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.
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
Free Travel Itinerary Templates 01
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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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Free Travel Itinerary Templates 17
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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.
The content creator team at calipsotree.com is dedicated to making topics accessible to everyone, with over 9 years of experience in writing and breaking down complex concepts into easy-to-understand articles that answer readers’ financial questions.
About The Author
Calypsotree.com.
The content creator team at calipsotree.com is dedicated to making topics accessible to everyone, with over 9 years of experience in writing and breaking down complex concepts into easy-to-understand articles that answer readers' financial questions.
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How to Create a Trip Planning Spreadsheet [5 Free Templates]
- Last updated April 25, 2023
Travel planning can get exhausting, especially when you have no clear starting point. You can make this (at least) tolerable by creating a trip planning spreadsheet. Here, you can keep your itinerary, transportation details, budget allocation, and similar aspects.
In this article, we’ll discuss how you can create a trip planning spreadsheet using Google Sheets and why it’s so useful. We’ll also provide five different templates you can readily use for your travel planning.
Table of Contents
How to Create a Trip Planning Spreadsheet on Google Sheets
Step 1: make multiple tabs on your spreadsheet.
To keep your travel planner tidy, you should first create several tabs inside your spreadsheet. This allows you to categorize the kinds of information you’re going to deal with. For example, you can separate your flight details from your budget planning.
Follow the instructions below to do this.
- Launch your browser, then go to https://sheets.google.com/ .
- Click “ Blank ” under the “ Start a new spreadsheet ” section.
- Hover over the name of the current worksheet (usually named “ Sheet1 ”), click on the drop-down arrow, then select “Rename.”
- Type your preferred worksheet name, then press “Enter” or “Return” on your keyboard.
- To add another worksheet, click on the “Add Sheet” icon (plus + symbol) at the bottom-left corner of your screen.
- Repeat steps 1 to 4 to rename the worksheet.
Common Tabs to Add
You can create many kinds of worksheets depending on your specific requirements. Here are some common tabs you’d typically see in a trip planning spreadsheet:
- Itinerary: Include the basic details of the places you plan to be in, like dinner reservations, conferences you need to attend, tourist attractions, etc.
- Transportation: Keep your flight schedule, the routes you plan to take, your commute options (car rental, bus, etc.), and similar information.
- Accommodation: List the names and locations of your lodgings. You can also include whether or not you’ve made a reservation already, the room prices, and more.
- Food: Plan where you can get your meals, the restaurants you want to visit, and the average costs of eating out.
- Budget: Track your day-to-day expenses and see how much money you’re left with.
- Packing List: Don’t leave anything essential at home before embarking on your trip — passports, IDs, cash, and similar things.
- Activities: List the things that you can do at your destination, like bar hopping, nightlife activities, concerts, and so on.
Step 2: Add Column Headers
After creating multiple tabs, you can further categorize your details using column headers. These are found at the top of your worksheet, describing what kind of values are present in a column’s cells.
To add column headers, simply follow these steps.
- Click on the first cell (cell A1) in the upper-left corner of your worksheet.
- Enter your preferred column header, such as “Location” (as used in our example).
- Repeat the previous step for other cells in the same row. (We used the headers “Date,” “Time,” “Transportation,” “Costs,” and “Status” in our example below).
- Once done, select all the column headers you’ve added, then click “Bold” in the toolbar.
- Alternatively, you can make them bold by pressing “Ctrl” + “B” (or “Cmd” + “B” for Mac) on your keyboard.
Common Column Headers
The column headers we’ve used in the demonstration above are applicable to the Itinerary tab. Keep in mind that you can virtually use any word or phrase for your column headers, though. Below are some options you can consider.
For the Accommodation tab
- Nearby shops and attractions
- Room prices
For the Transportation tab
- Travel date and times
- Flight details, such as flight schedule and flight number
- Car rental company, including name, address, and contact number
For the Budget tab
- Daily budget
- Total budget
- Total amount spent
- Amount remaining
- Expense description
After adding your column headers, you can start filling out the fields with your information.
Step 3: Personalize Your Travel Planning Spreadsheet
All that’s left for you to do is add a touch of creativity to your vacation spreadsheet. Here are some ways you can do this.
Use Conditional Formatting
The term “conditional formatting” simply refers to a change in a cell’s appearance when certain requirements are met. Below is an example where we change a cell’s color to green when it contains the word “Done.”
- Right-click on a cell, then select “View more cell actions” > “Conditional formatting.”
- On the side panel that appears, click the drop-down list under the “Format cells if…” menu.
- Select “Text is exactly” from the options.
- Type “Done” in the “Value or formula” field.
- Click on the “Done” button to save your changes.
- Drag the cell’s contents to copy the conditional formatting rules to other cells.
Use Alternating Colors
If you’re dealing with a lot of details, you can also use alternating colors, making it easier for you to read. Here’s how to enable different cell colors on your spreadsheet.
- Select the cells you want to display in alternating colors.
- On the menu bar, select “Format” > “Alternating colors.”
