travel itinerary template microsoft

Plan your ideal trip with travel itinerary templates

You've got places to go and things to see, and these travel itinerary templates will make sure you get to see them all. keep all your details in one place, list your possible destinations, and arrange your trip artfully with these templates designed to help business trips go smoothly or give you the vacation of a lifetime..

Keep your travels on schedule with these templates for itineraries

Know exactly where you’re going from point A, point Z and everywhere in between with these simple and customizable itinerary templates. Reduce the stress of travel and let everywhere know where to arrive and when with an itinerary that’s easy to read and has all the details they’re expecting. Try out an itinerary for fun family vacations, week-long road trips, conferences or business meetings. For day-to-day events, consult a planner template to lay out the ideal activity flow and make sure you haven’t accidentally double-booked yourself. Maybe planning ahead of time will inspire you to take on a new travel adventure, or perhaps you’ll discover that you have more time available for sight-seeing, hobnobbing, or simply straight-up relaxing. An itinerary is the perfect tool to help you get the most out of your next travel adventure and ensure you’re always in the right place at the right time.

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July 1, 2020

How I use Microsoft Word to plan my travel itinerary (my template & planning process)

I may not be able to travel right now due to Coronavirus, but when the borders re-open, I’ll be ready. I’ve been spending the past couple of months planning future trips I want to take. I previously shared how I organize my travel plans using Microsoft Excel ( see this post ). But there is another step in my process I haven’t shared because it was still a work in process.

After more than 5 years of testing and tweaking a document I made in Microsoft Word while planning 8 trips (ranging from long weekends, to 10 day road trips, 1 month or longer overseas trips to multiple countries), I’ve finally perfected this template to keep everything neat and organized 🙂

I’ve filmed a video walkthrough as I can say a lot more (and faster) in a video than a blog post but I do have details in this post as well.

• How I set up the document
• Why I used Microsoft Word
• Travel planning I don’t  do in Microsoft Word
• How I print and assemble the pages after I’ve finished the itinerary
• Why I plan in so much detail!

Travel Itinerary Planner for Microsoft Word

To enlarge the screen of the video, click the square icon in the bottom right hand corner of the video (it will say ‘full screen’ when you hover your mouse over the icon).

Subscribe to my YouTube channel for more planner videos!

I hope this gave you some ideas you can adept into your own travel planning system. lf you’d like a copy of my travel planning document, click here

WHY MICROSOFT WORD?

I also have   travel planning spreadsheets that can be used in Microsoft Excel or Google Sheets for planning an overview, budgeting the trip and comparing things like flights, but I needed a way to plan all the details for each day in an organized manner. I was dumping links to blog posts, YouTube videos and other helpful resources that I found in my spreadsheets making them cluttered. I also wanted a way to be able to print my itinerary onto paper in a convenient format that I could take with me.

Why paper? I don’t want to use my phone as I already rely on it for navigating with Google maps etc. and a phone battery doesn’t last forever. When I plan in detail I mean REALLY detailed.

I use this document for recording things like: – Separate the itinerary for each day by morning, afternoon and evening – Bus / train numbers, times and frequency – Directions – I go super detailed just in case my phone battery dies e.g. turn right at hotel, walk 3 blocks, turn left, the stationery shop is on the left – Opening hours for quick reference or if I need to change plans due to weather – Entry cost so I have the right currency on hand – Reminders e.g. confirm the tour 2 days from now (as some tour companies require you to reconfirm) – Paste screenshots of walking routes and maps that I’ve plotted shops, restaurants etc. that I want to go to – Tips & notes

I don’t want to turn my computer on of a morning before leaving the hotel, I want all the info I need for that day all on the 1 or 2 pages that I can take with me and then throw in the bin at the end of day instead of lugging around the entire itinerary everyday.

I’m not a spontaneous traveller, I like to thoroughly research everything before I get there so once I’m there I don’t waste ANY time and see ALL of the things I want to see. I never come back from a trip and think, ‘I wish I’d gone there’ or ‘I wish I’d known about that’ or ‘shame that museum was closed that day’. Having an itinerary thoroughly planned out takes all the stress away so I can focus on enjoying the trip and taking tons of photos.

It does take time to record plans in detail but it means I never miss out on something I want to see, I’m always at the most popular attractions at opening time to get good photos without crowds. If I need to swap days or change things on the fly I can, because I have all of my trip details neatly organized in this document.

So to me the hours of research and organizing it all into this document is worth it, especially if it’s an expensive international trip where I’m not sure I’ll ever get the chance to go back there if I miss anything.

I use this document concurrently along with:

• Visit a City – it creates a visual map of where things are located so I can cluster everything together before allocating to days and adding to this Word document
• My travel planning spreadsheets in Microsoft Excel – where I plan an overview of the trip e.g. what destination I’m at on what days  e.g. Neuschwanstein Castle (I then do the detailed planning for each of those days in this document)
• Google Maps – where I sometimes plot walking routes and then paste the map into this word document

Here’s a breakdown of the various sections of the document:

For the purposes of showing you how I use this trip planner I’ve taken an extract of some itinerary pages from one of my past trips:

1. COVER PAGE

Add a photo of the destination you’re going to and your trip dates.

2. CONTENTS

Easily find what you’re looking for with this contents which will automatically update the more destinations / days of the trip that you add.

3. IMPORTANT INFO

Make a list of things to research for the entire trip and then ‘dump’ it all here.

4. SECTIONS (for each city or country)

This document is organized into sections. There are 5 sections with 5 days in each section but you can easily add more days (and sections) if you need them (instructions are in the guide that comes with the download). I use 1 section per destination – usually a city (or an entire country if it’s a small one).

You can copy the first page of the document (main cover page) if you want to add a photo for each destination like this:

I keep the country / section dividers plain because all of the other pages in the document have text on them, when I’m flicking through the itinerary, a blank page is easier to find.

3. INFORMATION

Each section starts with an information overview followed by the itinerary for each day I’m at that destination.

Information section includes space to add – research dump, currency, good to know, food and common phrases

Another thing to add to the good to know section is data / wifi. I use Vodafone’s $5 a day data roaming in most countries but you might want to use a Sim card and enter those details into the document.

4. DAILY TEMPLATE

For each day I break my plans into morning, afternoon and evening. I prefer to use dot points to list everything out – it’s just much easier to follow

Here’s an example of a day where I was taking various transport so needed everything scheduled out in detail. I take screenshots of train timetables, how much it should cost (and the exact ticket e.g. the Bayern ticket). That way when I go to purchase the ticket at the train station if I can’t figure out the ticket machine or it’s in another language, I can show this to the person at the counter and they can arrange the ticket for me, or take it out the back to their manager or other person who might speak English.

If a train, bus, boat etc. is running late I can see if I should switch plans and eat first and get a later bus, or go take photos and come back etc.

– Microsoft Word documents can also be used in Google Docs which is a free online tool you can access from anywhere, on any device (perfect to access your plans while on the trip, and if you’re planning a trip with others) – You can easily find what day you’re looking for and move around the document using the navigation menu (press CTRL and F on your keyboard) –  Tips & instructions guide included – Can be used for any type of travel – solo travel, family, road trip, domestic trip, international trip etc. – You can change the font style, size etc. and color code by destination if you like – Purchase once and re-use again and again for all your trips!

This is what it looks like loaded into Google Docs – all of the formatting, navigation menu etc. is the same – you don’t need to do anything extra.

Info I don’t record in this template

I record these things in my travel planning spreadsheets, so don’t repeat it in this template I made for Microsoft Word:

1. Handy info reference page 2. To do list 3. Budget 4. Attractions (and their cost) 5. Itinerary by Month 6. Itinerary by Week 7. Flight Comparison 8. Accommodation Comparison 9. Car Rental Comparison 10. Transfer comparison 11. Tour comparisons 12. Travel insurance 13. Spending Tracker 14. Before We Leave Checklist 15. Packing List 16. Outfit Planner

You can read more about that in this post: How I use Excel to organize all my travel plans (research, itinerary, hotel, tours, bookings, packing list etc.)

Finished your itinerary, now what?

I print the itinerary single sided so I can tear the page out as I need it and then throw it away at the end of the day (aren’t carrying around the whole itinerary with me everyday).

I like to place everything in a plastic folder (they only cost a few dollars and are surprisingly sturdy) or bind the pages into a notebook with my comb binding machine. If you take the pages to Officeworks or your local office supply store they can bind it into a notebook for you. You could just print and staple everything but if you have a lot of pages the staple might not go through or hold up well (I’ll usually only staple for a long weekend i.e. short trip).

Assembling my travel itinerary

I logically order the printed pages in the order I will use them. So flights first, then once you arrive you need the transport info to the hotel, then the hotel booking confirmation etc.

