Travel Agency Quotation Letter

Travel Agency Quotation Letter

Letters Kate

A quotation letter is a formal document written to specify the price of particular goods, products, or services. The letter can be written either by the buyer/client inquiring about the price tag or by the seller/service provider for submitting the quote as a response to the inquiry. A buyer or the prospective client can inquire for the price tag of any of the seller’s product or the service being offered by the service provider.

The structured format of the letter serves as a convenient way to initiate a discussion between a seller and a buyer. It also helps the buyer to make a rapid decision by comparing the letters submitted by other sellers.

Apart from the price tag, the letter also specifies the details of the inquired product or service, along with the details of the payment procedure, specifying the date to complete the payment transfer and other terms and conditions. The letter is not legally binding unless the buyer submitting the inquiry accepts the offer of the seller or service provider.  

Before submitting the quotation letter, there are a few things that need to be considered:

  • Ensuring adequate availability of the products requested by the buyer
  • Assessing the supply chain to highlight any additional cost that is likely to be incurred
  • Understanding the delivery channel, whether the customer/buyer would collect the requested product on their own or whether it needs to be delivered
  • Estimating the time required to process the various tasks in order to avoid any inconvenience in the timely delivery of a product or service
  • Evaluating the overhead cost and the service charges to ensure profit return

Let us assume that a travel agency, Anima Travels, has inquired about its service charges and is requested to submit a quotation letter. The below-mentioned tips could be practical for the travel agency to grasp the client’s attention and close the deal:

  • Understand the client’s requirements and needs clearly. If there is any ambiguity, contact the client for clarification before sharing the quotation letter.
  • While writing the letter, show gratitude to the client for showing interest in your agency’s services.
  • Introduce the agency by providing an overview of the agency’s vision.
  • Refer to the request of the client.
  • Tailor the details of the service package (for accommodation, travel, activities, and destination) as per the client’s request.
  • Mention terms and conditions (if any) – such as the timeline for tour dates, reservation dates, or the letter of acceptance.

Sample Travel Agency Quotation Letter

Date
Name of Addressee and designation
Address

Dear Mr./Ms. [X]

I appreciate your interest in the Anima Travels tour packages.

Anima Travels is a leading travel agency licensed by IATA and IFTA. We provide travel services to our clients and suffice their accommodation at an affordable price through a strong network,

Based on your request for quotation, we understand that you require tour package details inclusive of accommodation and visits to tourist sites for your company’s board meeting in Hong Kong, which will comprise 25 participants and be scheduled from April 04, 20XX, to April 06, 20XX.

Our pricing details are mentioned below:

  • Promo Package – $[X] per person
    • Package includes: 3 days  and two nights at Hotel ABC ( 4-star hotel)
    • Daily breakfast
    • The fare from the airport to the hotel and back to the airport
    • Half-day city tour on Day 2, excluding entry fee of tourist sites
  • Premium Package – $[X] per person
    • Package includes: 3 days  and two nights at Hotel ABC (5-star hotel)
    • Daily breakfast and two days of hi-tea
    • The fare from the airport to the hotel and back to the airport
    • Half-day city tour on Day 2, excluding entry fee of tourist sites
  • Supreme Package – $[X] per person
    • Package includes: 3 days  and two nights at Hotel ABC  (5-star hotel)
    • Daily breakfast, dinner, and two days of hi-tea
    • The fare from the airport to the hotel and back to the airport
    • Half-day city tour on Day 2, including entry fee for tourist sites

Cancellation and Refund Policy

  • No cancellation fee will be charged within 24 hours of proposal acceptance.
  • A 10% cancellation fee will be charged in case of cancellation within 48 hours of proposal acceptance.
  • A 25% cancellation fee will be charged in case of cancellation within 72 hours of proposal acceptance.
  • A 50% cancellation fee will be charged in case of cancellation within 96 hours of proposal acceptance.
  • A 100% cancellation fee will be charged in case of cancellation after 96 hours of proposal acceptance.

For a detailed itinerary and any further information, please reach out to us.

I was hoping to hear from you soon.


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