how to write a business trip proposal

How to write a business trip proposal.

Learn how to write a business trip proposal that will get approved quickly so you can organize and confirm company-related travel.

There are many reasons to take business trips. You can attend conferences, visit other company locations, or just go on a team-building retreat. Of course, you won’t be going anywhere without your company’s approval. That’s where a business trip proposal comes in.

What’s a business trip proposal?

A business trip proposal is a document designed to convince management to let employees leave the office for work-related travel and to cover all (or at least most) of the travel expenses.

What to include in a business trip proposal.

If a business is going to pay for an employee’s trip, there needs to be a good reason. That’s why it’s important to include all the trip details (plus, a little persuasion), so the company can determine if it’s worth the investment.

Be sure to include at least the following information in your business trip proposal:

• Reasons for attending
• Destination and dates
• Names of company attendees
• Detailed itinerary
• Expenses, including hotel, airfare, rental cars, meals, and more

If you make a strong enough case, management will sign off on the business trip proposal so that you can finalize travel plans for yourself and your colleagues.

How to get faster business trip approvals.

To make sure there aren’t any miscommunications down the road, it’s best to get a signature on any business trip proposal. Once signed, it means you have the approval needed to not just propose the trip, but to confirm the details.

To make it easy to approve business trip proposals, use an e-signature software like Acrobat Sign. Your manager can add their legal signature with the click of a button right from their computer or nearly any mobile device.

Explore what more you can do with Acrobat Sign to make creating and approving business trip proposals fast and easy.

46+ SAMPLE Trip Proposal in PDF | MS Word

Trip Proposal | MS Word

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Travel Proposal Template

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Prepared by: ​ [Sender.FirstName] [Sender.LastName] ​ [Sender.Company] ​

Prepared for: ​ [Client.FirstName] [Client.LastName] ​ ​ [Client.Company] ​

About us and what we stand for

​ [Sender.Company] is the brainchild of [Sender.FirstName] and [Partner.FirstName] . Established in (Year), we began as a humble travel agency and have now grown into one of [Sender.Country] ’s most sought-after travel experience brands.

Our travel partners and portfolio reach far and wide. During the last five years, we have expanded to over (X) cities, (X) countries, and (X) continents — basically, we’re on our way to covering not only all the hottest travel destinations in the world, but also all the cool, hip and budding locales as well.

​ [Sender.Company] doesn’t believe in just fulfilling travel needs. Instead, we aim to provide full-fledged travel experiences. With us, you can be assured of stacking the best memories of your life.

Once embarking upon your trip, be prepared to forget the stress of daily life, and get ready to embrace an immersive adventure. Because, as the saying goes, when in Rome…..

Services we offer

​ [Sender.Company] has a wide variety of service offerings, including, but not limited to:

1. Holiday packages

From affordable to high-end travel — we have it all! These holiday packages are specifically created for families or individuals looking to explore new cities and countries.

2. Honeymoon packages

Airfare, car rentals, hotels, transfers, sightseeing, and experiences — everything is included in our honeymoon packages. Just take your pick and get transported to a heavenly destination.

3. Business travel

With over (X) years in the industry, [Sender.Company] knows and understands the needs of our business travel clients, and are hence prepared to help them fulfill all their business-related commitments.

4. Customized travel packages

If you’ve looking to book a travel experience like none other and need our help to make it come true — we’ve got you covered. Just let us know your requirements, and we’ll make it happen.

5. Forex money exchange

Leave the hassle of money exchange to us. We compare the best market rates to get you your money’s worth.

6. Visa sponsorship

Be it a scheduled or on-arrival visa, we make sure to provide assistance with visas so that our customers can easily reach the places they want, and have the experiences they’re expecting. (And then some!)

7. Travel insurance

While we plan for (and expect) everything to go right, no one knows for sure what might go wrong on a trip abroad. There are many variables to consider, and we’ve got travel insurance that covers them all.

8. Airfare booking and car rentals

Want our help with the best airfare and car rentals? Don’t worry, we’ve got you! Leave the stress of booking on us, and then explore the city on your own carefree time.

9. Travel arrangements for destination weddings

Destination weddings are all the hype, but the travel arrangements behind them can be a colossal drag. Instead of adding more stress to your wedding planning, share the guest list with us, and we’ll take care of the travel arrangements.

10. Sightseeing

Prefer to book your own hotel stays but want to explore the city with a local travel guide? [Sender.Company] now has the option to book only sightseeing trips too!

Client testimonials

Here’s what some of our clients had to say about our services

(Client Testimonial)

​ [Client.FirstName] [Client.LastName] ​

Our most popular travel destinations

European getaway.