• TABLE OF CONTENTS
• IMPORTANT INFO
• Important info
• Flight booking confirmation / voucher
• Transport pre-booked transfer from airport to accommodation
• Accommodation voucher
• Daily itinerary pages with day tour bookings interspersed between (i.e. if a tour is on day 2, I put this with day 2 itinerary, before the itinerary for day 3)
• Repeat in the same order as destination 1

By destination I usually mean country (e.g. Germany) but if you’re in a big country it might be each city (e.g. Munich, Frankfurt, Berlin etc.)

Here’s an example from a road trip around Victoria I did a few years back (sticky notes are just to cover up personal info), so you can see what I mean when I say plastic folder (they’re sometimes called ‘display books’). This one is A4 page size but I later found A5 sized ones from Officeworks, so now I use 2 x A5 plastic sleeves instead (much more convenient at a smaller page size).

Tutorial for resizing printables is in this post , or you can just print at full page size and fold the pages in half.

Why I plan in so much detail

It may seems excessive to some, but I since I spend so much time planning, by the time I go on the trip I basically have everything memorised of what we’re doing on each day, at what time and usually only check the piece of paper a few times (mainly for train numbers / route etc.)

I live in Australia. It takes literally 24 hours OR MORE to get to the other side of the world (sometimes a day just to get to the other side of my own country) so I need to make the most of my annual leave. I like to plan things in detail, doing extensive research is fun to me, it gets me excited for a trip and all the things I’m going to see. Some people might prefer spontaneous travel but that’s just not my personality.

Trip planning in details means:

• I always have great photos to include in my travel photobooks
• I’ve thoroughly researched each destination so I never come home thinking ‘oh I wish I’d done that’ or ‘I wish I could’ve fit that in but I didn’t allow enough days in that city’
• I know exactly what I want to see so I never miss out on anything
• I’m always at attractions during opening time when it’s less busy
• With the exception of things like exact train numbers, I usually have the entire itinerary memorised before the trip since I’ve reviewed and edited the itinerary so many times – it makes it much more efficient as I’m not Googling various options of how to get from A to B on the go
• If I need to change something on the fly due to weather I can shuffle things around

If you’d like a copy of this template, it’s available in my   online store and my Etsy shop .

More travel planning

• My all time favorite trip planning tool: Visit a City
• Travel Planning: 50 Things to consider when planning an itinerary 
• Travel Planning: How to choose a hotel (my step by step process)
• Visit a City versus Google My Maps: which is better for visually planning your travel itinerary

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Itinerary Template for a Trip: Free Downloadable Examples & More Resources

• Updated: 04/04/2024

If you are looking for a free, easy, and detailed itinerary template for a trip that you can download and conveniently add your own travel details—then you are in the right place. 

Find the sample trip itinerary template I created and tweaked over years of travel to include the most relevant information in one easy-to-scan document and in four different file formats. 

Additionally, I share alternative template ideas  that include my top picks for itinerary-building apps  and other online places where you can find more free or affordable trip itinerary designs  and layouts. So, go to the file format that works best for you, scan my quick tips for editing, and get your trip details organized in a downloadable, easy-to-edit, and very sharable document. 

Table Of Contents

Itinerary template for a trip in 4 file formats.

Find my travel itinerary template in the four different file formats below. Choose the one you like to work in best. Then find more recommendations here .

• Microsoft Word trip itinerary template
• Microsoft Excel trip itinerary template
• Google Sheets trip itinerary template
• Canva trip itinerary template

About This Template: 7 Main Components

There are seven main components to this template. I have included each because it contains the information I reference most while traveling, organized in a way that helps me figure out when my trip schedule is overloaded or lacks the right amount of buffer time between activities or transit.

Sign up for my monthly Discovery Newsletter & get a free Trip Budget Calculator !

The 7 trip itinerary template components include:

• Header. For a destination image and title. Replace this image with your own.
• High-level trip summary: An at-a-glance summary of essential trip information—the number of travelers, dates of travel, flights (or other transit), and location(s) of the trip.
• Travel day column. Know which day of your trip an activity is happening. 
• Day of the week column. Know the day of the week and date to ensure lodging, tour, and transfers are booked correctly.
• Activities column. A place to capture details for all activities and lodging. Hyperlink text to websites for additional information.
• Location(s) column. In this space, recap the destinations for each day, link to lodging websites, and include important notes such as included meals or overnight flights.
• Lodging contact info sheet. A second tab or sheet for additional lodging information is included in all template files except for Microsoft Word 

Since the detail on this template prints small, consider saving it to a PDF file , allowing you to zoom in as needed and easily share it with others.

Additionally, reference your itinerary offline when you save a PDF version of this itinerary to your phone to an app like iBooks (Apple users) or Google Play Books (Android users). Having an offline itinerary comes in handy in travel situations when you have limited or zero cellular or wi-fi connection. 

Microsoft Word Template

Click on the image below to download a free version of this trip itinerary template containing actual details from a visit to Iceland in Microsoft Word. 

6 Editing Tips (Word Template)

As Microsoft Word is the most universally used software program, it is the trip itinerary template file I share first. Here are six essential editing tips when using the Microsoft Word version of this template.

Header area editing (Word template)

• To change out the image at the top of the itinerary, right-click on the image and select Change Picture. Select from a stock photo or upload your own image. I am a Canva user and found this image there, added a text overlay, and saved it using the dimensions 2000x458px.
• However, you can upload any size image file you would like. If your uploaded image is not the correct size, click on it and drag its diagonal corner to resize and fit the page. If you find it too tricky to insert a new image, delete the existing one and type your preferred itinerary title. It might not look as pretty without a picture, but the template will still convey all essential information.

Main itinerary body editing (Word template)

I created this itinerary using a table in Microsoft Word, hiding vertical gridlines to achieve a cleaner look. 

• To edit text , select and delete existing text. Then, type text as you normally would in Word documents.
• To add a table row , select a row by dragging your mouse to highlight it, then right-click and choose Insert to add a row above or below. Repeat the process to delete a row . Find one additional blank row at the bottom of the template.
• To add or change hyperlinks , select the word(s) you would like to link (or unlink) to a website, right-click, select Hyperlink, and from the sub-menu, select Edit or Remove Hyperlink.
• To add back vertical gridlines , select the entire table, right-click, and select Borders and Shading to adjust the design with the gridline configuration you like best.

Microsoft Excel Template

Click on the image below to download a free version of this trip itinerary template containing actual details from a visit to Iceland in Microsoft Excel. 

9 Editing Tips (Excel Template)

As Microsoft Excel is more specialized software, I share nine file-specific tips, knowing that the traveler who prefers to download this file type is likely already familiar and comfortable editing in Excel.

Header area editing (Excel template)

To change out the header image at the top of the itinerary, right-click on the image and select Change Picture. Select from a stock photo or upload your own image. I am a Canva user and found this image there, saving it using the dimensions 2000x458px. Once uploaded, I added the semi-transparency in Excel.

However, you can upload any size image file you would like. If your uploaded image is not the correct size, click on it and drag its diagonal corner to resize and fit the page . If you find it too tricky to insert a new image, delete the existing one. It might not look as pretty without a picture, but the template will still convey all essential information.

• Though—if you upload a new image and want to keep the semi-transparency , double-click on your picture to get to the Picture Format menu. Find the Transparency icon in the header menu and adjust it to your preference. 
• To change the header text , click on the text in the Text Box and edit all elements.

Main itinerary body editing (Excel template)

• To insert bullet points , copy these from an existing cell in the document. I created and copied the bullet points from a Word document and pasted them into Excel. 
• All cells are set to wrap text and are oriented to align left and at the top of the cell. If this changes or the format structure is lost, right-click on any cell and select Format Cells to reset the cell structure to your preference. 
• To start a new line of text in a cell when using a Mac, press the Option+Return buttons on your keyboard. Using a PC, press the Alt+Enter buttons or get more tips from Microsoft Help .
• To insert hyperlinks , select the cell you would like to hyperlink, and from the main menu, select Insert. From that submenu, choose Link. Microsoft Excel—from what I can tell (please correct me in the comments if you know how to bypass this)—does not allow users to link individual text within a cell. Google Sheets does, and it is one of the reasons I prefer using that format type. 

Lodging contact tab editing (Excel template)

Note a second tab in this Excel template for lodging details—set to print landscape (horizontally). Edit all elements in the same way as the main itinerary.

Google Sheets Template

Click on the image below to download a free version of this trip itinerary template containing actual details from a visit to Iceland in Google Sheets. This image links to a read-only document. 

To copy it, click File from the main menu and select Copy . Doing this will create a copy of the document on your Google Drive. You will want to be logged into Google when you do this.

