HelloForms
Hospitality · free template

Hotel Booking Quotation Form

Send guests a priced quotation before they commit — stay details in, formal quote out.

A ready-to-use restaurants & hospitality form for restaurants, hotels and venues: 15 questions, 2 pages, 3 conditional rules.

Questions
15
Pages
2
Layouts
classic · card
Conditional rules
3
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Live preview and test console

This is the real form. Answer it to test the 2 conditional rules — nothing is sent or stored.

Page 1 of 2 — The stay

Tell us about the stay

Include your country code.

1 question is hidden by conditional logic right now — change an answer above to reveal it.

Compliance checklist

Ready to publish
  • Payment items priced — passingEvery payment question charges a real amount, so a submission always records a payment.
  • Conditional logic resolves — passingEvery rule points at a question or page that exists in this template.
  • Legal text not required — passingThis template collects neither health nor regulated financial information.
  • Question labels unique — passingLogic and exports address questions by label, so duplicates are ambiguous.

What happens after submit: nothing is stored in this preview. On your own copy, every response triggers an instant email notification and lands in your response dashboard, ready to export or forward.

Happy with it? Take a copy into your workspace — every question, rule and setting comes with it.

Who this template is for

Hotel Booking Quotation Form is built for restaurants, hotels and venues who need to take bookings with party size, timing and special requests.

  • Restaurants, hotels and venues working in restaurants & hospitality.
  • Teams who need to take bookings with party size, timing and special requests without writing code or paying for a custom build.
  • Anyone replacing handwritten booking notes and lost dietary requirements with one structured record per enquiry.
  • Respondents are guests and diners — the form asks them 15 questions across 2 screens.
  • Mobile-heavy audiences, thanks to the one-question-per-screen card layout.

Why this form is useful

It removes the cost of handwritten booking notes and lost dietary requirements and turns each submission into a record your team can act on immediately.

  • 7 questions are required, so submissions arrive complete instead of needing a follow-up email.
  • It collects a verified email address so replies and confirmations land.
  • It captures a phone number for urgent follow-up.
  • It pins the request to a specific date.
  • It allows multiple selections without free text.
  • It captures a numeric value you can filter and sort on.
  • Conditional logic hides 3 questions until they are relevant — shorter forms convert better than long ones.
  • Splitting the form across 2 pages keeps each screen short and shows respondents how much is left.

How to use this template

From copy to live form is a few minutes of work, and every step is reversible.

  1. 1Press “Use this template” — a fresh copy of Hotel Booking Quotation Form lands in your workspace, ready to edit.
  2. 2Rename or delete any question, and change what is required. Nothing here is fixed.
  3. 3Open Notifications and add the email addresses that should be alerted on each submission; add an auto-reply to the respondent if the form collects an email address.
  4. 4Publish it, then either share the link directly or paste the embed snippet into your site — the embedded form resizes to fit and loads no marketing or advertising trackers.
  5. 5Watch responses land in Submissions, where you can filter, label and export them to CSV or PDF.

Logic and conditions blueprint

Exactly how this form behaves as it is answered — 3 conditional rules ship with it.

  • Features advanced show logic: if “Children” is more than 0, the form dynamically exposes “Children's ages”. Otherwise that question never appears.
  • Features conditional validation: if “Children” is more than 0, “Children's ages” becomes mandatory before the form can be sent.
  • Features advanced show logic: if “Extras wanted” includes Airport transfer, the form dynamically exposes “Flight details”. Otherwise that question never appears.
  • All 3 rules are editable in the Logic tab, and the built-in checker warns about rules that contradict each other.

About this template

This form exists for the stage before a booking: a guest wants a price, and you want the details that make the price defensible. It collects the stay itself — dates, room type, how many rooms, how many adults and children — then the things that move the rate, such as board basis, extras like transfers or parking, and any budget the guest has in mind. That is enough for a front office to produce a formal quotation in one pass instead of trading emails. It differs from the Hotel Reservation Form in one important way: that form confirms a stay and blocks inventory, whereas this one produces a priced quote for approval and holds nothing. Nothing is committed until the guest accepts. Two conditional rules keep the enquiry honest — children's ages appear only when children are travelling, because they change occupancy and breakfast pricing, and flight details appear only when an airport transfer is wanted.

What this form asks

Every question is editable — rename it, make it optional, or delete it entirely.

