plan and nights for each stay. |
| Transport and flights | Vehicle type, private or shared, and whether flights are in or out. |
| Price | Per adult, per child and the trip total. Say whether GST is included, and for an overseas trip, that TCS is collected on top. |
| Inclusions and exclusions | What the price covers, and what it does not. Most disputes start in the gap between the two. |
| Payment schedule | Your own parts: how much, and by when. |
| Cancellation and terms | Your own terms, in plain words. |
Showing the price
Customers compare quotes per person, so lead with the price per adult and per child, then the trip total. Keep your costs off the quotation entirely: no supplier rates, no markup, no margin. A customer who sees a hotel's rate next to your total will ask why they should not book it themselves.
Say whether GST is included, and at what rate, as your CA advises. For an overseas package, say that TCS is collected on top at the rate in force on the payment date. From 1 April 2026 that rate is 2%; see the TCS guide.
Two sheets: what you cost, what they see
The template splits the work in two. The first sheet is your costing: each hotel, car and activity with its unit, quantity, your cost and your markup, as rupees or a percentage, line by line. It adds up your cost, your sell total and your margin. The second sheet is the quotation the customer sees, with the day-by-day plan, hotels, prices, inclusions and your terms, and none of your costs.
No numbers are filled in. The markup and price cells are blank on purpose. What you add on a hotel or a car is your call, trip by trip; a template that suggests a markup is doing your pricing for you. The pricing guide works through the arithmetic with example numbers.
Always give a validity date
Hotel and airline rates move, sometimes daily in season. A quotation without a validity date is a promise to hold a price you do not control. Choose a period your suppliers will hold, and write the date itself, not "valid for a week".
Send it as a PDF
Most customers read quotations on WhatsApp, on a phone. Send a PDF, not a spreadsheet or a long message: it keeps its layout, it looks like it came from a business, and it gets forwarded to the rest of the family as it is.
Or build it once, in Triplli
In Triplli the quotation is the estimate on the ticket. You add lines from your own catalogue with your cost and markup per line, and see the total and your margin as you type. The customer's PDF shows the price per adult, per child or the trip total, at the level of detail you choose, in your logo and colour, and never shows a cost. Start from a template of a trip you sell often and the days drop in, priced at your current rates. See quotations in Triplli.
