Free Travel Itinerary Template for Advisors

August 22, 2019

I bet you're here because you're reminiscing back to the time you sat on Santa's lap, asking for a travel itinerary template. Okay, so this is probably not the case considering it's a blistering hot August day in Minnesota. But guess what? The little elves at HAR sang merry songs and toiled to craft a travel itinerary template for you anyway (who needs Santa?!).

Pssst? Want to Jump directly to the travel itinerary template download? I can hook you up.

Before I get to that, here a few wonders of the travel itinerary template.

Travel Itinerary Templates vs. Itinerary Builders

Sure. There are a lot of fancy pants itinerary builders out there. What the heck is that you ask? How is it different than a template? Here's the short version: a travel itinerary template is a static travel planning document where you plug in all your wondrous travel details. An Itinerary builder is a dynamic travel planning (and quoting) app where it can auto-populate supplier info & images, has mobile capacities (usually), branding & co-branding, domain masking, sync with CRMs, and other fun doodads that a travel itinerary template does not have.

If you want the long version, you can read all about those differences (and get details on itinerary builders here with a glorious comparison chart to help you evaluate your options).

Will a Travel Itinerary Template Work for You?

So why a travel itinerary template? Why wouldn't gravitate toward the shiniest of itinerary planning objects? There are a few reasons why you might use a travel itinerary template (opposed to an itinerary builder):

  1. Travel itinerary templates are free: It's hard to argue with a $0 price tag . . . especially when you're just starting. So it might be that you're not ready to take on yet another monthly expense at this point. (Oh hey, what startup costs am I referring to? These.) Who can blame you?
  2. There's little to no learning curve: If you can do basic cut and pasting, you can use a template without having to learn a program, relearn product updates, or wonder how to import your itinerary data into your CRM. Sometimes our brains are tired, okay?
  3. They're great if you're only making a few one-off itineraries: If your itinerary planning volume is low (whatever that means to you), a template can get the job done just fine for free.
  4. You can delegate it: Do you have an intern you're working with from a local university? Do you have a bright but bored teen in the summer who needs to stay busy? If so, maybe creating travel itineraries is something you can delegate and you'd rather not pay for a program if you don't need to.
  5. You make your client do it: Okay, so you planned every flight and transfer and hotel. You booked it. You invoiced them. You sent them the documents they need. Maybe your services end there and that's okay. If that's the case, you can always offer your clients a travel itinerary template that is branded to your agency, so they can fill it out to their heart's content and include things such as restaurant reservations and day trip ideas themselves.
  6. Your client hates technology: Are you working for a Luddite who believes cordless phones qualify among the ranks of "smartphones?" Someone who insists on a paper copy only of all their travel plans? I know some of these people. I am, at times, one of these people. And if you're planning a trip for them, a template might be just the thing for you to use. Because Luddites love to print off PDFs and pack them in their carry-on.
  7. You hate technology: I know travel agents whose CRM consists of manilla file folders, literal pieces of printed paper with client info (with which to fill said file folders), and file cabinets. And you know what, it works great for them. If you don't want any extra tech, a travel itinerary template may be just the thing.

Limits of Travel Itinerary Templates

Okay, allow me to play devil's advocate with myself. Here are a few limitations of travel itinerary templates:

  1. Time. They take a long time. How do I know this? Because I made one. Maybe something like entering detailed info on excel documents relaxes you. If that's the case, you're gold. But at the end of the day, using a template is going to take a heckuva lot more time to create than it would if you're using an itinerary builder.
  2. They're static: No bells. No whistles. No flight updates. No push notifications. No group collaborations and suppliers automatically import into your itinerary. What you see is what you get.

That's a summary. I don't mean to end on a sad note. But let me lift your spirits with (at long last) our customizable, downloadable, logo-able, travel itinerary template. It's pretty snazzy if I may say so myself. Without further ado:

HAR's Free Travel Itinerary Template

You know, if I may say so myself, this is exactly the kind of travel itinerary template that will send the kids running to Santa's lap to ask for one (whether they celebrate Christmas or not). For this free itinerary template, you'll need to have a Google Account (also free.)

PSSST! Don't see a place to download the editable travel agency business plan template? Please refresh the page.

Tips on Downloading & Customizing HAR's Travel Itinerary Template

Okay, so now you have HAR's fancy pants travel itinerary template . . . now what? Once you export the document, the first page looks like this:

Free Itinerary Template for Advisors

After you copy the template, you will customize it to your own brand. In the document. If you want to keep the template in a similar style, it will be relatively simple. You can replace the logo, the supplier images, and the color scheme with your branding color style.

On the first worksheet of the template, you'll find a few comments to help you along a bit. The template is in a Google spreadsheet, so if you're unfamiliar with the basics of using that program, it might help to check out a few video tutorials. But because we like to be nerds, we made you a quick tutorial below if you want to learn the basics of customizing it.

To do any of the steps below, you will need to be signed in to your Google account. You're in? Great. Here are a few tips on creating your template:

1. Insert your customized Logo & IMages

On each page of the worksheet, you'll want to insert your own logo. Doing this is simple, but there are two ways to do it:

  1. Inserting image "in cell:" Image must be sized before uploading into the cell. (This is what I did to insert the company logo).
  2. Inserting image "over cell" You can resize the image after you insert it, but it will have approximately the same ratio as the cell. This the method I used for inserting the soccer image in the video since the ratio wasn't quite right for the template.

You can see this in the video clip below!

2. Use hex color codes from your brand to update the template

If you want your template to be 10,000% on brand, make sure that you get the color right from your branding. To do this, you'll want to use your hex color code. I know that may sound scary (at least it does to me . . . hex?! code?!) but it's easy. Here's how to change background and text color to your brand:

3. export the template as a pdf to send to your clients

Once you finish your template, you can enter in all your client's trip details and ship it off to their anxiously-awaiting inbox! Here's how to download the template:

4. Update: Fit Each Itinerary Day on One page

Gosh darn, I forgot to add instructions on how to fit each day/sheet of your travel itinerary onto one page! This will make it look a lot nicer when you download it into a PDF for your travelers. Here's a quick gif on how to do that!

Your travel itinerary will truly be a sight to behold!

Questions? We've Got You Covered.

If you find these steps a little cumbersome, check out the travel itinerary builder comparison chart to see if that's more your jam.

If you give the template a test drive and/or a facelift, give me a holler! I'd love to see how your itinerary turns out or how you like to tweak yours a little differently. Drop me a line a or submit a comment below!

About the Author
Mary Stein - Host Agency Reviews

Mary Stein

Mary Stein has been working as a writer and editor for Host Agency Reviews since 2016. She loves supporting travel advisors on their entrepreneurial journey and is inspired by their passion, tenacity, and creativity. Mary is also a mom, dog lover, fiction writer, hiker, and a Great British Bake Off superfan.