Page 1 — The stay

  • Guest namerequired
  • Email addressrequired
  • Phone
  • Check-in daterequired
  • Check-out daterequired
  • Room typerequired
  • Number of roomsrequired
  • Adultsrequired
  • Children
  • Children's ages

Page 2 — Quotation details

  • Board basis
  • Extras wanted
  • Flight details
  • Budget per night
  • Anything that affects the price?

15 questions in total.

How the form changes as it's filled in

This template ships with 3 conditional rules, grouped into 3 behaviours driven by 2 questions. Everything below is already set up — edit or delete any rule once the template is in your workspace.

Driven by “Children”

  • Reveals questions

    If “Children” is more than 0, the form reveals “Children's ages”.

  • Makes answers required

    If “Children” is more than 0, “Children's ages” becomes required before the form can be submitted.

Driven by “Extras wanted”

  • Reveals questions

    If “Extras wanted” includes Airport transfer, the form reveals “Flight details”.

Set it up step by step

  1. 1

    Set your room types

    Replace the room type list with the exact categories you sell, in the order you want them quoted.

  2. 2

    Match your board basis

    Edit the board basis options so they mirror the rate plans in your property management system.

  3. 3

    Price the extras

    Keep the extras you actually offer and delete the rest so guests never ask for something you cannot sell.

  4. 4

    Set an expiry line

    Add your quotation validity wording to the closing message — most properties use seven days.

  5. 5

    Route it to reservations

    Send submissions to your reservations inbox and reply with the priced quote attached.

Mistakes to avoid

  • Quoting a nightly rate without capturing the number of rooms and occupancy, so the total has to be redone.
  • Leaving board basis out of the enquiry, which turns one quote into three rounds of email.
  • Treating a returned quotation as a booking — nothing is held until the guest accepts and the room is blocked.

What it pairs with

Most teams don't run this form on its own. These are the forms and systems it sits next to.

What to do with the responses

Price the stay from the room type, occupancy and board basis, send the quotation with an expiry date, and only move the enquiry into your PMS as a reservation once the guest accepts in writing.

Works in both layouts

Browse classic templatesBrowse card templates

Forms that overlap this one

These pages cover the same subject ground as the hotel booking quotation form, matched on the words people actually search for.

Privacy & compliance

This form takes money. Card details are handled by the payment provider and never stored in your response data — you keep the order details, not the card number.

Frequently asked questions

Is this a booking form?

No. It produces a priced quotation for the guest to approve. Use the Hotel Reservation Form once they accept and you are ready to hold the room.

Can it calculate the total automatically?

It captures everything a total needs — nights, rooms, occupancy, board and extras — and you can add calculated fields in the builder if your rates are fixed.

Why ask for children's ages?

Age brackets change occupancy limits, extra bed charges and breakfast pricing at most properties, so quoting without them causes re-quotes.

Can we use it for group enquiries?

For anything above about five rooms the Group Booking Request collects rooming lists and event space as well, which this form deliberately does not.

Is the Hotel Booking Quotation Form template free to use?

Yes. You can preview and test Hotel Booking Quotation Form on this page without an account, and take a copy into your own HelloForms workspace on the free plan. There is nothing to install and no card required to publish it.

What does the Hotel Booking Quotation Form template ask for?

It asks 15 questions across 2 pages, 7 of which are required. Every question is listed in full further down this page, and each one can be renamed, reordered, made optional or deleted after you copy the template.

Can I edit the Hotel Booking Quotation Form form after copying it?

Yes — the copy is entirely yours. Change wording, add or remove questions, switch between the classic and card layouts, restyle it to match your brand, and set who gets notified on each submission.

How does the conditional logic in this restaurants & hospitality form work?

3 conditional rules ship with the template: Features advanced show logic: if “Children” is more than 0, the form dynamically exposes “Children's ages”. Otherwise that question never appears. Features conditional validation: if “Children” is more than 0, “Children's ages” becomes mandatory before the form can be sent. Features advanced show logic: if “Extras wanted” includes Airport transfer, the form dynamically exposes “Flight details”. Otherwise that question never appears. All rules are editable in the Logic tab.

Where do responses to the Hotel Booking Quotation Form form go?

Submissions land in your workspace under Submissions, where you can search, filter, label and export them to CSV or PDF. You can also email a notification to your team on every submission and send the respondent an auto-reply.

Can I embed the Hotel Booking Quotation Form form on my own website?

Yes. Publish the form and paste the embed snippet into any page or share the direct link. The embedded form resizes to fit its container and loads no advertising or marketing trackers inside the iframe.

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