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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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.
Itinerary Templates Excel
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Travel Itinerary Template PDF
Free Travel Itinerary Templates 16
Free Travel Itinerary Templates 17
Free Travel Itinerary Templates 18
Free Travel Itinerary Templates 19
Free Travel Itinerary Templates 20
Itinerary Template – Free Travel Itinerary Templates
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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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11 Free Travel Itinerary Templates for Your Next Trip in Google Docs, Excel, & Word
Content Partnership Specialist
May 8, 2024
There are a lot of things that go into planning a trip.
From scheduling flights, booking hotels and car rentals, planning activities, and ensuring all of them fit within your timeline and budget too!
Whether you’re a seasoned traveler or simply someone looking to create an organized travel schedule for your upcoming trip, then you should consider using an itinerary template.
Itinerary templates help you organize your activities, manage your time , calculate your expenses, give you a breakdown of all your important travel information before a trip, and help you make the most out of your business trip or vacation.
Head over to the sections below to find out what makes a good itinerary template, and discover 11 free templates you can use to help you plan your next trip! 🏝️
What is an Itinerary Template?
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An itinerary is a document that outlines all of the details of your trip, from your flight and hotel reservations to your planned activities and budget, to ensure that everything runs smoothly.
That said, trip planners should turn to itinerary templates to give you ready-to-use and organized fill-in-the-blank pages that you can use for every type of trip.
Itinerary templates can help business and leisure travelers:
- Save time, plan more effectively, and provide an organized format for all the important details of their trip
- Have a digital planner to keep track of all the details they need to consider when planning their travel, such as dates and locations, transportation and accommodations, and activities
- Get quick access to all of the necessary details in one place
- Help manage last-minute changes more effectively
Think of these free itinerary templates as your personal travel agent assistant. They’re there to assist you with planning the most important parts of your trip, so you spend more time enjoying the moment than worrying about what’s next and how you’re getting there.
Moreover, creating a detailed travel itinerary is beneficial if you’re visiting a new city or country you’ve never been to before.
So what should a travel itinerary look like? Let’s take a look!
There are several types of itinerary templates for different occasions. The most commonly used and sought templates are for business trips, vacations, event planning, and global and domestic travels.
And while there are many types of itinerary templates out there, the best ones offer the following basic elements:
- Have clear and concise language
- Organized and easy-to-read format
- Customizable and easy to edit
- Easily accessible and sharable
And if you need to shift your plans around due to unexpected changes, a solid travel itinerary template should offer the flexibility to let you make changes without compromising the flow of your trip. It also shouldn’t require you to start your travel itinerary from scratch.
Ultimately, these templates should help you create a personalized travel itinerary, save time, and stay organized to help you become a better planner.
Speaking of which—here are 11 hand-picked travel itinerary templates that can help you with that! Each one offers a unique format and features. Check them one by one to see which templates suit your needs the best.
11 Travel Itinerary Templates for Your Next Trip
Traveling for work?
This Business Travel Itinerary Template by ClickUp can help you get all your important travel details and work schedules, all in one place.
Easily notate your travel dates, hotel information, flight number, and other important information in an organized and easy-to-follow format in ClickUp Docs . If you have multiple travel plans or want to keep your past and future travel itinerary docs in one place, then simply add nested pages under one Doc to keep everything neatly organized and accessible.
And because ClickUp Docs allow you to have full control of sharing permissions and privacy, you can keep your pages private to protect your personal information or securely share them with selected people via a link.
Best of all, ClickUp is available on the mobile app , so you can take your itinerary template wherever you go and access it any time of the day.
Use this free travel itinerary template to streamline your business travel planning process and establish a consistent standard itinerary that you can use again and again.
Planning a road trip or exploring a new city?
Whatever type of vacation you’re planning for, this Vacation Planning Travel Itinerary Template by ClickUp can help you create a visual roadmap of your planned activities.
With this free travel itinerary template, you’ll be able to plan your destinations, use ClickUp Custom Fields to add important details such as hotel addresses, type of activity, hours of operation, travel time, accommodations, reservations, and so on to ensure you’re on the right track to hit all the spots you have planned to visit on your trip!
Additionally, this template allows you to visualize your road trip itinerary in Map view, as shown above, and other views in ClickUp, such as List, Embed Board, and Doc view. Each custom view offers a unique look at your travel itinerary to help you visualize and organize your plans in the best way that works for you.
Use these vacation planning templates to give you the structure and organization you need to plan your next trip and have a stress-free getaway!
Streamline your travel planning with ClickUp’s Trip Planner Template ! Say goodbye to the chaos of scattered details and hello to a centralized hub for all your trip essentials. From flights to accommodations, activities to budgets, this template has you covered. Save time by organizing everything in one place and ensure nothing slips through the cracks.
With customizable features like custom statuses, fields, and views, you can tailor the template to suit your specific needs. Collaborate effortlessly with friends and family to create the ultimate travel experience. Whether you’re jetting off for a quick getaway or planning a work trip, this template provides the tools you need for a successful trip.
Set your budget, research destinations, create itineraries, and finalize details all within ClickUp’s intuitive platform. Track progress, assign tasks, and monitor productivity with ease. From start to finish, ClickUp’s Trip Planner Template empowers you to plan your dream trip efficiently and effectively.