Explore the breathtaking cities of Europe through our 15-day, all inclusive travel package. Perfect for families and individuals, this package will embark you on adventures in countries such as Britain, Switzerland, Italy, and Greece.

This package includes meals, sightseeing, hotel accommodations, flights, visa, and lots more. The offer is valid for clients flying from [Sender.City] between (X date) of (X month) and (X date) of (X month) .

Explore the cities of India

Take a trip to the stunning cities of India, visiting all the famous tourist attractions, such as the Taj Mahal in Agra, the Gateway of India in Mumbai, the backwaters of Kerala, and the pink city of Rajasthan. This trip is an 18-day, all inclusive adventure, and it includes meals, sightseeing, hotel accommodations, flights, visas, and lots more. The offer is valid for clients flying from [Sender.City] between (X date) of (X month) and (X date) of (X month) .

Have a fiesta in Mexico

¡Hola desde México! Welcome to the Valley of Mexico, home to beautiful, cosmopolitan Mexico City. Enjoy this luxurious adventure with family and friends for a total of 10 days. All hotels, flights, and visas are included. Food and sightseeing options are available as well. The offer for this travel destination is valid between (X date) of (X month) and (X date) of (X month) , and will only cost you (X) dollars.

Your travel overview

Per your request, we have sent you a high-end, exclusive package for a trip to South Africa. This travel package includes your complete travel itinerary: airfare, car rental, travel agent services, airport pickup and dropoff, hotel accommodations, meals, and visa sponsorship.

The itinerary takes into account your family of (X) ( (X) adults and (X) children), your specific travel requirements, and the travel dates you requested.

Custom tour itinerary and price

Flight lands in (X City) , South Africa, at (Time) . Our travel agent will pick you up from the airport and will drop you at [Name of the hotel] hotel. After this, the travel agent will explore the city’s gems with you.

Visit (X place) with our travel agent and continue sightseeing trips in the city.

You are free to discover the city at your own pace.

A travel agent will pick you up from the hotel and will drop you at the airport for your (Time) flight.

What’s included and excluded from your package

Included services.

Cost of travel insurance, visa, airfare, and all other mentioned services.

Taxes on all mentioned services.

Prices of entry to local sightseeing destinations mentioned in the itinerary.

Personal attention from a travel agent.

Excluded from the package

Any additional services that are not mentioned in the itinerary or services.

Any vaccination or other health tests required.

Any personal expenses, or costs incurred for shopping, eating, etc.

Any increase in airfare or visa expenses will be charged additionally.

Terms and conditions

​ [Client.Company] agrees that [Sender.Company] will only provide services listed in the itinerary. Anything above these services will be charged separately.

​ [Sender.Company] is not responsible for any damages and/or losses during the trip, including, but not limited to, ticket cancellation, lost baggage, non-issuance of visas.

Although [Sender.Company] may include a travel insurance in your package, [Client.Company] has been informed that the travel insurance company is a third party, and [Sender.Company] is not responsible for the insurance company’s actions, or any grievances that arrive due to their actions.

If [Client.Company] wishes to cancel the trip then they may get the full refund if they inform us no less than 90 days prior to scheduled departure date, a 50% refund if they inform us no less than 60 days prior to scheduled departure date, and a 20% refund if they inform us no less than 30 days prior to scheduled departure date.

​ [Client.Company] agrees that the contract will only be enforceable once the [Sender.Company] has been paid for the services, or begins with an EMI plan to pay for the service.

Any disputes or grievances that may arise will be addressed according to [Sender.Country] ’s local laws and jurisdictions.

​ [Sender.Company] is not responsible for [Client.Company] in case of a sudden war, calamity, or act of god.

Acceptance form and signatures

Please provide confirmation of agreeing to the services, price, and terms and conditions by signing the signature block below.

Care to rate this template?

Your rating will help others.

Thanks for your rate!

Useful resources

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How to write a Travel proposal?

January 18, 2021

minutes of reading

« He gave me the best proposal. »

Yes, that's what all your customers should say when talking about you.

They should also feel some excitement and satisfaction long before they leave with you!

So, how do you write an effective sales proposal to better sell your trip? 👀

On the other hand, one cannot count the number of documents published in the wind ... of proposals lost in advance ...

The proposal you will send to your prospect will be decisive for your agency's brand.

It is worth paying attention to it, so we will see how to put all the chances on your side!

1/ What is a travel proposal 🎯

The critical moment in the sale is the signing.

The writing of a commercial proposal is a necessary step to validate the customer's need and allow him to project himself with your services.

