Free Trip Itinerary Templates from an Expert
- Updated: 11/18/2024
- Janice
If you are looking for a free, easy, and detailed itinerary template for a trip that you can download and conveniently add your travel details—then you are in the right place. Find the sample trip itinerary template I created and tweaked over years of travel. It includes the most relevant information in one easy-to-read document in four file formats.
From the Table of Contents below, jump to your preferred file format. Then, review my editing tips. Doing this will help you organize your trip details in a downloadable, easy-to-replicate, and sharable document. Finally, if you want more itinerary options, I share my top picks for apps and other templates at the end of this article.
Table Of Contents
4 File Formats
Find my travel itinerary template in four file formats below. Choose the one you like to work in best. Then, find more recommendations here.
7 Main Components
This template has seven main components. Typically, the information I reference most while traveling. I organized it in a way that helps me figure out when my trip schedule is overloaded and needs more buffer time between activities or transit. They include:
- Header. For a destination image and title. Replace this image with your own.
- High-level trip summary: An at-a-glance summary of essential trip information—the number of travelers, dates of travel, flights (or other transit), and location(s) of the trip.
- Travel day column. Know which day of your trip an activity is happening.
- Day of the week column. Know the day of the week and date to ensure lodging, tour, and transfers are booked correctly.
- Activities column. A place to capture details for all activities and lodging. Hyperlink text to websites for additional information.
- Location(s) column. In this space, recap the destinations for each day, link to lodging websites, and include important notes such as included meals or overnight flights.
- Lodging contact info sheet. Lodging contact info sheet. All template files except for Microsoft Word include a second tab or sheet for additional lodging information.
Tip: Since the detail on this template prints small, consider saving an offline version to your phone, particularly to a PDF file. This will allow you to zoom in as needed and easily share it with others since it is a universal file format. Save the PDF to an app like iBooks (Apple users) or Google Play Books (Android users). An offline itinerary is handy in travel situations when you have limited or zero cellular or wi-fi connection.
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Microsoft Word Template
Click on the image below to download a free version of this trip itinerary template containing actual details from a visit to Iceland in Microsoft Word.
6 Editing Tips (Word Template)
As Microsoft Word is the most universally used software program, I share the trip itinerary template for this file type first. Here are six essential editing tips for using the Microsoft Word version of this template.
Header area editing (Word template)
- Change out the header image. To change out the image at the top of the itinerary, right-click on the image and select Change Picture. Select from a stock photo or upload your own image. I am a Canva user and found this image there, added a text overlay, and saved it using the dimensions 2000x458px.
- Resize the header image. However, you can upload any size image file you would like. If your uploaded image is not the correct size, click on it and drag its diagonal corner to resize and fit the page. If you find it too tricky to insert a new image, delete the existing one and type your preferred itinerary title. It might not look as pretty without a picture, but the template will still convey all essential information.
Main itinerary body editing (Word template)
I created this itinerary using a table in Microsoft Word, hiding vertical gridlines to achieve a cleaner look.
- Edit main body text. To edit text, select and delete existing text. Then, type text as you normally would in Word documents.
- Add and delete table rows. To add a table row, select a row by dragging your mouse to highlight it, then right-click and choose Insert to add a row above or below. Repeat the process to delete a row. Find one additional blank row at the bottom of the template.
- Add or change hyperlinks. To add or change hyperlinks, select the word(s) you would like to link (or unlink) to a website, right-click, select Hyperlink, and from the sub-menu, select Edit or Remove Hyperlink.
- Add back vertical gridlines. To add back vertical gridlines, select the entire table, right-click, and select Borders and Shading to adjust the design with the gridline configuration you like best.
Microsoft Excel Template
Click on the image below to download a free version of this trip itinerary template in Microsoft Excel, which contains actual details from a visit to Iceland.
9 Editing Tips (Excel Template)
As Microsoft Excel is more specialized software, I share nine file-specific tips, knowing that the traveler who prefers to download this file type is likely already comfortable editing in Excel.