Whether you’re born with natural event planning skills or perhaps someone who’s looking to get better at it, this Event Planning Itinerary Template by ClickUp can help you plan your next events with ease!
This event planning itinerary template includes three highly visual ClickUp Views that can be customized for any need, from organizing and scheduling event dates on a List and Board to drag-and-drop planning on a Calendar.
Each view provides pre-built Custom Fields, which allow you and your team to add important details, such as progress percentage bars, payment status, due dates, budget status, and more. You can also create Custom Task Statuses to help identify the stage each task is, keeping everyone in the loop on where each task stands at all times.
You can download the app on your mobile device to access your tasks regardless of your event’s location, and use this itinerary template to help you become a pro at planning events and start managing all of your business operations, teams, and event planning —all in one place.
Sometimes, it’s best to take things day by day, especially when your workload and to-do lists are getting out of hand.
Seize the day and stay productive (and motivated) by turning to the 24 Hours Itinerary Template in ClickUp to guide you when creating your daily schedule!
This free itinerary template includes pre-built Custom Fields and Custom Task Statuses to help you easily plan and visualize your daily tasks. And because those features are fully customizable, you can edit and add whatever fields and statuses work best for your workflow.
Use this template to assist you with daily planning , so you easily view all of your to-dos, stay focused on what’s on your plate each day, and make the most of every day!
Meetings are a great way to sync with people in real time.
However, without a proper agenda, you might forget to discuss important matters, lose control of the meeting flow, and veer off track, leaving the attendees with more questions than answers or thinking, “this could’ve been an email.” 😅
Don’t let that happen to you!
Whether you’re hosting a face-to-face or virtual meeting, having a prepared agenda beforehand keeps your meetings productive and helps make the most of your attendee’s time— the free Agenda Template by ClickUp can help you prep for your next meeting.
This template provides you with sections for your meeting details, participants, and so much more. And because this template is available ClickUp Docs, you can easily format the page to support any type of meeting , embed links to add more details to your agenda, and easily share it with your team before the meeting so they can come prepared with insights or questions.
Use this itinerary template to help you plan and keep your next meetings productive!
Planning a conference and need a conference agenda template ?
This Conference Itinerary Template by ClickUp can help you create, visualize, and manage your events all in one centralized place.
This template offers pre-built views, such as Box, Calendar, and List view, and Custom Fields and Custom Task Statuses to allow you to create your ideal itinerary for your event. Moreover, you can add custom tags to your tasks to add another layer of organization to your itinerary and add new Custom Fields to keep your tasks as detailed as possible as you plan your live or virtual conference events .
And if you need help getting started, no problem. It comes with a Getting Started Guide to help you get familiarized with the template and serve as a guide to help you plan your next event !
A meeting agenda is a must, especially for board meetings.
The Board Meeting Agenda Template in ClickUp offers pre-built Custom Fields to help board members and leadership create a high-level and organized meeting agenda, and run productive meetings. You may also add single or multiple assignees to each task and subtask to clearly note who’s responsible for completing the task or presenting the topics and check them off the list as each task or topic has been discussed to easily track and note what is yet to be completed.
Use this itinerary template to help you create an organized meeting agenda , keep everyone in the loop ahead of the meeting, and promote open discussion among all participants, which can lead to stronger decisions and better outcomes.
If you’re an Excel user, then this template is for you.
Microsoft Excel offers a handy Vacation Itinerary template that you can use to organize all of your trip details. Whether you want to start a road trip itinerary with friends or a personalized itinerary of your full trip, this trip itinerary template includes entries for flight information, lodging, emergency contacts, activities, and so on.
Once you’ve filled out the template with the details of your trip, simply save it on your computer or print it to take a physical copy of your itinerary with you or leave a copy for your friends and family while you’re away on your vacation.
If you like keeping things simple when planning your trips, then this travel itinerary template will work for what you need.
This template allows you to add and edit your travel details, such as destinations, transportation, lodging, and what you need to pack for your trip, in organized tables in Google Docs (where you can also connect to Google Sheets).
This is one of the many customizable templates that’s free to download. Save it on your computer or print a copy to take with you!
Keep your business trips as stress-free as possible by creating a detailed flight itinerary, meeting schedule, and more all on one page. Use Microsoft Word’s Business Trip Itinerary template to keep track of important dates, departure and arrival times, destination addresses, phone numbers, travel time, and other notes about each item on your itinerary.
Start Planning Your Next Trip with Travel Itinerary Templates
When it comes to planning trips, having an itinerary is key.
But we get it. Making a detailed itinerary can be quite time-consuming. That’s why using an itinerary template can be such a great tool! Stay organized and use the templates we provided above as a starting point for creating your own customized itinerary for your upcoming trips and events.
And if you’re a fan of customizations, then you’ll click well with ClickUp.
It offers a fully customizable platform with hundreds of features and templates to give you the power to create a personalized experience, connect all your notes and work together, and build a workflow and itineraries that work for you.
Get access to ClickUp’s customizable templates for free today, and start getting excited about planning your next event!
Bon voyage! 👋
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