7 Editing Tips (Google Sheets Template)

Google Sheets is my preferred file type to create, edit, and share new trip itineraries. I find its slimmed-down menu is easier to use than Excel. Plus, I appreciate the ability to highlight and hyperlink specific text using Sheets vs. having to link an entire cell (in Excel).

Additionally, I find this file type easier to share as not everyone uses Microsoft documents. And I find it convenient since I already use Google Drive to manage my business documents and keep my travel information organized . Here are seven things to know when editing this template.

Header area editing (Google Sheets template)

To change out the header image at the top of the itinerary, right-click on the image and select Change Picture. Select from a stock photo or upload your own image. I am a Canva user and found this image there, added a text overlay, and saved it using the dime nsions 2000x458px.

However, you can upload any size image file you would like. If your uploaded image is not the correct size, click on it and drag its diagonal corner to resize and fit the page . If you find it too tricky to insert a new image, delete the existing one and type your preferred itinerary title. It might not look as pretty without a picture, but the template will still convey all essential information.

Main itinerary body editing (Google Sheets template)

• All cells are set to wrap text and are oriented to align left and at the top of the cell. If this changes or the format structure is lost, select a cell and choose Format from the main menu.  From the drop-down menu, select Wrapping or Alignment to adjust to your preference. 
• To start a new line of text within Google Sheets when using a Mac, press the Command (or Control or Option)+Return buttons on your keyboard. Using a PC, press the Alt (or Control) +Enter buttons. 
• To insert hyperlinks , select the specific text you would like to hyperlink, and from the iconographic menu, just below the main menu, select the three vertical dots at the far right for more editing items. Select the Link icon to insert and link to your preferred URL. Or choose Insert from the main menu, then select Link. 

Lodging contact tab editing (Google Sheets template)

Note a second tab in this Google Sheets template for lodging details—set to print landscape (horizontally). Edit all elements in the same way as the main itinerary.

Canva Template

Click on the image below to access and edit a free version of this trip itinerary template in Canva. 

Although Canva is an excellent and intuitive design software usable by non-professionals, it requires prior knowledge and experience to use it comfortably. I do not recommend downloading and editing this file type unless you are already comfortable creating and editing in Canva.

If you are, have fun! You have full editing capability to change any element of this two-page trip itinerary template, which includes a second page for lodging contact information. 

Tips for duplicating the template: Click the above image, then click the “Create with Canva” button in the upper right-hand corner. When you do this, it should take you to your Canva account and let you copy, and then edit a duplicate version of the template.

2 Recommended Online Itinerary Builders

If you prefer using an app or an online itinerary builder to create your itineraries, TripIt and Wanderlog are the top two options. I have used TripIt before and found it handy—though short on the functionality I prefer. Despite easy integration with travel booking uploads, the program was less flexible than I would have liked, still requiring some manual uploading and editing. 

I have not used Wanderlog, though I have repeatedly seen it recommended highly by frequent travelers and travel professionals. To see which is right for you, scan through this Reddit thread of users comparing notes on each.

4 More Places to Find Travel Itinerary Templates

In addition to the free templates I share, are four more places to find free or affordable trip itinerary templates.

• Microsoft Excel, Word, and Google Sheets free templates

Find multiple travel itinerary templates on Jotform .  Edit them using its web-based a PDF editor. Then, download your edited form after you create an account. You get five complimentary form downloads with a free membership . 

Find multiple trip itinerary templates on Canva .  There are several free options. To edit and download them, create a free account on Canva if you do not already have one. Some templates are restricted to paid Pro Canva users only.

Microsoft Excel, Word, and Google Sheets

Microsoft Excel, Word, and Google Sheets offer free templates. These software programs offer several free travel itinerary templates. To access these complimentary templates, choose File, then select Create New from Template or New from template gallery from the main menus. Search for templates related to trips or travel to find one that fits your needs.

Several shops on Etsy sell downloadable trip itinerary templates for a low price, often $5 or under. Some designs are beautiful. Several come packaged with multiple detailed pages that could be perfect for your needs or be superfluous. Search digital download options here to see what fits your preferences best.

Related Reading

If you are searching for more travel planning assistance to help you save time and money, stay organized, and achieve better results, check out the related articles below.

• How to Plan a Trip Quickly: 9 Best Places to Find Inspiring Trip Itineraries
• 49 Things You Need to Do to Plan Your Best Trip (Free Travel Research & Planning Checklist)
• Google for Travel: Plan Better with These 8 Tools
• Why You Will Love Google Maps for Trip Planning
• How to Save Time & Money with Google Flights Price Tracker
• 5 Proven Ways to Simplify and Organize Your Travel Research
• Pack Faster & Better with This Universal Printable Packing List
• 25 Expert Packing Tips to Help You Travel Better
• Pre-Trip: A Practical Checklist to Close the House & Pack

Additional Trip Planning Resources

To further help you with travel planning, I share my go-to resources for every trip below. 

Google Flights. My first research stop for affordable flights for every trip. Learn why here . 

Google Hotels . Use its “ Where to stay ” button to discover the best neighborhoods to base your visit.

Booking.com. For hotel and rental bookings, I appreciate its flexible cancellation, candid user reviews, discounts, loyalty program, and easy-to-use interface.

Viator , Get Your Guide , & Airbnb Experiences . Quickly find and book highly-rated tours and activities on these sites.

Google Travel Things to Do & Google Maps . Find more things to do in your destination on Google Travel, then record where you want to visit on a custom Google Maps list. 

AllTrails . Love to hike? Me too. I religiously use AllTrails to discover hiking and biking trails and download its offline maps to manage my hikes.

Guide Along . 5-star self-guided audio tours that are GPS-compatible for US road trips and national parks. We loved the Glacier National Park tour .

Insure My Trip. I never travel internationally without trip insurance. Learn why here . My preferred place to shop and compare policies is InsureMyTrip.com . 

Plus, check out the 15 travel apps I use on trips, my preferred guidebooks , and my free customizable travel itinerary template , downloadable in four file formats.

About the author:  Janice Moskoff is a travel writer and blogger who loves hiking, exploring the world, and reading. She writes to inspire travel-loving families, adult friends, and couples on her blog,  Gather and Go Travel . Check out  her bio , learn how she became  a blogger , and discover how to  work with her . Sign up for her monthly  Discovery Newsletter  to get her latest travel recommendations and  how-to’s .

Love to travel? Sign up for m y monthly Gather & Go Travel Discovery Newsletter and get a free trip budget calculator .

Affiliate Disclosure: Some of the links on this page may be affiliate links, and at no additional cost to you, I earn a commission if you make a purchase. I only recommend products and companies I use. And the income goes to keeping the site community-supported and ads minimal.

From An Expert: InsureMyTrip.com is My #1 Pick for Trip Insurance

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The Best Places to Stay Near Glacier National Park

2 responses.

Hi Nicole, thanks for messaging about this. Happy to troubleshoot. I am sorry you having issues. Since you would like to use this template I’ll take an educated guess that you are familiar with Canva and already have an account? When you click the “Create with Canva” link in the upper right hand corner it should take you to your account and let you edit a version of this template. I’ll check in with you via email as well to see if this is happening. If not, I’ll email you a direct link and dig in to adjust settings. Or feel free to email me directly at (janice at gatherandgotravel dot com.). Thank you!

Hi! I was hoping to use your Canva template but it linked to a preview that wouldn’t open the template. I also couldn’t find it by searching.. Is it available anywhere?

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Welcome to Gather and Go Travel , a blog inspiring families, adult friends, and couples to explore US and international destinations and to get outdoors. I am Janice, an experienced traveler to over 50 countries and a travel writer, book lover, and blogger. Learn more about me , read our story , and how to work with me .

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Travel Itinerary Template

Easily create a concise summary of your travel plans using our free Travel Itinerary Template for Excel or Word. List your flight, transportation, lodging, meeting times and other activities so that you can get the information quickly while you're on the go. It includes a place to add hyperlinks, so you can link to maps or your flight's check-in page. Save the spreadsheet onto your mobile device (using OneDrive or whatever you prefer) so that you can access it easily. You may also want to print a paper copy just in case.

Other Versions

License : Private Use (not for distribution or resale)

Authors: Jon Wittwer , Jim Wittwer, and Laura Cutler

Description

This travel itinerary template allows you to keep the many different and important trip details in one place. Details like confirmation numbers, flight times, meeting times and locations, car rental and hotel locations, and more. It is organized in a way that flows nicely with the actual trip: leaving on a flight, renting a car once you arrive, checking in at your hotel, attending meetings and events and then flying back home. It's an effective solution when planning a trip for yourself, your boss or fellow employee.

Create a Vacation Itinerary

We tried to design this to make it easy to customize. For example, if you are going on a vacation instead of a business trip, you could change the "MEETINGS" section to "ACTIVITIES" and then list some of the possible activities you could do while on your trip.