Header area editing (Excel template)
Change out the header image. To change out the header image at the top of the itinerary, right-click on the image and select Change Picture. Select from a stock photo or upload your own image. I am a Canva user and found this image there, saving it using the dimensions 2000x458px. Once uploaded, I added the semi-transparency in Excel.
Resize the header image. However, you can upload any size image file you would like. If your uploaded image is not the correct size, click on it and drag its diagonal corner to resize and fit the page. If you find it too tricky to insert a new image, delete the existing one. It might not look as pretty without a picture, but the template will still convey all essential information.
- Keep the header image semi-transparent. If you upload a new image and want to keep the semi-transparency, double-click on your picture to get to the Picture Format menu. Find the Transparency icon in the header menu and adjust it to your preference.
- Change out the header text. To change the header text, click on the text in the Text Box and edit all elements.
Main itinerary body editing (Excel template)
- Insert bullet points. To insert bullet points, copy these from an existing cell in the document. I created and copied the bullet points from a Word document and pasted them into Excel.
- Wrapping text in cells. All cells are set to wrap text and are oriented to align left and at the top of the cell. If this changes or the format structure is lost, right-click on any cell and select Format Cells to reset the cell structure to your preference.
- Start a new line of text within a cell. To start a new line of text in a cell when using a Mac, press the Option+Return buttons on your keyboard. Using a PC, press the Alt+Enter buttons or get more tips from Microsoft Help.
- Insert hyperlinks (URL/website links). To insert hyperlinks, select the cell you would like to hyperlink, and from the main menu, select Insert. From that submenu, choose Link. Additionally, from what I can tell (please correct me in the comments if you know how to bypass this), Microsoft Excel does not allow users to link individual text within a cell. Google Sheets does, and it is one of the reasons I prefer using that format type.
Lodging contact tab editing (Excel template)
Note a second tab in this Excel template for lodging details—set to print landscape (horizontally). Edit all elements in the same way as the main itinerary.
Google Sheets Template
Click on the image below to download a free version of this trip itinerary template in Google Sheets containing actual details from a visit to Iceland. This image links to a read-only document.
To copy it, click File from the main menu and select Copy. This will create a copy of the document on your Google Drive. You must be logged into Google to do this.
7 Editing Tips (Google Sheets Template)
Google Sheets is my preferred file type for creating, editing, and sharing new trip itineraries. I find its slimmed-down menu easier to use than Excel’s. Plus, I appreciate being able to highlight and hyperlink specific text using Sheets instead of having to link an entire cell (in Excel).
Additionally, I find this file type easier to share, as not everyone uses Microsoft documents. It is also convenient since I already use Google Drive to manage business documents and keep travel information organized. Here are seven things to know when editing this template.
Header area editing (Google Sheets template)
Change the header image. To change the header image at the top of the itinerary, right-click on the image and select Change Picture. Select from a stock photo or upload your own image. I am a Canva user and found this image there. I added a text overlay and saved it with the dimensions 2000 x 458px.
Resize the header image. However, you can upload any size image file you would like. If your uploaded image is not the correct size, click on it and drag its diagonal corner to resize and fit the page. If you find it too tricky to insert a new image, delete the existing one and type your preferred itinerary title. It might not look as pretty without a picture, but the template will still convey all essential information.
Main itinerary body editing (Google Sheets template)
- Insert bullet points. To insert bullet points, copy these from an existing cell in the document. I created and copied the bullet points from a Word document and pasted them into Excel.
- Wrapping text in cells. All cells are set to wrap text and are oriented to align left and at the top of the cell. If this changes or the format structure is lost, select a cell and choose Format from the main menu. From the drop-down menu, select Wrapping or Alignment to adjust to your preference.
- Start a new line of text within a cell. To start a new line of text within Google Sheets when using a Mac, press the Command (or Control or Option)+Return buttons on your keyboard. Using a PC, press the Alt (or Control) +Enter buttons.
- Insert hyperlinks (URL/website links). To insert hyperlinks, select the specific text you would like to hyperlink, and from the iconographic menu, just below the main menu, select the three vertical dots at the far right for more editing items. Select the Link icon to insert and link to your preferred URL. You can also choose Insert from the main menu, then select Link.