The commercial proposal is almost indispensable in the acquisition of customers. It is not a quote, which only mentions the budgetary and contractual aspect.

The commercial proposal will be read, compared with your competitors and shared internally who do not yet have an opinion of your company.

How does it look in the Tourism industry?

We are talking about selling dreams , so the proposal must stick to it! ✨

This commercial support will give a foretaste of the type of trips you propose, the values you convey, the care you take in your services and the identity of your company.

And since we buy the expertise of the Professional Organizer whether it is a traditional Travel Agency, a specialized Tour Operator, a Destination Receptive (DMC), an Event Agency, it must therefore be reflected in your proposal.

➡️ In summary, the proposal is :

• Specific to each of your customers (summary of needs, context...) ;
• An accessible and shared support ;
• The identity , know-how of your Agency: your difference ;
• The realization of your sale.

‍ 2/ How to write an effective travel proposal? 🚦

As a general rule, therefore, the proposal should be detailed, personalized, in line with your company's image, but some formats are better suited to the type of Travel you are selling & your target audience .

Depending on the type of Travel :

Selling a Tour is selling a detailed itinerary and program including transportation, accommodation, food & beverage and specific activities.

Presenting a good Tour proposal is:

• Describe the recommended program on a daily basis ; ‍
• Include an interactive map with the itinerary of the trip ; ‍
• Include a summary table of contents ; ‍
• Highlight several Destinations at the same time ; ‍
• Specify what is included and what is not included.

📜 Recommended format :

In order to properly describe the course of the trip, a Portrait document will be privileged by presenting, with a minimum of text and images, each step of the trip.

If the stay is of short duration then a document in Landscape will favor images to text.

💡 The plus:

Following the example of Voyageurs du monde the first, more and more software solutions allow to share the trip in a digital format (like Ezus, Tourwriter or others).

Private Trips

Selling a Private Travel is above all to sell a destination, a travel theme coupled with Agency services.

We address ourselves mainly to BtoC with individuals, groups of friends, families or couples with a more or less large budget:

• Adapt your visual to your target and your brand ; ‍
• Include quality photos/video ; ‍
• Write short paragraphs for a better memorization ; ‍
• Include services included ; ‍
• Propose different options ; ‍
• Highlight your Partners & Service Providers on site ; ‍
• Personalize the offer according to the Qualification Brief ; ‍
• Avoid a too voluminous proposal: about ten pages are enough. Your prospect lacks time and wants to get to the point ;
• Accompany the proposal with documents in appendices if necessary. ‍

In order to impress and project your client on his journey, form is sometimes worth more than substance. So adopt a landscape format with a minimum of text and a quality design.

💡 The plus :

Save time for your customer: already edit a quote, offer him plane tickets, make it easier for him to sign his registration form / sales contract. And don't forget to play on the agency's values & services which sometimes resemble concierge services! ‍

Business Travel, Conventions and Incentives

To sell Business Travel is to present a commercial proposal of quality, precise and specific to the needs of the company. The final customer is looking for a return on investment with HR, commercial or communication objectives. In general we are talking about the MICE sector (Meetings, Incentive, Conference, Exhibitions) with the possibility to address both Groups of all sizes (SMEs, ETIs and/or Large Groups) often on the themes of Reward Travel, Teambuilding, Seminars, Gala or Product Promotion; and both individual workers in the case of Travel Management / Business Trip. The best way to present a Business Travel proposal is :

• Customize the substance of the proposal according to the client's needs ; ‍
• Demonstrate adaptability, creativity and having the 'solution to everything ; ‍
• Respect a provided budget while presenting a Return on Investment: "your teams will come out more united"; "boost your sales forces with this seminar" ... ‍
• Include a table of contents to quickly and easily navigate through your games ; ‍
• Highlight your specialty, your competitive advantage.

📜 Recommended format : ‍ The traditional tool is Powerpoint and therefore the Landscape format will be the standard. Indeed it is advisable to follow the codes of the company by adopting a presentation support shareable within the team of the customer, accessible on various supports (computer, projectors, shelves...).

The form of your document should be more structured than in the case of a BtoC travel proposal.

Be responsive and available to go back and forth on your proposal during negotiation/validation. And take an interest in your client's corporate culture in order to stick to it as much as possible.

Honeymoon Trips

Selling a honeymoon is selling exceptional, unforgettable experiences for the happy designated couple!

The best way to present a honeymoon proposal is:

• Selling dreams, giving the impression of the journey of a life that will remain engraved in the memories ; ‍
• Propose comfort, unusual and the best standing (depending on the budget) ; ‍
• Integrate the needs of both people in order to best personalize and satisfy both participants ; ‍
• Highlight its history, expertise on this subject which requires certain values ; ‍
• Offer inclusive gifts, romantic moments & impeccable organization!

