Safari quotation checklist for tour operators
Check guests, dates, accommodation, prices, inclusions and booking terms before sending a safari quotation.
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A safari quotation needs to explain both the journey and what the quoted amount covers. Use this checklist before delivery, especially when copying an itinerary or adapting a previous proposal.
1. Match the quote to the enquiry
Check the client reference, guest count, children’s ages where relevant, arrival and departure details, travel dates and number of nights. Confirm whether the price assumes a private or shared vehicle. If a guest changes the dates or group size, revisit the costing rather than only editing the cover.
2. Reconcile every overnight stay
Compare dates, property names, room categories, number of rooms, occupancy and meal plans day by day. Label proposed accommodation as subject to availability until it is confirmed. If you offer an alternative, show the affected night and the price difference; do not imply both properties are included.
3. State the basis of the price
Write the currency and whether the amount is per person, per room or for the whole group. Make supplements, optional activities and transfers explicit. Reconcile the group total with the guest breakdown and costing sheet. Verify applicable fees and taxes for the actual itinerary and dates; this checklist does not supply current destination rates.
4. Separate included, excluded and optional services
Check park activities, transport, guide arrangements, accommodation, meals, drinks, flights and airport transfers against the source. Avoid broad wording such as “all inclusive” unless you define its scope. An optional balloon activity should remain outside the total unless it is explicitly selected and priced.
5. Make the next step unambiguous
State quote validity, availability conditions, the payment schedule, cancellation terms and the contact for questions. A PDF is a proposal, not proof that a room or activity has been reserved. Your booking terms should reflect your actual operating arrangements.
6. Review the exported version
Open the actual PDF and online proposal you intend to send. Check page breaks, clipped names, missing images, dates, totals and links. Use a clear version reference and archive the sent version so later changes can be compared.
Download the review checklistBring the reviewed details into your own design.
Explore the templates or create your proposal in Safari Paper.