Instead of "Topic" and "Room" as labels you could add "Cost" and "Hours" to note how much an activity would cost and what hours the museum, store, or attraction is open.

Travel Tips and Resources

• Check the Weather!! at wunderground.com - This is a pretty cool travel planner by Weather Underground that will show you the weather during your trip. Use whatever weather app you prefer, but remember to check the weather.
• Tips for Traveling Abroad at travel.state.gov - This is an important checklist to use if you are traveling out of the country.
• Check with Big Brother at tsa.gov - Flying? Check TSA's rules and remember to leave the key-ring pocket knife that you got for Christmas at home.

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The Travel Quandary

The Ultimate Trip Planner Template – Easy To Use Excel Format!

You’re about to embark on your next adventure – hooray! 

Travel planning comes naturally to some who thrive on the challenge to find the best deal on a tour, stay at the coolest hotel or dine at the hottest new restaurant. These travellers are always at the airport on time, check opening hours of attractions before leaving home and have packing down to a fine art form. On the other end of the scale, there are travellers who prefer to go with the flow, do things spontaneously and are happy to rock up to a new destination and “wing it”.

According to the World Tourism Organization (UNTWO), 1.4 billion people travelled internationally in 2018. And apparently, there are over 750 million users of Microsoft Excel worldwide. There’s a high chance that you’ll fall into both of these categories (we don’t know the exact number but it would make for a pretty neat Venn diagram). And if you also classify yourself as an “unprepared” and/or “unorganised” traveller, our trip planner template is designed to help YOU.

Microsoft Excel is not only used by accountants and finance people. Microsoft Excel has become the ultimate planning and analysis tool, recognised and used worldwide which is why we’ve chosen it to create our trip planner template. We hope you find it useful and welcome your feedback and recommendations!

FREE TRIP PLANNER TEMPLATE! MICROSOFT EXCEL & GOOGLE DOCS

Why use a spreadsheet to plan your trip.

• Identify gaps in your itinerary (closures, public holidays, mandatory reservations)
• Save money (better budget decisions, better choices on trip)
• To get you excited! You’re going on a holiday! Hooray!

Download your free trip planner template here

Note: For Google Docs template, download the .zip file and upload the spreadsheet to your Google Drive. Once uploaded, open with Google Sheets.

Using this spreadsheet

The Ultimate Trip Planner Template is built into a spreadsheet which is divided into six sections. We’ve built this trip planner to include 16 days of travel but you can adjust the length of the trip by adding or removing columns in the spreadsheet.

Once you’ve confirmed your travel plans, add them here. This is where you can record all your reservations – flight details, accommodation, car rental, equipment rental, tour reservations etc. Listing them on one tab means you can quickly jump in and find those important details when you need them.

2. Planning

Researching airlines, hotels, Airbnbs, car hire, tour operators and travel insurance policies can be exhausting. You’ll probably go through a phase where you’ll have so many tabs open on your browser, it’ll make you want to pull your hair out! If you also need to compare prices and dates with your travel companions, it can become downright overwhelming.

When you find a potential option you like, add it to the “Planning” tab. When your research is condensed into a neat summary, it will be a simple exercise of reviewing all possible suppliers, key dates and prices and then after a process of elimination, you will be left with the most suitable option.

A budget is by no means set in stone. Our budget tab is designed to help with your travel planning decisions. We feel that it is important to understand the costs of a holiday before making any hasty decisions. And we consider it even more important that you don’t spend beyond your means!

We don’t want to sound like party-poopers but the last thing you want is to get ripped off and/or find yourself stuck abroad without any money. By understanding where you plan to spend the bulk of your hard-earned money on your holiday, you can plan where you’ll allow yourself to splurge and other areas where you may need to tighten the purse strings.

For example, we give ourselves extra budget for food and coffee experiences as this is an aspect we love about travelling. We tend to book budget/basic accommodation on the road depending on the destination and available options, as all we need is a bed, access to a (preferably) hot shower in a secure room.

A good chunk of your budget will already be paid or known in advance before you’ve even left home (i.e. flights, some ground transport, accommodation, tours (if applicable) etc), so this should also help when allocating your budget to food, shopping and extras. There will also be times where you need to be strict and say “no” if your gut feeling and bank account tell you that you cannot afford a certain something. Be conservative but also be kind to yourself – you are treating yourself to a holiday after all and you’ll have to spend money to fully enjoy the experience!

4. Itinerary

We spend a lot of time planning our travel itineraries on a day by day basis and even breaking it down to each hour of each day. Some people call us crazy but when we are short on time and have an extensive list of things to see/do/eat/shop etc, we prefer to be organised.

Laying out our trip day by day also helps us to block out periods of time for travel or to take note of when restaurants and attractions are closed. Of course, plans can and will change. Rain may force you indoors (museums, galleries, shopping) or an unknown public holiday may disrupt your planned travel day.

We recommend using this tab to roughly outline your plans and drop in the activities and places you simply cannot miss. You can move activities to different days if your original plan doesn’t work out. If you want, record your daily expenses at the bottom and you can track how your actual spending goes against your budget.

5. Packing List

For those who begrudge packing, it tends to be the case that you will end up wearing 20% of your packed belongings during 80% of your trip. Or if you’ve left packing until the last minute and thrown items higgledy-piggledy into your suitcase, you’ll arrive at your accommodation to realise you’ve forgotten your favourite undies or packed the wrong shoes.

Packing lists work. Once you’ve considered the weather and climate at your destination, your baggage allowance plus the duration of your trip, you can plan what you need and limit unnecessary purchases on the other side.

We’ve compiled a pretty epic packing list covering practically every type of adventure and possibly everything that you may need. Feel free to adjust accordingly to your requirements.

6. Checklist

This is the final step before you walk out your front door to embark on a brand new adventure. Before you go, use this tab to ensure you’ve dotted all the i’s and crossed all the t’s. And then you’re off!

Bon voyage!

WHERE WILL YOU TRAVEL NEXT?

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• A 3 Day Singapore Itinerary
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• Tasmania Road Trip Itinerary | 17 days around Van Diemen’s Land
• Far North Queensland Itinerary | Palm Cove, Daintree Rainforest, Fitzroy Island & More

Give us your feedback of the Trip Planner Template below!

Like this post pin it and share it.

CONTINUE PLANNING YOUR TRAVELS

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Tasmania Road Trip Itinerary | 17 days around Van Diemen’s Land

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28 thoughts on “the ultimate trip planner template – easy to use excel format”.

HOLY COW I cannot believe I found EVERYTHING I needed all in one for FREE. I feel like I have ROBBED someone! My partner and I never grew up in households where family vacations were had, so we have no idea what were doing. Thank you kindly to The Travel Quandary. If I can donate, share your page, volunteer, etc. let me know how I can repay <3

SO HELPFUL ! THANK YOU SO MUCH !

How you extend the dates! I am going for a month

This template is so great! Planning a trip to New Zealand and will be traveling around a lot – this is super helpful!

NICE!! MUCHAS GRACIAS VERY COOL!!! Alina

Thank you so much for sharing your knowledge and your files!

Thanks so much for the template. This is a very good start for a traveller like me. Easy to use!

Amazing template! Exactly what I needed. Thank you!

Thank you for the great tool! I was wondering if theres a way to enter an end date as well to the itenerary?

Hi there! I was wrapped to see that the template is created by some Aussies! and local ones as well. I’m from Melbourne! Template is a charm! Just what I’ve been looking for ages! Planning our Europe trip for 2023 that got cancelled in 2020! (We all know why!!) Will let you know how it goes and will definitely check out your website! Thanks,

Hi Rosanna, we’re so glad to hear that you’ve found this template useful! Very jealous that you’re planning an escapade to Europe. No doubt it will be amazing! Safe travels 🙂

Thankyou for your post on THE ULTIMATE TRIP PLANNER TEMPLATE on excel. It is very usefull. I have been using this template to plan my trips for a while now and it has saved me a lot of time. I highly recommend it to anyone who is looking for a travel planner.

Didn’t work. At least, not on my version of excel.

something about “delimited” something or another.

Hi Piotr, We’re sorry to hear this. What version of excel are you using? Are you on a Mac or PC? If you wish, we can email you an Excel copy of the template.

So so sooo helpful! I’m happy to find this great itinerary template! Thank you so much.

Thanks Tahira! We’re so glad that you found it helpful. Enjoy your travels! 🙂

Hi Tahira, we’re thrilled you found this template helpful. Enjoy your travels!

I needed this so much, easy and simply. Thank you for a great spreadsheet.

Thanks Nga! Happy travel planning!

Hi Nga, we’re so glad you loved this spreadsheet. Hope you had an amazing travel adventure!