As in a Private Travel format, the Landscape format is largely prioritized because of the emphasis of its visuals etc...

Highlight the comments of your former customers. A tool like TripAdvisor, Google Reviews or Trustpilot allows you to centralize your reviews.

GIRs or departure Organized

To sell an organized departure is above all to sell an organization, an event to a group of individuals all gathered for the same passion.

Therefore, here are a few tips to ace a GIRs or Organized Departures proposition:

• Facilitate the reading of the Program and allow the participant to quickly validate his participation/registration; ‍
• Show the advantages of the group: social network, enthusiasts etc... ‍
• Allow everyone to have extras on demand; ‍
• Specify what is included or not included in the conditions of sale; ‍
• Highlight his specialty, his logistical expertise on this subject.

A portrait document does the trick in the case of GIRs with a detailed program. All the more so as the sale can often be made through particular distribution networks: associations, communities, already constituted groups, etc...

Allow easy sharing of travel documents (so that one participant can invite another, all the more viral if a discount is then applied). Manage the registration directly on its website.

Associative Travel

To sell an associative trip is to sell a trip of Groups on a topic or a particular need with generally an interlocutor having already identified the ins and outs of his trip.

‍ To present well a proposal of Associative Trips, it is thus :

• Customize as much as possible according to the needs and the chosen theme; ‍
• Reassuring in terms of logistics and included services; ‍
• Introduce the providers on site; ‍
• Identify what belongs to the management team and accompany them in their tasks.

Depending on the target group, choose a landscape format for professional or student associations, or rather a portrait format for thematic associations (sports, cultural). In the first case, the visual is more important, in the second it is often the description of the steps that will matter.

Keeping track of the history of exchanges and establishing a relationship of trust over time is the keystone.

According to your target:

And then especially logically, your commercial proposal of Travel will have to adapt in substance and form according to your target.

Some tips in this regard:

For Companies , know how to stand out from the competition in your services by developing specific, creative themes or an expertise of the destination. For Associations , develop a long term relationship of trust by mastering the specificities of your client. For Seniors , pay attention to details and include all your guarantees, services included and not included in your proposal. They will take more time to read and will put more emphasis on the support, security and seriousness of your agency. For Families & Groups of Friends , identify who is your main contact and help them to share your trip with other participants. The financial aspect will often be a determining factor compared to your competition.

3/ The 10 Commandments of a Proposal in the Journey ⚡️

1. respect the response time without rushing your work. ‍.

From a simple proposal, send within 24 hours. Take more time for a complex proposal. To be faster than your competitors, make sure you have simple and fast templates in place to generate business proposals. ‍

‍ 2. Make your customer travel from the first page!

Provide a quality visual to stand out and sell the dream from the first seconds of reading.

3. Don't neglect a summary page. 

If there is a page to read it is this one. The summary page summarizes all the elements, but the people who will read your proposal may not have followed the sales process from the beginning. The summary should include all of the information exchanged during the project review and allow them to easily understand the proposal. Ezus offers several templates that you can use as inspiration, or customize to your image. Book a demo !

4. Price is not enough: ‍

Your prospect needs to assess whether you understand his or her needs. This is the most delicate part for you because it is a question of evaluating your service in the best possible way so that it is accepted by the customer, without making concessions on your prices.

5. Personalization, tailor-made and à la carte! ‍

Try to replace your client's name with another one. If your document seems interchangeable, it is not targeted enough! Therefore you need to adapt your products and services according to your client's needs. This is the time to highlight your expertise as a project manager in order to present the right provider or the right services to your Prospect. Some of your customers already know in detail what they want for their trip, and some don't. For those, you can for example give them the opportunity to create their own personalized travel project by combining Typeform with Ezus. We tell you more in this article .

6. Project your client quickly.

‍ The proposal must allow you to act on it quickly ; it must therefore contain all the necessary elements in a single document: T&Cs, collection mandate, etc. Above all, the next steps must be clear.

7. Promote visual content.

Illustrate the travel proposal as much as possible with planning, tours, photos and videos. To avoid adding to the content of the commercial proposal, complete it with documents in appendices.

8. Reassure your client. ‍

Don't forget to include all the elements included and not included in your proposal. Include your background, expertise, and references to give credibility to your proposal. The terms and conditions of sale are also important.

9. Prioritize your customers. ‍

Don't waste too much time on a client who has contacted the entire market and/or is not yet sure to leave. Always evaluate your real chances beforehand so as not to waste your time.

