Turn every enquiry into a booking. This free hotel quote template is an editable Word template (.dotx) that helps hotels, resorts, guesthouses and event venues send a professional hotel quotation for rooms, banquets, conferences and weddings. Download it, add your property details and respond to guests and event planners with a clear, attractive quote.
What Is a Hotel Quote?
A hotel quote, also called a hotel quotation or hotel estimate, is a formal document that outlines the cost of accommodation and related services. It can cover room rates for individual guests, group bookings and corporate contracts, as well as meeting rooms, banquet halls, catering, audio-visual equipment, decorations and other event services. The quote gives the guest or organizer a clear price and set of terms, and it becomes the basis for the reservation or event agreement.
Why a Professional Hotel Quote Matters
Guests and event planners often request quotes from several venues at once. A prompt, well-organized quotation shows attention to detail and helps your property stand out. It also protects your business by recording the rates, dates, deposit requirements and cancellation terms in writing. For weddings, conferences and group travel, where the total cost can be large, a clear quote is essential for building trust.
What to Include in a Hotel Quotation
- Hotel information: name, logo, address, phone, email and website.
- Guest or client details: name, organization and contact information.
- Quote number and date: together with the expiry date of the offer.
- Stay or event dates: arrival, departure and event times.
- Accommodation: room types, number of rooms, nightly rates and meal plans.
- Event services: hall or meeting room hire, catering, equipment, decoration and staffing.
- Extras: airport transfers, parking, spa services or late check-out.
- Taxes and service charges: shown separately from the base rates.
- Total cost: the estimated total for the stay or event.
- Payment and cancellation terms: deposit, payment schedule, cutoff dates and cancellation policy.
How to Prepare a Hotel Quote Step by Step
- Collect the request details. Confirm dates, number of guests, room types and any special requirements.
- Check availability and rates. Use your current rate card and seasonal pricing.
- Fill in the template. Enter the guest details, itemize the rooms and services and calculate the totals.
- Add terms. Include the deposit, payment schedule, validity period and cancellation policy.
- Review and send. Check the dates, rates and numbers, then email the quote as a PDF.
- Follow up. Contact the client after a couple of days to answer questions and offer a site visit.
Quoting Group Bookings, Weddings and Corporate Events
Group and event quotes are more detailed than individual room quotes. Break the cost into clear sections, such as accommodation, food and beverage, venue hire and extras. Show prices per person or per room where this helps the client compare, and state minimum guarantees, such as the minimum number of rooms or guests. For weddings and conferences, include a sample timeline and mention what is included, such as tables, chairs, basic lighting or a projector, so there are no surprises.
Tips for Winning More Hotel Bookings
Respond quickly, ideally within the same business day. Present options, such as a standard package and a premium package, so the client can choose. Highlight what makes your property special, for example location, facilities or service. Use attractive but clear formatting, and keep a friendly, professional tone. Be transparent about taxes, service charges and cancellation rules, because hidden costs damage trust.
Who Can Use This Hotel Quote Template?
Hotel sales and reservation teams, resort managers, bed-and-breakfast owners, banquet coordinators, travel agents and event planners can use this template. The Word format makes it easy to edit text, adjust tables and add your logo and photos.
Seasonal Rates, Packages and Add-Ons
Hotel pricing changes with the season, the day of the week and demand. Use your quote to show the rate for the requested dates and, if helpful, offer an alternative date that is cheaper. Packages can also make your quote more attractive, for example a wedding package that combines rooms, a banquet and decorations at a single price, or a conference package that includes a meeting room, coffee breaks and lunch. List optional extras separately, such as airport transfers or late check-out, so the client can see what is included and what can be added.
Finally, remember to state the deposit and cutoff dates clearly. A room block often needs a deadline by which the client confirms the final numbers, and this should appear in the terms so there is no confusion.
Download Free Hotel Quote Templates
Download Free Hotel Room Quote Template (Excel)
Frequently Asked Questions About Hotel Quotes
What is a hotel quote template?
It is a ready-made document for presenting the cost of rooms, event venues, catering and related services to a guest or event organizer.
Is this hotel quote template free?
Yes. You can download it, customize it and use it for your property at no cost.
Can I use it for weddings and conferences?
Yes. Add sections for venue hire, catering, equipment and other services, and list the totals clearly.
How long should a hotel quote be valid?
A validity period of seven to fourteen days is common because availability and rates can change quickly. State the exact expiry date on the quote.
What is a .dotx file?
It is a Microsoft Word template. Opening it creates a new document so that the original template stays intact.
Should the quote include taxes and service charges?
Yes. Show taxes and service charges as separate lines so guests can see the full cost before they confirm.