Thank you , soooo much ! I appreciate you putting this together and sharing it

Hi Priscilla! So glad that you found this planning template useful! We hope you enjoy your trip!

I am so excited to find this. (Thank you, Pinterest!) I will be leaving in a month on an eight day train trip and this is exactly what I needed to get all my ducks in a row. Thank you so much!

HiTeresa! We’re so glad to hear this and so exciting for you. Enjoy your trip!

This is great! Found this as i was looking for a newer travel planner and this is very helpful and user friendly!

We’re so glad to hear this! Happy travel planning!

great tool. never used a planner before and it has most every item to consider… add a route sheet for those who driving to, during and back from their vacations…

Glad you like it and thanks for the feedback. We’ll look into adding a new tab for routes.

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Free Itinerary Templates

By Kate Eby | February 28, 2018

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An itinerary is essentially a schedule that can aid in organizing travel plans, conferences, meetings, and other events. Itineraries are most commonly used for business trips and personal travel to provide a record of important details, such as transportation and lodging information, business meetings, tourism plans, and emergency contacts. Whether you’re embarking on a business trip or family vacation, an itinerary can help you plan ahead, pack appropriately, and prioritize activities in order to save time while traveling. To make your process even more efficient, below you’ll find free travel itinerary templates, planning checklists, meeting itineraries , and other templates for Microsoft Excel and Word, PDF, and Google Docs. All of the templates are professionally designed and easy to use, and you can print them to provide a hardcopy during travel or to utilize in a meeting.

Business Itinerary Templates

Business travel itinerary template.

Keep track of flight information for both departure and return trips, accommodations, rental car details, and meetings or events with this business travel itinerary. You can plan for multiple travel dates, and the template is designed with alternating colors for an easy-to-read layout.

‌ Download Business Travel Itinerary Template

Business Trip Checklist Template

Customize this checklist template by adding tasks that need to be completed and items to pack on a business trip. Using a checklist can help ensure that important items are taken care of and that nothing is overlooked. It’s a simple planning tool that can have a big impact on the outcome of a business trip.

Download Business Trip Checklist Template

Excel | Smartsheet

Simple Business Trip Itinerary

This blank itinerary template offers a basic format that can easily be customized for a specific trip. Create a multi-day itinerary that covers transportation, lodging, meetings, and any other travel details that you want to keep track of. Consider adding hyperlinks to locations, such as hotels and restaurants, so that you have a record of online resources while traveling.

Download Simple Business Trip Itinerary 

Business Trip Report Template

A business trip report typically follows a memo format and provides a summary of the purpose and results of a business trip, including recommendations or follow-up actions that need to be taken. This is different from a business trip expense report, which is used to keep track of travel expenses for reimbursement. You can save and print the template as a Microsoft Word or PDF file.

Download Business Trip Report Template

Word  |  PDF  | Smartsheet

Travel Agency Planning Form

Travel agents can use this form to collect information from clients and create travel plans. Edit the template to include whatever details are relevant for the client and the type of trip, such as flight preferences, travel insurance options, lodging information, or discounts offered. Create a record of client information for future reference.

Download Travel Agency Planning Form

Word  |  PDF

Flight Itinerary Template

Multi-flight trips can be complicated, but a simple template can help prevent you from feeling overwhelmed. This Excel itinerary template will help you keep track of flight info so that travelers have all the details on a single spreadsheet. Enter your flight numbers, airport locations, and departure and arrival times for each leg of your journey, including layovers.

Download Flight Itinerary Template

Excel  |  Word  |  PDF

Vacation Itinerary Templates

Vacation itinerary template.

Plan a quick three-day trip, a five-day getaway, or a longer vacation with this comprehensive itinerary template. You can make and record plans for each day of your trip, including restaurant reservations, entertainment ideas, transportation, and nightly lodging. This provides a detailed look at your daily itinerary as well as an overview of the entire vacation.

‌ Download Vacation Itinerary Template

Vacation Planner Template

While creating a vacation itinerary requires advance planning, doing so allows you to relax and enjoy your trip without having to make arrangements while traveling. This vacation planner template is designed to help you compile information, compare options, and then create an itinerary based on what you discover. It can be used for planning a variety of trips, from family vacations and reunions to student field trips or travel for sports team competitions.

Download Vacation Planner Template

Excel  |  Word  |  PDF

Travel Day Planner

Use this Microsoft Word itinerary template to create a schedule for outings and events on a single day. Keep track of items to bring, restaurant locations, tourist attractions, and important notes. You can create your own easy-to-carry guide to follow throughout the day, and stick to your travel plan or make adjustments as you see fit.

Download Travel Day Planner

Family Vacation Itinerary Template

This itinerary template is designed with families in mind, and provides sections for listing all of the important trip details, which may include traveler names, medical info and contacts, other emergency contacts, and travel plans. Keep track of activities that your family plans to enjoy along with any corresponding details you want to document, such as cost, location, or advance tickets.

Download Family Vacation Itinerary Template

Excel  |  PDF

Travel Planning Checklist

Create a simple checklist for planning a personal trip or vacation. This template includes sections for adding items to complete at work, arrangements for home and pet care, a packing list, and other tasks. A to-do list can provide organization and accountability before you leave for a vacation.

Download Travel Planning Checklist

Meeting and Event Itinerary Templates

Formal meeting itinerary template.

Keep meetings on track with this organized itinerary that shows topics to be covered, presenter names, and the time allotted for each agenda item. You can also record the names of everyone in attendance, the meeting objective, and the location. This is a Google Docs template that can be modified to suit your particular organization and easily shared with team members.

Download Formal Meeting Itinerary Template

Word | Smartsheet

Meeting Minutes and Itinerary

This meeting itinerary template for Word provides a traditional layout with room to record minutes. Customize the template by adding a business logo or editing the items included in the itinerary. The template also includes a signature line for secretary approval.

Download Meeting Minutes and Itinerary

Weekly Staff Meeting Itinerary Template

Plan your weekly staff meetings and share the itinerary with attendees in advance. The agenda includes an overview of weekly achievements, progress updates, action items to discuss, and scheduling info for the next meeting. This template provides a roadmap to follow during the meeting and can also serve as a record of what was covered.

‌ Download Weekly Staff Meeting Itinerary Template - Word

Event Itinerary Template

Create a simple itinerary for a conference, workshop, fundraiser, or other event with this schedule template. You can show activities that occur in different locations simultaneously, such as different speakers at a conference, and display the starting and ending time for all activities. Use this template to plan a single or multi-day event.

Download Event Itinerary Template

Excel  |  PDF

Tips for Planning a Business Travel Itinerary

Some companies hire a corporate travel planning service to manage trip planning, booking, and emergency services. However, small businesses and independent consultants can simplify their travel planning by keeping a few tips in mind.

• Begin Planning Early: While some trips occur with short notice, you should aim to start planning a month in advance (if possible) to reduce stress and ensure that you get the services you need at the best rates available. Schedule any business meetings before securing transportation, lodging, and other travel details. It can also be helpful to arrive a day or two early to give you time to get organized and recover from jet lag.
• Bring a Backup Itinerary: Mobile devices, cloud-based storage, and the global availability of Wi-Fi make it easy to access documents from anywhere. But technology can fail, and devices can be lost or stolen, so it’s wise to print a hardcopy of your itinerary to bring in your carry-on luggage. If you’re traveling overseas, consider emailing a copy of your itinerary to your local contact as well.
• Check the Weather: This may seem obvious, but in some locations and at certain times of year, you may need more than your typical business attire in order to be prepared and comfortable. Before packing, check the weather forecast for your destination.
• Confirm Arrangements: Verify that a hotel will provide all the services you will need before booking. Once arrangements have been completed — but before setting out on your business trip — confirm lodging and other travel details to ensure that everything is in order and your itinerary is accurate.

Creating an organized itinerary will give you a map to follow during your trip so that you can focus on business engagements and other work responsibilities.

Create Flawless Travel Itineraries with Work Management in Smartsheet

Empower your people to go above and beyond with a flexible platform designed to match the needs of your team — and adapt as those needs change. 

The Smartsheet platform makes it easy to plan, capture, manage, and report on work from anywhere, helping your team be more effective and get more done. Report on key metrics and get real-time visibility into work as it happens with roll-up reports, dashboards, and automated workflows built to keep your team connected and informed. 

When teams have clarity into the work getting done, there’s no telling how much more they can accomplish in the same amount of time.  Try Smartsheet for free, today.

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Calypso Tree

34 free travel itinerary templates (word, excel & pdf).

Free travel itinerary templates:  Your itinerary refers to your journey’s more detailed plan. Usually, highlights some places to be visited and the travel plan. By having itinerary templates, you will benefit from having the travel arrangement in one location for easier referencing and retrieval. 

