By Ahmed, Founder of Ziyara Last updated October 8, 2026
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Someone messages on Friday evening: "How much is Umrah in March for four of us?" You answer with a number. By Monday they have booked with another agency — the one that sent a page with the hotel names, the walking distance to the Haram, what the price covered and a date by which to decide.
A price in a chat message is not an offer. It cannot be compared, forwarded to the rest of the family or relied on. A quotation can, and it takes ten minutes once the structure is ready.
The short version: a good Umrah quotation states seven things — who it is for, the dates, both hotels, a price per person for each room type, what is and is not included, the deposit, and how long the offer holds. The free quotation template has a place for each.
The seven things every Umrah quotation needs
| # | What to state | Leave it out and… |
|---|---|---|
| 1 | Who it is for, and how many pilgrims | …you quote a quad to a couple |
| 2 | Departure and return dates | …"March" becomes an argument about Ramadan prices |
| 3 | Both hotels, and the nights in each | …your hotel next to the Haram is compared with one two kilometers away |
| 4 | A price per person for quad, triple and double | …the family assumes the quad price applies to a double |
| 5 | What is included — and what is not | …meals and ziyarat become a refund discussion in Makkah |
| 6 | The deposit and when the rest is due | …a booking is "confirmed" with no money received |
| 7 | Valid until | …you are held to last month's price after the fare went up |
Price it from your costs, not from a competitor's flyer
The three room-type prices are where most quotations go wrong. Hotels are paid per room, so a pilgrim in a double costs you far more than one in a quad. In our worked example the tiers come out like this:
| Room type | Price per person | Above the quad price |
|---|---|---|
| Quad | €1,490 | — |
| Triple | €1,590 | + €100 |
| Double | €1,790 | + €300 |
If your double is only €100 above the quad, every couple that books it is buying below your cost. Work the numbers out once with the Umrah package cost calculator — it takes your supplier quotes and returns a price for each room type — and read how to price an Umrah package for the method behind it.
How to fill in the template
- Enter the number of pilgrims first. The template compares it with the rooms you choose and turns the total red when they do not match.
- Name the hotels. "A 4-star hotel in Makkah" invites a comparison you lose to the cheapest offer. A hotel name can be looked up.
- List what is included, and what is not. Whatever is not written down will be assumed.
- Give the deposit as an amount, not only a percentage. "20% — €1,192 — confirms the booking."
- Set an expiry date you can stand behind. Your flight and hotel options have their own deadlines; the offer should end before they do.
The template opens with this example: four pilgrims in one quad room, 4 × €1,490 = €5,960, a 20% deposit of €1,192 and €4,768 due before departure. Type over the yellow cells and the totals follow.
From the quotation to the booking
A yes is worth most in the first hour, while the family is still decided. Have the next three steps ready:
- Send the registration link, so each pilgrim enters their own passport details. See online booking and registration for Umrah groups.
- Issue the invoice with the deposit on it. The Umrah invoice template picks up where this one stops.
- Note where the inquiry came from, so that after the season you know which channel filled the group.
Where Ziyara fits
Ziyara does not produce a separate quotation document, so this template stays useful even if you run your groups in it. What Ziyara takes over is everything around the offer: inquiries are tracked from the first message to a confirmed pilgrim, each departure carries its own price per room type, and the registration link turns a yes into a pilgrim record. From there the payments are recorded on every plan, and invoices and installment plans come with the Professional plan. Prices are on the pricing page, and the buyer's guide to Umrah agency software helps you check any platform against your own workflow.
Frequently asked questions
What should an Umrah quotation include?
Who it is for and the number of pilgrims, the travel dates, both hotels with the nights in each, a price per person for every room type, a list of what is and is not included, the deposit and payment schedule, and the date until which the offer is valid.
Is there a free Umrah quotation template?
Yes. It is a free Excel file in seven languages on our templates page. It totals the offer by room type, calculates the deposit and warns you when the room split does not match the number of pilgrims. No sign-up is needed.
What is the difference between a quotation and an invoice?
A quotation is an offer made before the customer decides, and it binds you only until its expiry date. An invoice is issued once the booking is confirmed and records what is owed and what has been paid.
How long should an Umrah quotation be valid?
As long as the prices behind it hold. Check how long your flight and hotel options are guaranteed and set the date inside that window. An offer with no expiry date is a price promise with no end.