10. Enjoy yourself.

‍ Share your passion!

Discover our examples of travel proposals and documents

They are easy to create, automated and reusable.

Come and discover them with a free personalized demo for you. Or be pleasantly surprised by some examples of travel documents made with Ezus on our Use Cases page.

You are not yet an Ezus customer?

With our software solution , divide by 2 your document generation time and have all your customized documents and travel administration at the same place. Find out how during a demonstration .

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A company trip is something that employees look forward to as part of their employment benefits but such a trip can also be a headache to those in charge of planning and coming up with company trip proposal .

Worse, you cannot just compile a rough draft that says proposal company trip – you have to think of all aspects and probably hit Google for company trip proposal examples plenty of times.

The good news is that you don’t have to waste too much time researching for the best company trip proposal sample because you have stumbled upon the right place to answer your woes! Skip the proposal planning hassle with the best company trip proposal template you can use right away – so let’s get started!

Table of Contents

How to plan your company trip proposal.

Failing to plan is planning to fail –  we all know that famous phrase commonly attributed to Benjamin Franklin, the father of time management. Hence, before you start writing a company trip proposal sample or draft, these are the things you have to consider and plan first:

1. Consider Travel Arrangements in Advance

You are planning and making travel arrangements for your company trip and not for a personal tour, so it is crucial to think in advance about how you would like the company trip to be, with purpose and suitability in mind. What are your travel dates? Is it going to be during peak season or off-peak season?

How are you and your colleagues going to travel – by bus, flight or other modes of transport? Do you plan to depart a day earlier than expected company trip day or on the day itself?

These are some of the questions you should be asking when coming up with proposal company trip . Also, you should be aware of your own company travel policy in case there are some rules that may affect your company trip proposal planning.

2.  Pick Accommodation Based on Price and Convenience

When it comes to any trip for company, travel convenience, location of accommodation and budget are among the biggest concerns. Be sure to address the following issues:

• What is my estimated budget for company trip?
• Which area or place to stay is best and closest to travel spots for company trip?
• Are food and amenities at the accommodation easily accessible at timings suited to your trip?
• Is it convenient to travel to and from the place of stay?

It is always advisable to choose a place of stay that is closer to your travel destination rather than a luxurious abode. Do take note of traffic details as well, such as the busiest times to travel on the road so that you can avoid spending most part of your company trip being stuck in traffic jams. Also, superiors are usually particular about money matters so check for the best accommodation package deal before you include in your company trip proposal .

3. Flesh out Company Trip Itinerary

A detailed itinerary is important to make sure your company trip goes well-planned and you are in control of the overall schedule. Think of it like a blueprint which entails every information necessary to ensure your company trip goes smoothly.

Your itinerary should outline specific dates and times, transport details, address of accommodation and travel reservations. Take care to give some time allowances in your company trip proposal schedule for breaks, travelling time and potential traffic delays.

4. Research Your Travel Destination

Apart from doing accommodation research, you should also find out more information about the travel destination for your company trip proposal .

Perhaps the travel destination is a place you are already familiar with but for unfamiliar territories, it is best to note down things like political situation, weather forecast, language, dress codes and the do’s and dont’s of visiting the place. Some destinations may be known to have higher pickpocketing or snatch theft incidents so remember to write those notes in your proposal as a reminder to keep an eye on electronic gadgets and other valuables throughout the trip.

Organising Company Trip

What happens next after you get your company trip proposal approved? It’s time to host it according to plan!

If you ever feel overwhelmed by the many aspects you have to take note when executing the approved proposal, the simplest way is to have a travel agency take care of all the travel arrangements for you. Feel free to contact us if you need help with company incentive tours !

What to Include in Proposal Company Trip?

Now that you know how to go about planning your company trip proposal, let’s get into compiling the document. These are the things you have to include in your company trip proposal sample :

• Objective: What is the purpose of hosting the company trip – is it for leisure only, teambuilding or heavily focused on picking up industry skills? Make sure the goals of the trip is clearly stated.
• Location: Where do you propose to organise the company trip – is it somewhere local or is this going to be held overseas? Where will the company staff be staying at? State all the specific places covered in the trip.
• Budget: What are the estimated costs for accommodation, transport, meals, reservations for travel destinations and other miscellaneous expenses? List a breakdown of possible expenditures that will be incurred.
• Itinerary: The main part of your document. What is the full programme for the trip? Write a detailed itinerary so that your superiors get a clear overall idea of duration and activities during the trip.

Company Trip Proposal Templates You Can Use Right Away

Company trip proposal examples – sample a, [title of your company trip proposal].

