Aside from booking flights and hotels, arranging tours, and preparing the visa requirements and other documentation, another important job of a travel agent is to create a travel proposal or sometimes referred to as a travel itinerary. When clients turn to agents for help, travel agents usually asked for the client’s travel plans, like their destination, the length of stay, the particular tours they want to take, and other special requests. Each client can be unique, so this is why travel agents would need to prepare a proposal that would suit their tastes and needs. But of course, a travel proposal isn’t limited to travel agencies to use. In some cases, a travel proposal is a document created for those who need funding from other entities. So this can be used for academic, creative, and humanitarian purposes. To know more about this, let us discuss this further below. And if need to start preparing this document, we’ve got a list of free travel proposal samples that are available for download on this page. Please don’t forget to check it out!

10+ Travel Proposal Samples

1. Travel Proposal Template

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2. Travel Grant Proposal Template

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3. Travel Business Proposal Template

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4. On-Call Travel Monitoring Program Proposal

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5. Travel Demand Model Update Proposal

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Size: 720 KB

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6. Participant Travel Accident Insurance Proposal

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Size: 924 KB

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7. Travel Agency Coordination Proposal

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8. Travel Management Company Proposal

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9. Request for Proposal from Travel Vendor

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10. Official Travel Service Partner Proposal

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11. Travel and Tour Agent Proposal

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What Is a Travel Proposal?

As mentioned, a travel proposal can serve a lot of purposes, as this can be used to seek out funding, for travel agents to forward to their clients, or for corporate travelers than needs approval for their business travel. This type of proposal would usually comprise the proposed itinerary, the budget, the reason or purpose for travel, and other special requirements needed for the travel. The more complex the travel requirements are the more detailed the travel proposal would be. And it can take time for agents to reply to your request as they too have to double-check availability and confirm rates with their suppliers and vendors.

How To Create a Travel Proposal?

Preparing a travel proposal whether you aim to seek funding or approval for a budget, or reply to your clients isn’t hard to do as long as you have the requirements and information. All you need to do know is to formulate the proposal into something that will help convince your reader to go on with your plan. As proposals are meant to appeal to and persuade stakeholders or clients. And for you to do so, you need to include the following basic elements of a travel proposal.

I. Proposed Travel Itinerary

Every travel proposal needs a travel itinerary, this is the day-to-day schedule of the traveler. Whether he or she travels by land, air, or sea this must be included in the proposal. Apart from that the accommodations and if tours are required then a detailed description of each must be provided. Some would even go to the lengths of including the number of hours of travel or for the tours. Hotels are often described to give first-time travelers an idea of where they will be staying. Attached some photographs so the client may be able to get an idea of the destination and the hotels they will be staying in.

II. Pricing / Budget

A travel agent can offer a package price for the entire proposed itinerary but there may be some clients who would wish for a breakdown. Perhaps they need a separate rate for optional tours which they may decide later on. Also, agents may provide a list of hotels or airlines as alternatives for the client to choose from.

Now, if you are preparing a travel proposal for the purpose of funding, then you need to include a proposed budget including a detailed explanation for your travel plan.

III. Travel Insurance

Nowadays, it is quite important to include travel insurance in your proposal. We can never tell if the traveler’s luggage gets lost in transit, there are major flight disruptions and delays, or worst-case scenario an accident or emergency might occur.

IV. Special Requests

If the client expressed that they require any other special requests that are not normally included in a tour package, then make sure to include this in the proposal. Perhaps they are requesting to dine in a specialty restaurant, or one of the travelers wished to hold a small private meeting. Anything of the sort will be appreciated by the reader.

V. Documentation

Make sure to address issues of any border restrictions on the countries the client would wish to travel to. In this case, you must check their passports, if visas are needed, and other important details such as vaccines.

VI. Terms and Conditions

Arranging for a travel package can be tricky at times, most especially for complex itineraries and countries with border restrictions. So it is important to let your client know the obligations you both have, which is why you need to have clear-cut terms and agreement section.

FAQs

What Is a Travel Itinerary?

This is a detailed schedule of travel plans which consists of destinations, flight schedules, day-to-day activities and etc.

How Is DIY Travel any different than going to a Travel Agency?

DIY Travel can give you more free reign on where you want to go and helps you save costs. But nowadays, travel agencies are able to customize and find cheaper alternatives as well. They can also assist you better if you have any questions as they are an expert in their field.

What Are the Common Border Restrictions Imposed by Countries?

Before Covid-19, some common border restrictions by country are visas to be issued on specific nationalities, then some countries do require certain vaccines for yellow fever or a test for HIV and the such. You will need to check with the embassy for clarifications to make sure you have the right information.

Remember, a well-crafted travel proposal will help you get the clients you need so make sure you’ve got everything covered. To make it easier for you to prepare, download our free samples above.

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