Your travel plan is usually placed in the front of the folder full of your tickets, brochures, and confirmation receipts – this is also a good source to get information on the road. 

Although the information includes the travel plan for yourself or other people might contain different items, the basic structure was usually still retained. You can use your best itinerary templates.

Table of Contents

Benefits of Using an Itinerary Template

Traveling is an adventure! But planning for it can sometimes be stressful. That’s where a  travel itinerary template  can be your best friend.

• All-In-One Location:  Say Goodbye to Chaos!

Do you have flight details in your email, hotel bookings on an app, and excursion times on a sticky note? Stop the madness! An itinerary template puts all these details in one simple place. Just open it up, and you’ll know what’s happening next.

• Easy to Use:  No Tech Skills Needed!

You don’t have to be a computer genius to use an itinerary template. Most of it comes with clear fields for you to fill in. Just type your flight time here your hotel name there, and you’re done! It’s like filling out a fun quiz.

• Be Organized:  Know What Comes After What

The best part about being organized is knowing what’s next. You see your trip like a story when you put your plans in an itinerary template. First, this happens, then that. You can enjoy the trip more when you know what’s coming up.

• Shareable:  Keep Everyone in the Loop

Traveling with family or friends? Send them the itinerary template! That way, everyone knows the plan. If someone asks, “What time is dinner?” tell them to check the itinerary!

• Free:  More Money for Fun Stuff!

The best things in life are free. Well, most travel itinerary templates are free, too! That means you can save cash for fun stuff like snacks, souvenirs, or an extra special adventure!

• Time-Saving:  Quick Changes Made Easy

Plans change. Maybe it rains, and you can’t go to the beach. With an itinerary template, it’s super easy to swap things around. Just a few clicks, and you have a new plan!

• Keeps You On Track:  No More Missing Out

Need to catch a flight or need to remember a dinner reservation? With an itinerary, you’ll get reminders. It’s like having a helpful friend who says, “Hey, time to go!”

• Peace of Mind:  Worry Less, Enjoy More!

When you’re organized, you feel calmer. That means you can enjoy your trip more and less worrying about it.

Are you ready to try an  itinerary template ? Trust us, it will make your next trip so much easier! ????

Essential Elements in a Travel Itinerary

So you’re convinced that a travel itinerary template is a good idea. Great! But what should you include in it? Don’t fret; here’s a list of the  key things to put in your travel plan .

• Title and Dates: What’s the Trip For?

Start with a striking title that sums up your trip. Are you going on a “Summer Adventure in Hawaii” or a “Weekend Getaway in Paris”? Include the dates so you always know the timeframe.

• Names: Who’s Going?

If you’re traveling with other people, write down everyone’s name. It’s an easy way for everyone to know they’re looking at the right plan.

• Departure and Arrival: Take-Off and Landing

Include details about when and where you’re starting and ending your journey. Include times, places, and how you’re getting there. Plane? Train? Automobile?

• Transport Info: All Aboard!

Note any flight numbers, train cars, or other key details. It’s also smart to list any reservations and helpful phone numbers in case of delays.

• Lodging: Home Away From Home

Where are you staying? Include the name, address, and check-in/check-out times for each place you sleep.

• Activities: The Fun Stuff!

What’s a trip without cool stuff to do? List all the tours, visits, or shows you plan to attend. Add times and places so you remember.

• Meetings: Can’t-Miss Appointments

Are you mixing a little business with pleasure? Include any meetings or important appointments you have. Who, what, where, and when—it all goes here.

• Meals: Yummy in My Tummy

Planning to eat at that must-try café? Put it in the itinerary.

• Free Time: Do What You Want

It’s your trip, after all! Include some blocks of free time for spontaneous fun.

• Emergency Contacts: Just in Case

Include some emergency contacts, like local hospitals or a trusted friend back home.

• Checklist: Remember!

Add a small list at the end for any last-minute things you need to do or bring. Passport? Snacks? It goes here.

That’s your  travel itinerary essentials  covered! With everything in your template, you’re ready for an awesome, stress-free trip! ????

Tips for Crafting a Useful Travel Itinerary

It isn’t just about jotting down names and places. Here are some tips.

Be Realistic: Time Matters!

Always consider how much time each activity will take. Keep your day manageable. You want time to enjoy the places you visit!

Group Activities by Location: Smart Mapping

Put things that are close to each other on the same day. This way, you spend less time moving and more time doing.

Always Have a Plan B: Be Flexible

Sometimes, things go differently than planned. Maybe it rains, or a place is closed. Have a backup plan, so you’re never stuck with nothing to do.

Check Opening Hours: No Unwanted Surprises

Imagine showing up at a museum you’re excited to visit, only to find it’s closed on Tuesdays. Check opening times in advance to avoid this.

Share It: Keep Everyone in the Loop

If you’re traveling with others, ensure everyone has a copy of the itinerary. You could even make a shared online version.

Local Customs and Laws: When in Rome.

Check for any local customs, rules, or laws you should know about, like dress codes at religious sites.

Remember Time Zones: Sync Up!

If you’re crossing time zones, adjust all your times so you’re always on local time.

Add Some Breathing Room: Take It Easy

Don’t schedule something every minute of every day. You’ll need some downtime to relax and soak it all in.

Include All Confirmation Numbers: Quick Access

For flights, hotels, and activities that require booking, include all confirmation numbers for quick and easy access.

Double-Check All Details: Be Sure, Be Safe

Before you finalize your itinerary, double-check all times, dates, and reservations.

Print and Digital: Best of Both Worlds

Have both a printed copy and a digital copy available. Technology can fail, and you might only sometimes have Wi-Fi.

Keep it Handy: Easy Access.

Put your itinerary somewhere easy to get to. Save it on your phone or put it in a pocket in your bag.

Free Travel Itinerary Templates

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Free Travel Itinerary Templates 15

Travel Itinerary Template Word

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Easy to Use

One of the best things about using a Word template is its simplicity. You don’t have to be a computer wizard to figure it out!

Customizable

Word lets you change fonts and colors and even add pictures. Make your template  truly your own .

You can open a Word document on almost any device. It’s super  easy to share  with family or travel buddies, too.

Pre-made Templates

Word offers a variety of  ready-to-use templates . Just plug in your details, and you’re good to go!

Checklist Features

You can add  checkboxes  next to each activity or place. It feels so good to check them off as you go!

Safe and Secure

You can easily  lock the document  to keep your travel plans private.

Great for Printing

Word documents  print beautifully . It is a great option if you like having a paper copy of your plans.

How to Use It

• Open Word and choose a blank document or a pre-made template.
• Fill in your travel details like flights, hotels, and fun stuff to do.
• Add any  extra notes  or  checklists .
• Save it, print it, or share it via email.

Tips for Using Word Templates

• Spell-check : Always run a spell-check to avoid any errors.
• Save Often : Keep up your hard work. Save your doc often!
• Backup : Email a copy to yourself or save it in the cloud.

Using a Word template for your travel itinerary is a smart way to keep all your plans in one place. Give it a try for your next trip!

Free Travel Itinerary Templates Excel

Do you like spreadsheets?  Excel templates  offer even more ways to stay organized. You can sort your plans, filter them, and find what you need fast!

If you’ve been using regular Word documents or even pen and paper for your travel plans, it’s time to  upgrade to Excel ! Here’s why and how:

Easy to Edit: Change On-the-Go

Excel allows you to add or remove items quickly. If your plans change, delete a row or add a new one!

Sort and Filter: Find What You Need

Say you want to see all your flight details at once. Excel lets you sort and filter to find what you’re looking for in a snap.

Color Codes: Make It Pretty and Practical

Blue for sightseeing and red for meals. It makes it easier to understand your day at a glance.

Formulas: Count the Hours

You can use simple Excel formulas to add how much time each day’s activities will take.

Shareable: Easy to Send

Excel files are easily shared by email or cloud services like Google Drive. You can also password-protect it if it has sensitive data.

Collaborative: Teamwork Makes the Dream Work

Everyone can add their activities or notes in the same Excel sheet if you’re traveling with others. It’s a team itinerary!

Tabs for Days: One File, Many Uses

You can use different tabs for different parts of your trip. One tab for flights, another for hotels, and so on.

Links and Notes: Extra Info

You can add links to websites or notes with additional information in Excel.

Offline Access: Always Available

Once downloaded, Excel files are available even without internet access, making them reliable and handy.

Templates Galore: Start with a Bang

It is lots of pre-made Excel itinerary templates available online. It can give you a head start and create planning even quicker.

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Stable and Consistent

One of the biggest perks of using a PDF is that it looks the  same  on every device. No surprises!

Easy to Share

PDF files are  super easy to send  in an email or message. They can be opened on almost any gadget.