1.0 INTRODUCTION

The consideration of [Destination Name] is made in line with Visit Malaysia campaign by the Ministry of Tourism Malaysia. By choosing this venue, many benefits can be gained apart from minimising trip expenditures.

2.0 PURPOSE STATEMENT

The objective of this company trip is to [state your objective].

3.0 RESULTS AND DISCUSSION

3.1 [Destination Name]

3.1.1 [Destination Name] Features / Special Characteristics

[Destination Name] is a famous holiday destination to all Malaysians as well as foreign travellers. This place contains special characteristics which are suitable for our organisation where everyone will be entertained with, which are listed as follows:

•  [Feature 1]
•  [Feature 2]
• [Feature 3]

3.1.2 Proposed Itinerary

Day 1 – Depart from Company and Arrive at [Destination Name]

Date, day and time:

Day 3 – Depart from [Destination Name] and Arrive at Company

3.1.3 Travel arrangement

It is convenient to travel to [Destination Name] as transport is readily available and accessible. Employees will gather at the company on the first day of the trip before boarding [mode of transport] to [Destination Name].

3.1.4 Accommodation

[Destination Name] offers a wide range of accommodation to its visitors. Here are some suggestions on the places of stay to consider:

• [Accommodation 1 and brief details]
•  [Accommodation 2 and brief details]
• [Accommodation 3 and brief details]

3.1.5 Cost ( Estimate )

• Accommodation

3.2 Advantages and Disadvantages of Trip to [Destination Name]

3.2.1 Advantages

• [Advantage 1]
• [Advantage 2]
• [Advantage 3]

3.2.2 Disadvantages

• [Disadvantage 1]

3.3 Possible Risks in Travelling to [Destination Name]

There is no immediate risk posed in travelling to [Destination Name] whether in the aspects of politics, health and safety of employees.

4.0 CONCLUSION

[Destination Name] is a great place to travel to for our company trip as it is well-suited to our company trip objective as well as providing the opportunity for all employees to explore and gain new knowledge and experiences.

Company Trip Proposal Examples – Sample B

1.0 PROPOSED LOCATION

[Destination Name] is a famous holiday destination to all Malaysians as well as foreign travellers. This place contains attractions and activities suitable for our organisation’s company trip, which are listed as follows:

• [Feature 1]
• [Feature 2]

2.0 OBJECTIVE

3.0 PROPOSED ACCOMMODATION

There are several accommodations to consider for [Destination Name]:

• [Accommodation 2 and brief details]

Estimated cost for the company trip is as follows:

5.0 PROPOSED ITINERARY

6.0 PROS AND CONS OF [Destination Name] FOR COMPANY TRIP

These are the pros:

These are the cons:

7.0 CONCLUSION

Hope the information from this article helps with planning and coming up with a well-compiled company trip proposal to present to your superiors!

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Top 10 Business Trip Proposal Templates With Samples and Examples

Nawsheen Muzamil

A company wants to organize a business trip and as a tour management organization you wish to bag its contract.

Nothing less than a business trip proposal is required for you to get this client.

The trouble is that your competition also knows, and hence your pitch has to be the best. How do you distinguish your proposal from the ones that are already piled up, high, on your client's desk? 

An ideal business trip proposal is the answer, in particular, one that is drawn on the lines of clients expectations.  Such a proposal should accommodate budget, destinations, lodgings, and, in general, other perks that could turn heads.

A  company that approaches you to arrange its business trips needs to know that you will have everything under control so that their travel and interaction with you feels rewarding.

Now as a tour and travels service provider, how often are you willing to create business proposals from scratch? Fetching clients, engaging with them, and conducting satisfactory trips is already a herculean task. And it will be more tasking to bring the same order to written documents and proposals!

We suggest, you leave this job to the professionals. 

Our presentation designers at SlideTeam have curated ready-to-use and fully editable business trip proposal templates that will do the job with its pre-designed look. All you’ve got to do is edit the required sections, insert relevant images and statistics and create a really powerful trip proposal. These business trip proposal templates come in two layouts, standard screen and widescreen fit to be submitted offline or demonstrated in meeting rooms. Let’s explore our best bet with our must-have business trip proposal templates listed in the section below. 

Template 1: Business Trip Itinerary Proposal PowerPoint Presentation

Deploy this professionally designed business trip itinerary PPT proposal presentation to pitch your tour and travel business to prospects. Establish your efficiency and expertise in conducting business-trips, alongside offering site tours. Share your competence in managing bookings, transport rentals, lodging, etc that will have clients travel worry free. Share the levels of trip packages that you offer and report satisfaction of previous clients within the same business trip proposal template. Don’t waste time creating this proposal from scratch. Avoid missing out of important details by grabbing this content-ready PPT Layout now.

