46+ Sample Trip Proposal

What Is a Trip Proposal?

A trip proposal is a formal proposal that provides details and information about an upcoming trip. The trip or tour may either be for business, leisure or educational purposes.

According to an online article by Wyse Travel Confederation, there is a significant correlation between travel and education or academics. Studies have shown that 86% said that travel in their youth had made them intellectually curious and interested in matters not only within the classroom but outside school walls as well. Further, another 57% of adults who engaged in field trips and educational trips when they were young obtained an undergraduate degree.

Tips For a Safe and Memorable Trip

Going on a trip is usually fun and exciting. But for others, it can also be a source of anxiety. Aside from all the things you need to prepare and take note of, there is always that expectation or fear that not everything will go according to plan. Despite this, you can still have a memorable trip. The following tips below can help you increase your chances of having a safe and enjoyable trip.   

Keep a checklist. Before any major trip, you want to prepare a checklist so you do not miss anything important. It does not have to be anything formal or sophisticated, a simple checklist of reminders should suffice. Whether it is a list of what to pack, what to bring or even what to buy on your trip, keeping a checklist can help you get your affairs in order and help you not lose track of yourself. Obviously, the contents of your list would greatly depend on your needs and on what kind of trip you are preparing for. If you are going on vacation, the list would look slightly different if you were to go on an official business trip. Lastly, the great thing about keeping a checklist is that you can add and subtract items as you go. It really all depends on what your needs are at the moment. Stick to the group. This can be a very helpful tip for those travelling with big tour groups and especially for young children who are part of a field trip. Solo travel is great but not everyone has the luxury and means to go on one. Family vacations, educational tours and field trips are just some examples of travelling with groups. And whether your group is an intimate circle of five or a clan of forty people, it would be wise to stick with the group so as to avoid any unnecessary inconvenience for yourself and for your group. The purpose of staying with your group is not to limit your personal freedoms but to ensure safety and convenience while traveling. It can be just as easy to fall victim to scams and accidents especially when you are visiting a foreign place. It is even more important to protect young children when traveling, one can easily get lost in crowds or lose personal belongings. Therefore, if you want a safe and peaceful time when you are traveling, it is best to follow the rules and stick to the group. Respect other cultures and traditions. One of the major things that causes inconvenience and needless conflict when traveling is when the tourist or visitor fails to respect local customs and traditions. Of course, one is not expected to know and understand these things right away, but it is important to have enough tact and prudence to observe the laws and practices of the place you are visiting. Seasoned travelers know that you cannot expect people to behave and act the same way you do at home. Different cities and countries have various customs and norms that you must respect, especially if you are only a visitor or tourist in that place. One helpful tip is to do prior research on the place you are visiting. It does not need to be extensive research, but just enough information to help you navigate the culture and customs of the locals. Learn, learn, learn. Traveling is an immense opportunity to gain valuable knowledge and experience. If you are going on a trip- whether it is for pleasure or business- you need to take advantage of the opportunity and learn as much as you can. While you are in a place that is not your normal environment, going on sight-seeing adventures and immersing yourself in the different cultures is a great way to gain knowledge and information. Aside from seeing the sights and taking in the culture, you can take it a step further by asking questions and observing how the locals behave. There is an unlimited amount of knowledge waiting to be discovered if you only open your eyes and mind to what is around you.

Types of Trips

Trips and tours can come in many shapes and sizes. Depending on the type of trip, each one can also come with its own set of requirements and needs. The following examples are some common and universal trips that a majority of people have engaged in. 