No Accidental Changes

Once you save it, it stays that way. You can’t accidentally mess up your plans!

Universal Acceptance

Almost all businesses can open and read PDFs. Most people can easily check your plans if you need to show them.

Password Protection

PDFs can be  locked  with a password. Your plans stay  safe and private .

Fantastic for Printing

If you like paper copies, PDFs print out  just how they look on screen .

• Make your plans in any software that can be saved as a PDF.
• Double-check all your details and  spelling .
• Save or ‘print’ your plans as a PDF file.
• Share or print your  snazzy  new PDF itinerary!

Tips for Using PDF Templates

• Read-Only : Remember, most PDFs can’t be easily changed. Make sure all your info is correct before you save it.
• Compatibility : Always ensure the people you share the PDF with can open it.
• Document Size : PDFs with lots of pictures can get big. Keep an eye on the file size if you need to email it.

A PDF travel itinerary template is  rock-solid  for keeping your travel plans organized and easily accessible. It’s a popular option, especially if you want a file that stays how you made it.

Common Mistakes in Using Travel Itinerary Templates

Skipping the Details : One of the most common errors is  filling in all the blanks . It can lead to confusion during your trip.

Ignoring Time Zones : Many must remember to account for time zone changes. It can mess up your plans.

Overstuffing the Itinerary : It’s tempting to pack your day full of activities. But this leaves  no room for rest or unexpected events .

Forgetting to Share : If you’re traveling with others,  forgetting to share  the itinerary can make things hard for everyone.

Not Checking Operation Hours : Imagine going to a museum only to find it’s closed. Always  check the working hours  of places you want to visit.

Skipping Backup Plans : Weather changes. Plans fall through. Having  no Plan B  can ruin your day.

Bad Formatting : If your itinerary is hard to read, it’s almost useless. Make sure you use  clear and easy-to-read formats .

Not Updating : Sometimes plans change.  Only updating your template  can make sure you get all the things.

Ignoring Local Customs and Laws : Failing to account for local customs or laws can be embarrassing and sometimes problematic. Always do your  basic homework .

Not Double-Checking : A small mistake in flight numbers or hotel booking IDs can be a big hassle. Always  double-check your details .

Avoiding these common mistakes can make your itinerary a powerful tool for a smooth and enjoyable trip!

Traveling is more fun when you’re organized. Using a  travel itinerary template  can help a lot! So why wait? Download a free template today!

Additional Resources

Want to know more? Click the links below for free templates and helpful travel apps.

• Free Itinerary Templates
• Best Travel Apps

Happy traveling! ????

What Is a Travel Itinerary Template?

A travel itinerary template is like a  map for your trip . It shows where you need to go, what you’ll do, and when you’ll do it.

Where Can I Find Free Travel Itinerary Templates?

You can find free templates online, in apps, Excel, or Word. Some travel websites also offer them for  free .

Should My Template Be Detailed or Broad?

That depends on you! Some folks like a  minute-by-minute plan , while others want just the  big events  listed. Choose what works for you.

Can I Use the Same Template for Different Trips?

Yes, you can! Just  change the details  to fit your new trip.

What Should I Include in My Template?

Include key info like  flights, hotels, and activities . Remember  small but important details  like transport from the airport to the hotel.

Do I Need to Print My Itinerary?

Only sometimes. You could keep it on your phone. But a printed copy is good, just in case your phone  runs out of juice .

How Many Copies Should I Make?

It’s a good idea to have  more than one copy . Leave one with a friend or family member back home, keep one with you, and maybe have a  digital copy .

Can I Add Last-Minute Changes?

Yes, you can. Just  update all your copies  so you’re not working off old info.

What Do I Do If My Plans Change Mid-Trip?

No problem! Just  update your template . You can do it with a printed copy or update the digital one on your device.

Is It OK to Leave Free Time in My Plan?

Absolutely! It’s your trip, after all. Free time lets you  explore  or  rest  as you feel like it.

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Itinerary Template

Free customizable travel itinerary template to help you organize the trip of your dreams with minimum effort. We also offer a free itinerary creator that will generate the perfect trip for you to any place taking into account your budget, number of people, length of your trip and most important of all the activities that you enjoy!

Travel Itinerary Template | Wedding Itinerary

Create a Printable / Downloadable Template   Create a personalized itinerary for any country Contents hide 1 Travel Itinerary Template 2 Travel Budget 3 Itinerary Planner 4 How do you know which trip itinerary template is best for you? 5 How to plan your travel itinerary 5.1 Choose a Destination 5.2 Choose Dates 5.3 Establish a Budget 5.4 Find flights 5.5 Make a list of the places you want to visit 5.6 Find hotels 5.7 Transportation 5.8 Create a detailed itinerary 6 What is an itinerary?

Travel Itinerary Template

The vacation itinerary template is available in many different versions both in color and black and white. All the itineraries are available to download as an image, Word document, Excel spreadsheet, or a typeable PDF file.

• Typeable PDF
• Spreadsheet (Excel)

This travel itinerary template has a list of places to visit but no car rental.

Business Trip

This itinerary template has a section for a car rental.

This version includes a rental car and foods to try.

• Image: Page 1 , Page 2

This version includes: a list of places to visit, with car rental, foods to try, and a shopping list.

This version includes a list of places to visit, with car rental, foods to try, a shopping list, and a daily itinerary.

This version includes a list of places to visit, with NO car rental, and foods to try.

This version includes a list of places to visit, NO car rental, foods to try, a shopping list, and a daily itinerary.

This itinerary template has a list of places to visit, NO car rental, foods to try, and a shopping list.

Travel Budget

Our free travel budget template will help you plan your travel budget. You can download the vacation budget template as an Excel document. You can open this document with Google Sheets as well.

The spreadsheet will automatically calculate your total budget for you and save you a lot of work.

If your budget is too high, you can play around with the different sections until you reach a travel budget you are comfortable with.

The trip budget template is easy to edit, so if you have additional costs such as visa, passport photos, etc then simply add more lines.

Excel Spreadsheet

See also the vacation budget planner below.

Itinerary Planner

With the free printables available on this site you can create a free printable vacation trip planner that will plan every aspect of your trip for you.

• Include one of the itinerary templates above to list all the places you want to visit and the things you want to do before you decide which ones to actually include in your final travel itinerary planner.
• Add the travel budget template above to calculate all expenses.
• Create a Travel Checklist including a Baby Travel Checklist and an International Travel Checklist .
• Include a Countdown Calendar since the anticipation is part of the fun!
• If you want to keep a journal during your travels then add a journal template .

And did I mention that all these printables are free!

How do you know which trip itinerary template is best for you?

There are many different travel itinerary templates available but each has different sections. Choose the template that has the most sections you would like to include in your vacation planner.

How to plan your travel itinerary

I love traveling. I have been to at least 40 countries pretty much all over the world. I always plan my trips beforehand. When I travel on my own or with my partner, I am more flexible and enjoy a less rigid schedule. However, when I travel with my kids, I like to be prepared. I want to take them to the important sights and I need to know how we are going to get from place to place. I don’t want to be stuck in a foreign country trying to work out how to get from place to place. When I travel for business, I need to know when meetings are scheduled so that I don’t miss anything important. Therefore, over the years, I have prepared many different travel itineraries for every scenario. I am happy to share them with you here. They are tried and tested and I have updated them over the years when I realized that information was missing.

I think that the more organized you are before your trip, the better your trip will be. You won’t find yourself regretting not visiting a specific place or trying food that everyone is suddenly talking about.

A little bit of planning will ensure that you see the places you want to see, know how to get from place to place, and don’t land up spending more than you planned to spend.

Setting a travel budget and sticking to it is also an important part of planning a trip. See the travel budget template above.

You can go into as much detail as you want on your itinerary. For that reason, we offer a number of itinerary templates. Each itinerary template goes into a different level of detail. Some list the must-see sites and others plan each visit from start to finish. Use the itinerary that best reflects the level of detail you want to go into.

If you want more flexibility, then select the Google Docs or Microsoft Word versions as you can edit them to make them suit your needs if you don’t find a template that is perfect for you.

When planning your trip, open any itinerary example above and start filling out the details. It will help you plan the important parts of your trip and remind you of the things you need to organize.

Choose a Destination

If you have a bucket list then use it to select your destination. You might choose your destination based on the flights available if your schedule isn’t flexible, your budget or the weather during the time you want to travel. If you have a specific destination in mind, then it will be easier to choose a place. If not, Google a few options and see which one looks the most fun. Check the price of flights to that place during the time you plan to travel. Flights are usually the biggest part of the budget and the cost might determine your destination.

Choose Dates

The dates will determine how much time you spend at the destination and your travel budget. Typically, the longer your trip, the higher the budget.