Download this template

Template 2: Cover Letter

To commence your business trip proposal, here’s a cover letter template to attract investors and showcase what your package entails. Demonstrate your expertise at preparing travel itineraries including taking care of accommodation, food, and safety. Mention travel insurance and complete travel packages as corporations conduct their business events and outings. Make the first powerful impression by owning this complete deck now.

Template 3: Project Context and Objectives

This PPT Template will help your clients understand how their concerns regarding business trips will be resolved with your intervention. Share a general analysis of your client’s trip requirement and how your company can offer the best experience. Point out common problems faced in organizing and managing business trips and offer unique solutions that your company services. Just brand these under project context and project objectives, respectively, as shown in this editable PPT Slide. Download now.

Template 4: Scope for Trip Itinerary 

Mention the list of services encompassing your trip itinerary with this diagrammatic PPT Template. This will include travel visas, bookings, hotel accommodation, and other facilities furnished under your travel packages. This PPT Side is best at highlighting the top features of your service and thus getting the client interested in opting for your business trip packages. Download now.

Template 5: Overview of Business Trip Itinerary Services

Here's a slide to record and present data related to services offered. Under the trip plan customized for the client, label details corresponding to the car rentals, flight bookings, and hotels. Use this content-ready layout to map a procedure at creating a fulfilling trip experience everytime. Download now.

Template 6: Continued overview of Business Trip Itinerary

For a business trip that involves managing and organizing events and meets, this PT Template will help create a written record of the agenda. As a business trip organizer, create a schedule that aligns with the client’s meeting or event requirements and as per their plan. With this PPT Layout, you can create a step-by-step flow of the event with the optimal mix of activities, and meetings & events. Download now. 

Template 7: Additional Offerings for Business Trip Itinerary

In your business trip package, you can go a step ahead in impressing clients by listing additional perks of booking your service. These could include group travels, destination guides, and other assistance during the travel. Explain these in detail as shown in this PowerPoint Design.

Template 8: Packages for Business Trip

Create a series of trip packages that clients can opt from with this editable PPT Template. You can feature as many as three packages to accommodate every category of client from rich to low-budget and also based on their requirements. List the many facilities available in each package and mention the price they cost. This PPT Layout will act as a wonderful reference for that. Download now.

Template 9: Why Us

While clients will be served business trip proposals, this PPT Template should help you distinguish your proposal. Mention every unique feature of your trip management business that sets you apart as a service provider as well in terms of customer satisfaction. It could b tailored plans, strong global presence, and 24*7 customer support that would entice your client more into choosing you. Get chosen with the download of this PPT Layout. Download now.

Template 10: Our Team

A glimpse into your efficient team of professionals is a good, calculated attempt at winning clients. Let your clients know that taking care of their comfort lies in the hands of extremely capable staff. Identify them with a professional snapshot along with a brief bio as shown. Download now.

Template 11: Client Testimonials

Client testimonials could be the cherry on top. After all, users make most of their decisions based on others’ perception. Specify your top clientele and their words of satisfaction and encouragement that could give the final push into getting clients on board. Add as much positive feedback as you can to win their trust and enhance your presence further. 

GET THE WONDERFUL COMPILATION NOW!

This complete deck of business trip proposal templates also features a readymade layout of terms and conditions, a contract form, along with a PPT Slide to share contact information. Grab the mother presentation here to claim this wonderful compilation now.

PS: Having an online presence such as a website these days is one of the best ways to soar sales for your trip organizing business for which you can explore investors. With this guide , we present to you an ideal traveling pitch deck that will aid you in securing funds for a purposeful website. 

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How To Make/Create a Travel Proposal [Templates + Examples] 2023

Travel proposals are mostly made for business purposes, while others are bound for educational and professional pursuits. The travel proposal can include areas of expertise for your business, the client’s schedule, travel insurance, and other crucial travel information.

Table of Content

Proposal template bundle, build a travel proposal – step-by-step instructions, travel proposal templates & examples in microsoft word, travel agency proposal template, travel business proposal template, sample travel proposal template, travel grant proposal template, travel expense proposal template, travel proposal template.

• Google Docs

Step 1: Find Travel Proposal Templates

Step 2: select a template, step 3: modify the content, step 4: proofread the modified content, step 5: make a copy and print.

• Google Docs,

What are the things to remember when creating a travel proposal?

What purpose does a travel proposal serve, how to structure a travel proposal, more in business.

