Umrah Quotation Format: What a Professional Umrah Quote Must Include

Two agencies send the same client a price for the same Umrah package. One sends a single line on WhatsApp: "Total 3.2 lakh." The other sends a clear one-page quote with hotels, dates, inclusions and a validity date. Even at a slightly higher price, the second agency usually gets the call back.

A good Umrah quotation format does that work for you. It answers the client's questions before they ask, makes your price easy to compare, and protects you when rates change. Here is exactly what to include.

Why the format of your Umrah quote matters

• Trust: pilgrims are spending a large amount on a sacred journey. A complete, branded quote shows you are organised.
• Fewer back-and-forth messages: every missing detail ("hotel kitna door hai?", "visa included hai?") is another day before the client decides.
• Easy comparison: clients compare two or three agencies. A clear layout makes your package easy to choose.
• Protection for you: a validity date and stated exchange rate stop old prices being held against you weeks later.

The 12 things every Umrah quotation should include

1. Your agency's name, logo and contact details: phone, WhatsApp and address, so the client knows who sent it.
2. A quote number and issue date: easy to refer to in calls ("CB-2026-0012 wala quote").
3. The client's name: a quote prepared for a person feels personal, not like a price list.
4. Package title and route: for example "15 Days Umrah Package, Makkah 7N → Madinah 7N".
5. Travel dates: departure and return, plus the departure city.
6. Travellers: adults, children and infants, so the client can check the price covers everyone.
7. Hotels for each city: hotel name, nights, room sharing (double, triple, quad), check-in and check-out dates, and distance or access to the Haram where you know it.
8. What is included: visa, air ticket (airline, direct or connecting), transport (vehicle and route) and ziyarat.
9. What is not included: meals, personal expenses or anything else the client should not assume.
10. The price in PKR: one total, or a per-person price (see below).
11. Validity date and exchange rate: "Valid until 27 Oct. Rates in SAR converted at PKR 75 per riyal."
12. Terms and your consultant's name: availability, payment terms, and who to contact.

Lump sum, per person or service-wise: how to show the price

There are three common ways to show the price on an Umrah quote:

• Lump sum: one total for the whole group. Simple and clear for families.
• Per person: separate prices for an adult, a child and an infant. Useful when the client is collecting money from relatives or a group.
• Service-wise: a price for each part (hotels, visa, ticket, transport). Useful for clients who want to compare line by line, but it invites bargaining on single items.

Choose one per quote, and make sure every display adds up to the same total.

Never show vendor names or your costs

Your quote is for the client, not a copy of your costing sheet. Show hotel names, because clients choose by hotel, but never your vendor's name, the vendor's rate or your margin. If a junior consultant prepares quotes, make sure they can see the final price without seeing your costs.

PDF, link or WhatsApp text?

Most clients in Pakistan receive quotes on WhatsApp, so the question is the format inside the chat:

• A PDF looks professional and can be forwarded to family members unchanged.
• A private link opens on any phone and can show the latest version of the quote.
• Plain text is quick for a rough idea, but it is easy to misread and easy to copy to a competitor.

The strongest option is a one-page branded PDF or link, with a short WhatsApp message on top.

Copy-ready Umrah quotation format (WhatsApp text)

If you send a text version, keep this structure. Replace the brackets with your details:

[Agency name]: Umrah Quotation [CB-2026-0012]
Prepared for: [Client name]
Package: [15 Days Umrah Package]
Route: [Makkah 7N → Madinah 7N]
Dates: [Departure 12 Nov] to [Return 26 Nov], from [Karachi]
Travellers: [4 adults]
Makkah hotel: [Hotel name], [7 nights], [quad room], [distance to Haram]
Madinah hotel: [Hotel name], [7 nights], [quad room]
Included: [Umrah visa], [Air ticket, airline, direct], [Private transport, full trip], [Ziyarat by bus]
Not included: [Meals], [personal expenses]
Price: [PKR 1,296,000 total] ([PKR 324,000 per person])
Valid until: [date]. SAR rates converted at [PKR 75 per riyal].
Consultant: [Name], [WhatsApp number]

Common quotation mistakes

• No validity date: the client returns weeks later and expects the same price.
• Missing room sharing: "Hotel included" without double, triple or quad leads to arguments later.
• Unclear inclusions: if transport or ziyarat is not mentioned, the client assumes it is included.
• A different total in each message: send one quote, and when something changes, send a new version with a new date.
• Names printed wrongly: if you print client or hotel names in Urdu or Arabic, check the PDF shows them correctly.

Send branded Umrah quotes automatically

Calbil builds this one-page quote for you: your logo, colour and terms, hotels with nights and dates, inclusions, the price as a total, per person or per service, and a validity date. It goes out as a PDF and a private link in one tap on WhatsApp, and you can see when the client opens it.

Before the quote, you need the right price: here is how to calculate an Umrah package price step by step. After it, the next step is a polite follow-up. You can start free.

FAQs

What should an Umrah quotation include?

Your agency details, quote number and date, client name, package title and route, travel dates, travellers, hotels with nights and room sharing, inclusions and exclusions, the price in PKR, a validity date with the exchange rate, terms and your consultant's contact.

Should I show the price per person or as one total?

Use one total for families and a per-person price when the client is collecting money from a group. Whichever you choose, every display of the quote must add up to the same total.

Should I mention hotel distance from the Haram?

Yes, when you know it. Distance and walking or shuttle access are among the first things pilgrims ask about, and stating them upfront avoids disappointment later.

Is a PDF better than a WhatsApp text quote?

A PDF or private link looks more professional, keeps the layout intact when forwarded, and is harder to copy line by line. A text quote is fine for a quick first idea.