Form templates / Travel & Tourism
Tour Booking Form
A tour booking form needs names exactly as they appear on passports, because that's what tickets and manifests are issued against. Everything else is easier to fix.
For travel agents, tour operators and accommodation providers.
Names as printed on the passport, or the ticket is wrong
Airlines and rail operators issue against passport names. A booking made for "Bob" whose passport says "Robert" produces a ticket that may be refused, and changing a name after issue is expensive or impossible.
So this template asks for names exactly as printed and asks travellers to check them. It also asks for passport expiry - because a passport expiring within six months of travel is refused entry by many countries, and it's the single most common reason a traveller is turned away at check-in.
Requests you can actually schedule
A name and "sometime next week" isn't a booking. What you need is when they can come, what they want, and how to reach them if the slot moves.
This template asks all three, so the diary entry is a copy-and-paste rather than a conversation.
Dates, party size and passports - once, not five times
Every trip enquiry needs the same core facts, and each missing one is a day of email in a business where the customer is comparing three operators.
Asking properly up front also surfaces the details that change the price late: room configuration, dietary needs, mobility, a birthday you'd want to know about.
Give them options, not a blank box
Open questions get vague answers. Offering the services and the times you actually have makes the request usable, and quietly steers people towards the slots you want to fill.
Make it yours in a minute
Change the wording, drop the questions you don't need, add the ones you do, put your own colour on it. Saving publishes it, and you get a link to paste into your website, your email signature or a message. Responses land in your dashboard and download as a spreadsheet whenever you want them.
What this template asks
- Lead traveller - name as printed on passport
- Email address
- Mobile number
- Home address
- Which tour?
- Departure date
- How many travellers in total?
- All travellers - full name as printed on passport, and date of birth
- Room configuration
- Nationalities in the party
- Earliest passport expiry date in the party
- All passports are valid for at least six months beyond our return date
- Do you need help with visas?
- Flights
- Your flight details, if already booked
- Dietary requirements for the whole party
- Does anyone need any of these?
- Any medical conditions the tour leader should know about?
- Do you have travel insurance?
- Are you celebrating anything?
- Anything else?
More Travel & Tourism forms
Questions
Should I collect passport numbers?
Ask for the name as printed, the nationality and the expiry date - those cover most planning. Collect numbers later, through a secure channel, only if the booking requires them.
Why ask about passport expiry?
Many destinations require six months' validity beyond the return date. Checking at booking saves a traveller from being refused boarding, which is a far worse conversation than an email.
Does this book the slot automatically?
No - it collects a request, and you confirm it. That's deliberate: real diaries have exceptions, and a form that promises a slot you can't honour costs more than one that asks.
Can I limit the options people can pick?
Yes. The service and time-of-day lists are yours to edit, so people can only choose from what you actually offer. You can also close the form when you're full.
Will I know straight away?
Yes, if you want to be. Turn on live notifications and every request is emailed to you the moment it arrives; otherwise collect them and read them in your dashboard.
Can travellers fill this in from abroad on bad wifi?
That's exactly the case these pages are built for: one request, no framework to download, and a form that submits without JavaScript if it has to.
Publish your tour booking form today
Start from this template and change anything you like. Free to begin.