Free template
Accommodation quotation template — with a worked example
Here is a complete guesthouse and lodge quotation, every part numbered and explained. Copy the layout, or fill it in online with WStation and get the totals, tax and deposit worked out for you — free.
- No card
- Nothing to install
- Works on your phone
| Room / item | Qty | Rate | Amount |
|---|---|---|---|
| Kudu chalet — Family12 Oct → 15 Oct · 3 nights · 2 adults, 2 children | 3 nights | N$1,800.00 | N$5,400.00 |
| Room 2 — Double12 Oct → 14 Oct · 2 nights · 2 adults | 2 nights | N$950.00 | N$1,900.00 |
| Breakfastper person · 6 people | 16 | N$120.00 | N$1,920.00 |
| Sundowner driveper person · 6 people | 6 | N$350.00 | N$2,100.00 |
Rooms are held once the deposit is received. Balance due on arrival. Free cancellation up to 14 days before arrival.
What to include
The nine parts of an accommodation quotation
Each number matches a pin on the example above.
- Your detailsBusiness name, address, contact details and, if registered, your tax number.
- Quote number, date and expirySo you both know which version is current and how long the price holds.
- The guestWho asked — and the company, if a company is paying.
- Each room with its own datesRoom, check-in, check-out, nights and guests. Groups often arrive on different days.
- Rate and quantityPer room per night, or per person per night, so the guest can check the sum.
- ExtrasMeals, activities and transfers, per person or per item.
- Tax and totalSay whether prices include tax, show the rate and the amount.
- Deposit and paymentWhat secures the booking, by when, and your bank details.
- TermsCancellation, check-in times, what happens to the deposit.
Step by step
How to write an accommodation quotation
- Check availability firstBefore you price anything, make sure the rooms are free for every night asked for.
- List each room with its own datesOne line per room, with check-in, check-out, nights and guests.
- Price by the room or by the personUse the basis you sell on, and make it visible on the line.
- Add extrasMeals, activities, transfers — multiplied by people and days where they apply.
- Work out tax and totalApply the right rate — some countries tax rooms at their own rate.
- Ask for a depositA percentage to hold the rooms, with the amount written out.
- Send it as a PDF and follow upThen hold the rooms only once the guest says yes.
Template or software?
A Word or Excel template, against WStation
A template is a fine start. Here is where it stops helping.
| Word / Excel template | WStation | |
|---|---|---|
| Totals and tax | Formulas you hope are right | Worked out on every change |
| Is the room free? | Check the diary separately | Checked as you add it |
| Guest says yes | Start a new invoice document | Press Book it |
| Find it next month | Somewhere in Downloads | In the guest's history |
Questions
Asked before signing up
Is this quotation template free?
Yes. Use the layout as you like, or fill it in online in WStation, which is free to start with no card.
Can I download it as a PDF?
Make your quote in WStation and save it as a one-page A4 PDF from your browser — with your logo, your rooms and the totals already worked out.
What is the difference between a quotation and an invoice?
A quotation is the price offered before the stay, valid for a set time. An invoice is the bill after the guest has accepted, asking for payment. In WStation the first becomes the second.
How long should a quotation be valid?
Commonly 7 to 14 days. Long enough to decide, short enough that you are not holding a price — or a room — forever.
Keep going
Related
Make this quotation for real, in a minute.
Add your logo and rooms once. WStation does the dates, the sums, the tax and the deposit — free, in your browser.
Fill it in online — free