Field Trip. A lot of learning is gained outside the classroom. Yes, traditional subjects and courses are taught within a classroom and in school, but sometimes stepping out of the confines of a classroom’s four walls can be good for an individual. Not only is there so much potential to learn other things, but the external exposure and experience can help young people discover the practical applications of the lessons learned in the classroom. Students and school children have ripe minds for learning, so going on educational tours and exposing them to life outside controlled classrooms has great potential to leave a profound impact on the child. Whether it is a field trip to a science museum, historical site, art gallery or even to an outreach center, there is so much to be learned and gained from field trips. Company Trip. From the name itself, a company trip is typically sponsored by a company, corporation or an organization. It is essentially another form of a group tour. A company trip may be business in nature or it could be a leisure tour for both the employees and employer. Some companies reward their employees by sponsoring an all expense paid trip for its members, either to a domestic or international destination. For instance, an employer may give an incentive to their employees for successful and productive work performance by offering a company-wide year end trip. In addition, these types of trips can also vary in size. Some companies can have small, intimate travel groups while others host big tour groups consisting of dozens of employees. Business Trip. The opposite of a vacation, a business trip is purely work-related. Different types of jobs require frequent travel. Whether it is in sales, manufacturing, retail or even NGO development work, there are countless reasons why professionals go or are sent on business trips. Business trips can be as brief as a day tour or as long as an entire month. Depending on the importance and objective of the trip, the needs and requirements of each trip may vary as well. Preparing for an international trip will obviously require more planning and documents than a domestic flight. In addition to just transportation, you also need to take into account accommodation, meals and other basic needs. In cases such as these, the usual arrangement is that the employee on a business trip is given an allowance on a per diem basis. Personal Trip. A personal trip is otherwise known as a leisure trip. These types of trips are also subject to individual needs, tastes and preferences. Family vacations, backpacker trips, tourist excursions or even camping trips all fall under this category. People go on personal trips for a host of reasons. Whether it is to take some time off from work, to spend quality time with family, or to simply recharge and regroup, taking a trip outside your normal environment can be good for you. A lot of people even find consolation in planning and preparing for an upcoming trip. The excitement and eager anticipation offers a sense of positivity that comes up when one has something to look forward to. Just the mere act of creating a travel checklist can already stir up feelings of elation and excitement.

How to Create a Trip Proposal

To create a trip proposal, you only need the necessary information and essential details to be able to craft your own proposal. How detailed or comprehensive your proposal is will depend entirely on you. You can easily browse the sample templates above and select a proposal example that suits your needs. Otherwise, follow the step-by-step guide below to get started on your own trip proposal.   

Step 1: Do the Research

Crafting a proposal requires the proper information. How can you propose a trip that you know little about? Thus, it is important to do the necessary research prior to your trip. Collate all the relevant information about your flight, documents, accommodation, emergency contact details and essentially anything noteworthy about the destination. There is a limitless amount of information at your fingertips when you simply go online and search. Doing the necessary research is crucial because it can prepare you for anything that may go awry during the course of your trip. Planning can only get you so far, but not planning anything at all can have negative consequences.     

Step 2: Set a Budget

An important element of your proposal is the trip budget. Having a set budget is critical so as to prevent any unnecessary spending or purchases while on holiday. It can be quite easy to lose track of one’s expenses or struggle to practice self-control when on vacation. But preparing a budget ahead of time can help promote financially wise decisions. Even in the case of official business trips, companies set a budget for travel needs that cover anything from lodging, meals, transportation and daily employee allowances.    

Step 3: Plan the Itinerary

A trip proposal will be inherently lacking without a detailed itinerary. With the research you have collated, you can now carefully structure an itinerary with the correct details. The format of your itinerary is entirely up to you. It should contain, however, key information such as the time, date, activity, location and other basic information. You can even incorporate a table within your proposal if it helps organize your information better. You want to make sure to provide ample time for each activity and take into consideration travel time, distance, etc. If you are unsure of how to proceed with creating a schedule or itinerary, there are dozens of itinerary templates available for use.  

Step 4: Enumerate Other Important Information

Some trip proposals are written with the goal of gaining sponsorship or funding for a trip. If financial support or endorsement is your intention, you need to provide more details and compelling data about your trip for potential sponsors to agree to your proposal. You can expound more on your specific objectives for going on the said trip and  describe in greater detail the benefits or the potential gains of the trip. You can even provide notable or distinctive information or relevant statistics about the destination; essentially anything that can provoke interest and persuasion. 


How do you write a trip proposal?

To write a trip proposal, you first need to establish your objectives for going on the trip. Whether it is for work-related matters or for an educational excursion, it must be defined clearly. Other key components that must be included in your proposal are the budget and itinerary. Refer to the tutorial guide above for more detailed instructions on how to compose a trip proposal.

What is a tour proposal?

A tour proposal is essentially a formal, written proposal that offers detailed information on an upcoming tour or trip. It contains basic information such as the trip details, budget, planned itinerary, etc.

How do you write a business trip proposal?

To craft a business trip proposal, you need to identify the reasons for travel, date and time, destination details, breakdown of expenses, budget, and a trip itinerary.

Usually, going on a trip is something most people look forward to. An upcoming trip is a reason to plan, prepare and get things in order. Browse the sample templates above, choose one that suits your needs and start customizing your own trip proposal today!