What is a tour booking voucher?
A tour booking voucher is also termed a travel service voucher or trip confirmation voucher. This document is issued by a travel business officially as a confirmation and proof of booking(s), which includes details of the tour(s) or service(s) the client has paid for.
It is an important document which helps in maintaining a record or easy communication between service provider, travel agency/tour operator/DMC and the client. All the essential elements to be provided during the tour are included in this voucher booked by the client, such as client details, day-wise itinerary, inclusions, transportation, helpline number/other contacts required, hotel details, and suppliers’ contact details.
In simple terms, it is a receipt or confirmation slip combined in one doc for every component of the sold tour, such as hotel, transportation, itinerary or payment to avoid any confusion in the tour for the service provider, client & travel business.
Related Blog: What are Travel Booking Vouchers in Travel Industry?
How and where is it used?
A tour booking voucher is to be prepared typically after the tour has been confirmed by the client and payment has been made (partial payment or full payment).
This document can be shared via WhatsApp, email, or printed in different situations:
- Multi-day tour: to confirm the trip booking under different dates & destinations.
- Holiday packages: for outlining all the inclusions, activities and transfers.
- Group trips: for coordinating details among multiple service providers and multiple tourists.
- Private guided tours: for confirmation of personalised trip itineraries & tour guide services.
- Travel agency partnership: for confirming important details with local operators, partner hotels and transport providers.
This voucher acts as a record to ensure easy communication and proper execution of the tour.
Must have sections in the tour booking voucher or trip booking voucher
| Section | What it should have | Why is it included |
| Company Details | Travel Company name, Company logo, Address Website, GST information | This section helps in establishing brand identity and helps clients recognise who issued a voucher. |
| Booking Reference Number | Unique Voucher ID or Unique booking ID | Helps in easy tracking of each booking both internally and externally, enhancing communication/support. |
| Guest Details | Full names or traveller , Pax details (No. of travellers, #Adults, #Childs, Nationality, Origin City), Guest contact details | Useful to identify who the services are for, also avoids confusion especially in booking groups. |
| Travel/Tour Dates | Tour Start Date & Time, Tour End Date & Time, Check-in Date, Check out the Date | Help in ensuring clarity over the service period. The majority avoids operational errors. |
| Summary of Itinerary (Day-wise) | Day-wise plan, Key highlights summary, Destinations detail | Works as a quick snapshot of the whole tour for both client & supplier. |
| Hotel/Room Details | Hotel name, Hotel Check-in / Checkout Date & Time, Accommodation details: – Room type – Number of hotel nights – Meal plan – Inclusions/ Exclusions (Such as an extra mattress) | Condoms accommodation plus helps in avoiding overbooking or confusion. |
| Transport Details | Day-wise structure: – Services – Vehicle detail – Drivers contact – Supplier contact – Pickup & Drop details | Brings clarity in transfer also ensures smooth execution of logistics. |
| Inclusion & Exclusion | List of services that are included/excluded in the tour package | Sets correct expectations |
| Payment Status | Amount received, Amount Due, Due date, Status | Brings visibility in relation to clients and communication between the teams (Sales & operations) |
| Emergency Contact | On-Ground Staff Contact, 24*7 Helpline Number | To offer support throughout the travel for the client |
| Terms & Condition | Cancellation Policy, Refund terms, Liability clauses, Important Notes for the destinations | For legally protecting both the client (traveller) and the travel business |
| Signature or Authorisation | Seal/Authorised Signature Name | Confines the validity of the tour booking voucher |
| QR/Booking Link (optional) | Scannable link to the tour itinerary | Makes voucher digital-friendly and interactive |
A Pro-trip to make a professional tour booking voucher
Make sure that your voucher is always standardised in the following terms:
- Format
- Brand design
- Header/Footer branded
- Consistent with the brand identity (such as destinations you serve/ brand colour)
This puts a lasting impression on the clients, travel agents/ tour operators and increases the chances of recurring purchase.
2025 Trends to make a booking voucher
- Make it Mobile-Friendly- Ensure that the voucher fits well on a small screen, as most travellers open vouchers on mobile.
- Smartly use brand identity: Your voucher is a representation of your brand; therefore, add elements such as brand logo, brand colour, and contact details in the header and footer.
- Automating voucher generation– Manual voucher generation wastes a lot of time and is prone to errors. Automation of voucher generation with software not only saves time but also brings standardisation in brand identity.
- Include suppliers’ copy: If you are dealing with multiple suppliers, then issue separate copies to avoid confusion.
Download Tour Booking Voucher for Free
If it’s taking you 10+ minutes to fill this voucher, you seriously need to Sembark. Sembark Travel Software gives instant voucher generation with zero chances of error
Software suggestion to make an instant tour booking voucher
To be true, manual voucher generation has been out of trend for a decade. Using Excel or Word is very time-consuming. Going through multiple spreadsheets, sitting for hours, and still correcting errors later does not help your travel business grow.
Therefore, most of the travel businesses have shifted to Auto-voucher generation tools such as Sembark travel software. It is a smarter way to make a vouch instantly without any effort. Sembark travel software automatically fetches the information from the booking data and, in one click, generates a voucher with no errors.
Why Travel Software like SEMBARK Stands Out:
- Auto-fills booking data from confirmed itineraries
- Custom branding in the voucher (logo, colour, & watermark)
- One-click multi-sharing options: Email, PDF or WhatsApp sharing
- Supplier & customer copies instant
- Integrated payment tracking & real-time operations tracking
Conclusion
A tour voucher is not just a document but works as proof of professionalism, representing your business to the supplier and clients. Not only external stakeholders, but for internal operations and smooth execution, a voucher is very important. It should have all the details to avoid confusion.
And if you are still creating it manually or spending 2-3 hours formatting them, “Then it’s time to stop!” Automate this process and save the time and effort of your team, which can be used to improve client experience. Switch to a travel management software before all your clients are taken by competitors.
Want to know more? Schedule a call with our team to discover how you can get the most out of Sembark. Oh, and don’t forget — you can also request a free, no-obligation demo.
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