Travel · free template

Travel Booking Request

Take a trip enquiry in one pass: destination and dates, travellers and ages, flights and rooms, budget per person, and what matters most about the trip.

A ready-to-use travel & tourism form for small teams who need a reliable intake process: 30 questions, 2 pages, 5 conditional rules.

Questions: 30
Pages: 2
Layouts: classic · card
Time to complete: ≈ 7 min
Conditional rules: 5

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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.
Financial disclaimer present — passingThis form does not provide financial, tax or legal advice. Any figures shown are indicative only and are not an offer of credit or a guarantee of terms. Please seek advice from a regulated adviser before making a decision.
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

Travel Booking Request is built for small teams who need a reliable intake process who need to collect the same complete information from everyone.

Small teams who need a reliable intake process working in travel & tourism.
Teams who need to collect the same complete information from everyone without writing code or paying for a custom build.
Anyone replacing chasing missing details over email with one structured record per enquiry.
Respondents are the people you send it to — the form asks them 30 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 chasing missing details over email and turns each submission into a record your team can act on immediately.

22 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 captures a numeric value you can filter and sort on.
Conditional logic hides 5 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.
Every response is stored, searchable and exportable, so nothing depends on one person's inbox.

How to use this template

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

1Press “Use this template” — a fresh copy of Travel Booking Request lands in your workspace, ready to edit.
2Rename or delete any question, and change what is required. Nothing here is fixed.
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.
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.
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 — 5 conditional rules ship with it.

Features conditional validation: if “Are your dates fixed?” is Flexible, “How flexible your dates are” becomes mandatory before the form can be sent.
Features conditional validation: if “Are you travelling with children?” is Yes, “Ages of children at the time of travel” becomes mandatory before the form can be sent.
Features conditional validation: if “Do you need flights?” is Yes, “Departure city or airport” becomes mandatory before the form can be sent.
Features conditional validation: if “Do you need a hire car?” is Yes, “Driver age and licence country” becomes mandatory before the form can be sent.
Features conditional validation: if “Would you like us to arrange travel insurance?” is Yes, “Any medical conditions the insurer should know about” becomes mandatory before the form can be sent.
All 5 rules are editable in the Logic tab, and the built-in checker warns about rules that contradict each other.

About this template

A trip enquiry that arrives as "somewhere warm in February, two of us, reasonable budget" costs an agent an hour of questions before any price can be quoted. This form asks the whole set once. It starts with the destination or the type of destination if the traveller is undecided, the departure city, the dates or the month with a flexibility window, and the number of nights. Travellers are listed with ages rather than just a headcount, because child ages change room configurations and pricing entirely, and a lead traveller is named for correspondence. Flights, accommodation and transfers each get their own preference — cabin class, board basis, room configuration, whether a hire car is needed — so a quote can be built rather than guessed. Budget is asked per person and marked as approximate, which gets a far more honest answer than a total. The final section is the part travellers care about most and forms usually omit: what would make the trip a success, accessibility needs, dietary requirements, celebrations, and whether travel insurance and visas are being handled by the traveller or expected from the agent.

What this form asks

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

Page 1 — Where and when

Lead traveller namerequired
Email addressrequired
Contact number
Do you know where you want to go?required
Destination or regionrequired
Are your dates fixed?required
Preferred departure daterequired
How flexible your dates are
Number of nightsrequired
Number of adults travellingrequired
Are you travelling with children?required
Ages of children at the time of travel
Occasionrequired

Page 2 — Flights, rooms and budget

Do you need flights?required
Departure city or airport
Cabin preferencerequired
Accommodation typerequired
Board basisrequired
Room configuration you needrequired
Do you need airport transfers?required
Do you need a hire car?required
Driver age and licence country
Approximate budget per personrequired
Is that budget firm or a guide?required
What would make this trip a successrequired
Accessibility or mobility needs
Dietary requirements
Would you like us to arrange travel insurance?required
Any medical conditions the insurer should know about
Do you need help with visas or entry requirements?required

30 questions in total.