The dates will also determine the cost of your trip. When you travel in high season, it will cost more than when you travel off-season.

Establish a Budget

Set a realistic budget for your trip. Use our free budget template (see above) to get an idea of how much your trip will cost and plan your budget. If you use our free vacation planner then you will find a budget template there too.

• Check if there are any requirements for your destination.
• Some countries require a visa, passport photos (see our free  Passport Photo Maker ), Covid tests, vaccinations, etc. Check what you will need and how much it will cost you.
• If you are planning on renting a car, check if you will need an international driving permit or other documentation.
• Make sure your passport is valid.
• Some countries require that your passport is valid for a specific length of time. Research to make sure that you don’t need a new passport or a visa that might take a while to get.

Find flights

Once you know where you are going and for how long, start looking for flights. If your flights are expensive to a specific location you might want to fly to another city in that country and then take a train or drive. This often enables you to see another city which could be more interesting as well. Another option is a flight with a long layover. This lets you see another country without paying extra. When I traveled with my family to South Africa, we stopped in Paris on the way there. We had a full day there which we spent at Euro Disney. On the way back, we had a full day in Amsterdam, where we walked around Amsterdam for hours and even managed to spend time at the Science Museum. My kids got to see two more countries that they hadn’t been to and the flights cost the same, if not less. If you do this, you must make sure that the travel from the airport won’t be too time-consuming. You want to have enough time in the city to enjoy your visit.

Make a list of the places you want to visit

Create a rough outline of the places you want to visit. This will ensure that there will be enough to see and do. If your budget is tight, check your travel budget before you make the bookings.

The list of places you want to visit will probably determine the hotel you stay at. You will want to stay as close as possible to most of the places you want to visit.

Find hotels

Book a hotel or hotels, if you will be moving around.

Transportation

Determine how you will travel from place to place.

Decide if you will rent a car or if you will use public transportation. If you are using public transportation, check what the best means of transportation is. You might combine various methods. You might also get a guide who will take you from place to place. When we visited China, I found a local guide who drove us from place to place. This is helpful when you are visiting a place that is more difficult to travel alone. If you are traveling with kids, you will want to check how many people can travel in a cab. A good way to check the best way to get from place to place is Rome2Rio .

You will also want to check the price of the specific method of transportation. When I visited Japan, I used the bullet train to get to further places which was very convenient but also very expensive. If you are on a tight budget, you will want to check the price of local transportation before you book your flights and hotels.

Create a detailed itinerary

• Choose one of the itinerary templates above and start deciding what you are going to do each day.
• Group places that are close together on the same day. Also, take into account the travel time to each attraction, the time you will need for sightseeing, opening hours, and mealtimes.
• Some attractions might require that you book tickets online ahead of time so ensure that there are tickets available for that day.
• If time is short, you might want to get save-the-line tickets which can be very convenient.

What is an itinerary?

An itinerary planner is a document that includes the details of your trip or journey.

How do you spell “itinerary”?

An interesting fact about the word itinerary is that it is one of the most commonly misspelled words in the English language. Here are some ways, some people incorrectly spell it:

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Itinerary Templates

• 42+ Itinerary Templates Free Microsoft Word Documents Download

Every perfectionist will know the countless benefits of creating and maintaining an itinerary . It is a lot like a format of timetable, a better and more comprehensive version of a to do lists templates . An itinerary is also described as a travel plan; for example, if you are planning a vacation, then you need to plan the entire tour down to the last detail- the route to be taken, all the things you are planning to do and see and so on.

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• Have your travel tickets confirmed
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• Find out restaurants and make the booking
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• Other miscellaneous things should also be listed while you are preparing your itinerary

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Types of Itinerary

Skeletal itinerary, technical itinerary, descriptive itinerary, why do you need itineraries, how to create itineraries.

• First, you need to make a simple list of all the things you are planning to do during the tour. Once you finalize that, you will be ready to create your itinerary.
• Then, you need to select a well-designed itinerary in word file for yourself. Browse all the options you have, and make an informed decision. More than the design, you need to pay attention to the little details, to the layout. It needs to be neat and clutter-free.
• You get different kinds of Free Templates on Word, some of which can be divided into columns. These allow you to organize all your details in an organized fashion.

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Business Travel Itinerary Template for Microsoft Word

• Great for beginners
• Ready-to-use, fully customizable Doc
• Get started in seconds

Traveling for business can be chaotic, but it doesn't have to be! Stay organized and in control with ClickUp's Business Travel Itinerary Template for Microsoft Word and more. Whether you're jet setting for meetings or conferences, this template helps you plan every detail with ease.

The Business Travel Itinerary Template allows you to:

• Easily input flight details, hotel bookings, and transportation arrangements
• Keep track of meeting schedules and important contacts
• Ensure a seamless and stress-free travel experience from start to finish

Make your next business trip a breeze with ClickUp's all-in-one itinerary solution!

Business Travel Itinerary Template Benefits

Creating a Business Travel Itinerary Template in ClickUp offers a seamless solution for organizing your travel plans. With this template, you can:

• Streamline your travel planning process by centralizing all trip details in one place
• Ensure all essential information, from flight details to hotel accommodations, is easily accessible
• Stay on top of your schedule with a clear outline of meetings and events
• Easily share your itinerary with colleagues or team members for better coordination during business trips

Main Elements of Microsoft Word Business Travel Itinerary Template

To streamline your business travel planning, ClickUp offers the Business Travel Itinerary Template for Microsoft Word and other platforms. This Doc template includes:

• Custom Statuses: Easily track the progress of your travel plans with statuses like Confirmed, Pending, and Completed
• Custom Fields: Utilize custom fields such as Flight Details, Hotel Reservations, Meeting Schedule, and Transportation Info to input and organize crucial travel information
• Custom Views: Access different views like Detailed Itinerary, Summary View, Calendar View, and Checklist View to manage your travel plans efficiently and effectively

How To Use This Business Travel Itinerary Template In ClickUp

Creating a detailed business travel itinerary is crucial for staying organized and maximizing productivity during your trips. With the Business Travel Itinerary Template in ClickUp, you can easily plan your schedule and make the most out of your travel experience. Follow these steps to get started:

1. Enter trip details

Start by filling in essential trip information such as the destination, travel dates, accommodation details, flight numbers, and contact information for any local offices or clients you'll be visiting. Having all this information in one place will help you stay on top of your itinerary.

Use the Table view in ClickUp to input and organize all your trip details neatly.

2. Plan daily activities

Break down each day of your trip into a detailed schedule. Include meetings, conferences, site visits, networking events, meals, and even some downtime for rest or exploration. Make sure to allocate realistic timeframes for each activity to avoid overbooking yourself.

Create tasks in ClickUp for each activity or event on your itinerary to stay on track.

3. Organize transportation and accommodation

Arrange transportation to and from the airport, between meetings, and to your accommodation. Include addresses, phone numbers, reservation details, and any special instructions. Additionally, list out your hotel details, check-in and check-out times, amenities, and any specific preferences you may have.

Utilize custom fields in ClickUp to store all transportation and accommodation information conveniently.

4. Prepare necessary documents

Gather all essential documents such as your passport, identification, travel insurance, tickets, itinerary printouts, and any required business materials. Make sure everything is up-to-date and easily accessible during your trip.

Set up Automations in ClickUp to send reminders for document preparation before your travel dates to avoid any last-minute rush.

With the Business Travel Itinerary Template in ClickUp, you can streamline your travel planning process and ensure a smooth and productive business trip. Safe travels!

This template is originally designed for use in the ClickUp platform, but you can easily export this doc for use in Microsoft Word, or even just copy-paste the contents into your platform of choice.

Get Started with This Business Travel Itinerary Template for Microsoft Word, ClickUp, & More

Business travelers can use this Business Travel Itinerary Template to streamline their trip planning process and ensure a smooth travel experience.

First, access the ClickUp platform and navigate to your Workspace to add the Business Travel Itinerary Template.

Next, customize the template by adding specific details for your trip, such as flight details, hotel reservations, meeting schedules, and transportation arrangements.

Now, leverage the template's features to optimize your travel itinerary:

• Utilize the Calendar View to visualize your trip schedule and stay on track with your appointments
• Organize tasks into different statuses like Planned, Confirmed, In Progress, and Completed to track the progress of your travel arrangements
• Customize custom fields to include important information such as confirmation numbers, contact details, and reservation specifics
• Use the Table View to create a detailed overview of your itinerary with all necessary information in one place
• Monitor and adjust your itinerary as needed, ensuring a seamless and stress-free business trip
• Share the itinerary with relevant team members or travel companions for easy collaboration
• Analyze your travel itinerary to identify any potential gaps or conflicts and make necessary adjustments for a successful trip.

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