- Choose your preferred color, then click the “Done” button to save your changes.
When to Use a Trip Planner Template
You can use spreadsheets every time you’re planning a trip — there’s no reason you shouldn’t! They are handy regardless of whether you’re traveling to a nearby town or going on an overseas vacation.
How about trip planner templates? Well, if you don’t have the time to create a spreadsheet from scratch, using a template would be excellent. These are some helpful pre-made planners that are ready for you to fill out.
Free Google Sheets Trip Planner Templates
1. daily itinerary planner spreadsheet.
Especially when traveling to faraway places, going into detail about the activities you plan to do daily is a good practice. You can share this daily itinerary with the people you went on a trip with, letting them know where to find you in case of grave situations.
Template Features
- Categorize your itinerary into multiple days (which are color-coded for organization)
- Describe your activities in a separate section and indicate the time and location where you’ll do them
- List the diners or restaurants where you can eat near the location of your activity
- Schedule your day properly by indicating the end time for each activity
Access Template
2. Travel Budget Template
Allocating your travel budget ahead of time lets you set boundaries when it comes to spending. This lets you know what costs you need to put first, too. Such money allocation is rarely followed, though (with impulsive purchases and unplanned expenses), making it important to have an expense planner and tracker throughout your trip.
- Categorize your expenses per location according to the transportation you used, your accommodation, food you ate, and activities you did
- Pick from a drop-down list of common transportation methods (e.g., bus, car rental, ferry, etc.)
- Enter your total and daily budget allocation, as well as their converted counterparts in your destination’s local currency
- Automatically calculate your daily expenses, including the total amount spent and your remaining budget for the day
- Calculate your total expenses throughout the trip, as well as the amount remaining from your budget
3. Travel Checklist Template
Successful and non-stressful trips can’t go without good preparation. For example, you’d want to ensure that your passport hasn’t expired yet before strutting over to your flight. A travel checklist spreadsheet would be handy in this case.
- Set a completion status for each of your to-dos
- Categorize your to-do list into “Travel prep,” “Home prep,” “Transportation,” and “Money/documents”
- Add notes to each item on the list
- Set a due date for your to-dos
- Determine the number of days remaining for you to accomplish the things listed with an automatic counter included
- Automatically count the number of tasks that are not yet done and those already finished
4. Destination Planner Spreadsheet
Researching your destination should always be part of your planning. For example, you want to know the available hotels and accommodations that you can opt for in your target location. This lets you find the ones with the lowest prices, the most convenient in terms of route, and more.
Knowing the current climate and the community there would be essential too. This allows you to anticipate what things to bring, what activities you can possibly do, and similar aspects.
- Enter your destination’s information, such as its current season, whether it’s rural or urban, and more
- List the tourist spots that you can visit in your destination, including their name, specific location, and transportation route
- Detail the activities that you want to do, together with their category, description, duration, and estimated expenses
- Find and compile a list of all available accommodations in your target location, as well as their name, address, price range, and pros/cons
5. Packing List Template
Before your trip, it is helpful to make a packing list of everything you’ll need — bathing essentials, clothing, money, documents, and more. Then, right before leaving your home, you can do a quick check to see if you’ve already placed every item on your list inside your luggage. You can do both with a packing list spreadsheet.
- Enter the details of your target destination, such as its usual weather, temperature, clothing restrictions, and more
- Add notes about your packing list
- Categorize your items by location, like the beach, conference, office, and other places
- Classify your things by type, such as clothing, money, documents, electronics, etc.
- Mark the items “Ready” once you have prepared them inside your luggage
Why Use Our Templates?
Below are some reasons you’d want to use the travel spreadsheet templates we have here at Spreadsheet Point :
Formulas and Drop-down Lists
We added several drop-down lists for common topics to make things easier for you. For instance, we included a drop-down where you can select common transportation types like buses, ferries, airplanes, car rentals, and more.
Easy Sharing and Collaboration
All of our templates are built on Google Sheets — you can easily collaborate with your friends in planning your trip with the “Share” button.
Color-Coded Categories
We displayed each category in unique colors and shades to keep them tidy.
Other Trips on Planning Your Travel
In addition to the travel planning templates we’ve discussed, here are a few bonus tips you can apply to prepare for your trip:
- Pick a location that your current finances can accommodate.
- Don’t bring things that won’t fit inside your backpack to avoid paying for extra luggage costs.
- When selecting a hotel or apartment, choose one that’s near major transportation lines.
- Weigh whether taking a bus would be more cost-effective than taking a flight.
- Always get travel insurance before embarking on your trip — it won’t shield you from accidents, but it will keep you from having an empty bank account.
Enjoy Your Trip with Everything Prepared
A lot of unknowns await you at your destination — unexpected expenses, spontaneous activities, booking problems, and more. With a trip planning spreadsheet, you can minimize these by anticipating the things on your journey. Feel free to use the templates we’ve included here to plan a successful trip today.
You can also access more of these useful templates on our Gumroad profile. Don’t forget to use the code “ SSP ” to get 50% off all templates!
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