Example of a completed travel booking request form

This shows how a traveller sets out the shape of a trip so an agent can put together options.

Lead traveller name: Rosa Falconi
Destination or region: Algarve, Portugal
Are your dates fixed?: No, flexible by a few days
Number of nights: 7
Number of adults travelling: 2
Are you travelling with children?: No
Do you need flights?: Yes
Accommodation type: Self-catering apartment
Approximate budget per person: 900

Sample data — no real people, addresses or records are shown.

How the form changes as it's filled in

This template ships with 5 conditional rules, grouped into 5 behaviours driven by 5 questions. Everything below is already set up — edit or delete any rule once the template is in your workspace.

Driven by “Are your dates fixed?”

Makes answers required
If “Are your dates fixed?” is Flexible, “How flexible your dates are” becomes required before the form can be submitted.

Driven by “Are you travelling with children?”

Makes answers required
If “Are you travelling with children?” is Yes, “Ages of children at the time of travel” becomes required before the form can be submitted.

Driven by “Do you need flights?”

Makes answers required
If “Do you need flights?” is Yes, “Departure city or airport” becomes required before the form can be submitted.

Driven by “Do you need a hire car?”

Makes answers required
If “Do you need a hire car?” is Yes, “Driver age and licence country” becomes required before the form can be submitted.

Driven by “Would you like us to arrange travel insurance?”

Makes answers required
If “Would you like us to arrange travel insurance?” is Yes, “Any medical conditions the insurer should know about” becomes required before the form can be submitted.

Set it up step by step

1
Ask for child ages, not just numbers
Room occupancy rules and child pricing turn on ages, and getting them later usually means requoting.
2
Capture flexibility as a window
"Any week in February" is quotable; "flexible" is not, and the difference is one short field.
3
Ask budget per person
Per-person figures come back far more realistic than a total, and they compare directly with your quotes.
4
Ask what success looks like
One open question surfaces the honeymoon, the quiet pool or the direct flight that decides which option is accepted.

Mistakes to avoid

Quoting from a headcount with no ages, then rebuilding the whole itinerary once room rules apply.
Assuming flights are wanted, which produces a package the traveller cannot use.
Leaving visas and insurance unmentioned until after a deposit, when both can affect whether the trip is possible.

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

Check availability, send two or three costed options against the stated budget, and confirm insurance and entry requirements before taking a deposit.

Works in both layouts

Browse classic templates Browse card templates

Forms that overlap this one

These pages cover the same subject ground as the travel booking request, matched on the words people actually search for.

Privacy & compliance

This form collects health information. Keep access limited to the people who need it, turn on encrypted answers for the clinical questions, and set a retention window so records don't sit in the dashboard forever.

Frequently asked questions

Is this a booking?

No. It is an enquiry used to build a quote. Nothing is reserved until the traveller confirms and pays a deposit.

How is it different from a hotel reservation form?

A reservation form books a known room on known dates. This gathers a whole trip brief so a package can be priced.

Does it handle groups?

For a handful of travellers, yes. Organised group trips are better handled with the per-traveller registration form.

Why ask about medical conditions?

Only when insurance is requested, because insurers ask and it is better established before a policy is quoted.

Is the Travel Booking Request template free to use?

Yes. You can preview and test Travel Booking Request 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 Travel Booking Request template ask for?

It asks 30 questions across 2 pages, 22 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 Travel Booking Request 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 travel & tourism form work?

5 conditional rules ship with the template: Features conditional validation: if “Are your dates fixed?” is Flexible, “How flexible your dates are” becomes mandatory before the form can be sent. Features conditional validation: if “Are you travelling with children?” is Yes, “Ages of children at the time of travel” becomes mandatory before the form can be sent. Features conditional validation: if “Do you need flights?” is Yes, “Departure city or airport” becomes mandatory before the form can be sent. All rules are editable in the Logic tab.

Where do responses to the Travel Booking Request 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 Travel Booking Request 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.

More forms teams pair with the travel booking request.

Related categories

All Travel & Tourism templates

Travel Booking Request

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