Agency Proposal Sample Template

Travel Contract Proposal Template

Travel Management Proposal Template

Travels agency proposal template, corporate travel proposal template.

Travel Request for Proposal Template

Get Instant Access to Free & Premium Travel Proposal Templates , AI Tools & Daily Fresh Content

Get access to 1 million+ FREE, PRO, template bundles with professional written original content. Advanced AI, design, document editing tools

Travel and Tours Proposal Template

Easily customize this travel and tours proposal template and send it online to impress your clients and get more proposals signed.

Prepared For Ms. Kristi Frey

Prospero team

[email protected]

Are you looking for the most exciting travel and tour vacations for you and your family? Look no further. Let [Company Name] arrange an adventure beyond your wildest dreams with various activities, attractions, and excursions for the entire family. Enjoy a Safari Adventure with the younger children or White-Water Rafting with the older ones. We offer activities for those 65 years and older. So whether you are an amateur or experienced, no matter what your family enjoys, we have it for you!

Your family’s satisfaction is our number one priority, and here is why: 1. We offer high-end, efficient, quality customer service 24 hours a day, seven days a week. Hours may vary depending on the holidays. 2. We take pride in honesty and integrity in all we do. We believe in correcting and taking ownership of problems seen and unseen. 3. Our staff members depict a friendly and courteous environment from the beginning to the ending of your stay. In addition, they make sure we offer hospitality beyond exceptional. 4. Our staff is well-trained in meeting the needs of your family’s desire. From the culinary staff to the staff paramedic, our team is well-trained to handle most situations. 5. Our job is to make sure you and your family have a stress-free vacation. The staff can make sure you have that and nothing less. 6. Any questions, concerns, or comments – we are available at any time of the day by phone or simply by coming to the concierge’s desk, and we can address your concerns immediately. 7. No one is more excited than we are when it comes to planning the ultimate travel and tour vacation for you and your family. However, we aim to make sure we are prepared to curb the enthusiasm of the entire family.

What Our Clients Say About Us

The previous project [Company Name] have done are: [Client 1]  – Many customers enjoyed the friendly and carefree travel across the world. One customer stated, “I will book another trip to Iceland. I never knew traveling the world could be so fun.” [Client 2]  – There is no place like home, and sometimes taking a vacation is just like being at home. We have prided ourselves with offering One Tank Trips for families to explore their hometown and the surrounding cities. One of our families enjoyed a Staycation in New Orleans. They commented by saying, “It feels good to be able to enjoy a staycation. It is not always about getting on an airplane to go to another state. My vacation was planned hassle-free. I cannot way to plan another staycation.” [Client 3]  – People love the idea of getting on an airplane to visit somewhere new, and we love helping them plan that trip. We assist the customer from the East Coast to the West Coast planning their next vacation. A return customer stated, “I experience the same friendly greeting every time I book a vacation. [Company Name] is the only company I book my vacation through.”

We understand that all families are not the same; this is why we can tailor adventures according to the families’ size, age range, and capabilities. However, we want to make sure everyone can participate as a family. All adventures include a Safari Adventure, Scavenger Hunt, Horseback Riding, and S’mores by the Campfire with the option of at least one of the following (depending on the package) Ziplining, White Water Rafting, Swim with the Dolphins, Hiking, Kayaking, Snorkeling, or Island Adventure. Amenities are complimentary breakfast each morning and dinner (based on the number of nights staying), Unlimited pool, workout room, and conference room access. Dry cleaning and laundry facility available.

Assuming that we have all necessary materials ready, here are the suggested milestones:

Do you have any questions? Take your time, review this agreement, and if you want to make any changes, I will be happy to answer any questions regarding this proposal Our next step is to meet via WebEx, Skype, Zoom, or telephone to discuss the milestone goals and payment. You can reach me on my phone at 555-555-5555.

1. All prices are subjected to changes and priced as the starting prices. 2. Package price varies according to the number of additional people added. For example, family Excursion Packages include [$] – [$] for each different person. The Family Reunion Packages include [$] – [$] for each other family member over 20 people. 3. Additional adventures added to the packages start ranging from [$] – [$] per person. 4. Airfare is not included but can be worked out in the packages. 5. Some adventures do have age restrictions. 6. Check-in is at 2:00 PM, and check-out is at 11:30 AM. All fees are due at the time of booking unless paying monthly. Then a 25% down payment is due at the time of booking, which is non-refundable. 7. Cancellations are to be done seven days before arrival day unless an extreme emergency occurs, and then documentation is need for proof. Any cancelations after seven days of arrival will lose payment made up to 50%.

Ms. Kristi Frey