Lodging contact tab editing (Google Sheets template)
Note a second tab in this Google Sheets template for lodging details—set to print landscape (horizontally). Edit all elements in the same way as the main itinerary.
Canva Template
Click on the image below to access and edit a free version of this trip itinerary template in Canva.
Although Canva is an excellent and intuitive design software for experts and non-professionals, prior knowledge and experience are necessary to use it comfortably. I do not recommend downloading and editing this file type unless you are already adept at creating and editing in Canva. If you are, have fun! You have full editing capability to change any element of this two-page trip itinerary template, which includes a second page for lodging contact information.
Tips for duplicating the template: Click the above image and the “Create with Canva” button in the upper right-hand corner. This should take you to your Canva account and let you copy and edit a duplicate version of the template.
2 Online Alternatives
If you prefer using an app or an online itinerary builder to create your itineraries, TripIt and Wanderlog are the top two options. I have used TripIt before and found it handy, though it is short on specific functionality I prefer. Despite easy integration with travel booking uploads, the program was less flexible than I would have liked, still requiring some manual uploading and editing.
I have not used Wanderlog, though frequent travelers and travel professionals have repeatedly recommended it highly. To see which is right for you, scan through this Reddit thread of users comparing notes on each.
4 More Places to Find Templates
In addition to the free templates above, here are four more sources for free or affordable trip itinerary templates.
- Jotform
- Canva
- Microsoft Excel, Word, and Google Sheets free templates
- Etsy
Jotform
Find multiple travel itinerary templates on Jotform. Edit them using its web-based PDF editor. Then, download your edited form after you create an account. With a free membership, you get five complimentary form downloads. You get five complimentary form downloads with a free membership.
Canva
Microsoft Excel, Word, and Google Sheets
Microsoft Excel, Word, and Google Sheets offer free templates, including several free travel itinerary templates. To access these complimentary templates, choose File and Create New from Template or New from “Template Gallery” in the main menus. Search for templates related to trips or travel to find one that fits your needs.
Etsy
Several shops on Etsy sell downloadable trip itinerary templates for a low price, often $5 or under. Some designs are beautiful. Several come packaged with multiple detailed pages that could be perfect for your needs or superfluous. Search digital download options here to see what best fits your preferences.
Related Reading
If you are searching for more travel planning assistance to help you save time and money, stay organized, and achieve better results, check out the related articles below.
- How to Plan a Trip Quickly: 9 Best Places to Find Inspiring Trip Itineraries
- 49 Things You Need to Do to Plan Your Best Trip (Free Travel Research & Planning Checklist)
- Google for Travel: Plan Better with These 8 Tools
- Why You Will Love Google Maps for Trip Planning
- How to Save Time & Money with Google Flights Price Tracker
- 5 Proven Ways to Simplify and Organize Your Travel Research
- Pack Faster & Better with This Universal Printable Packing List
- 25 Expert Packing Tips to Help You Travel Better
- Pre-Trip: A Practical Checklist to Close the House & Pack
Additional Trip Planning Resources
To further help you with travel planning, I share my go-to resources for every trip below.
Google Flights. My first research stop for affordable flights for every trip. Learn why here.
Google Hotels. Use its “Where to stay” button to discover the best neighborhoods to base your visit.
Booking.com. For hotel and rental bookings, I appreciate its flexible cancellation, candid user reviews, discounts, loyalty program, and easy-to-use interface.
Viator, Get Your Guide, & Airbnb Experiences. Quickly find and book highly-rated tours and activities on these sites.
Google Travel Things to Do & Google Maps. Find more things to do in your destination on Google Travel, then record where you want to visit on a custom Google Maps list.
AllTrails. Love to hike? Me too. I religiously use AllTrails to discover hiking and biking trails and download its offline maps to manage my hikes.
Guide Along. 5-star self-guided audio tours that are GPS-compatible for US road trips and national parks. We loved the Glacier National Park tour.
Insure My Trip. I never travel internationally without trip insurance. Learn why here. My preferred place to shop and compare policies is InsureMyTrip.com.
Plus, check out the 15 travel apps I use on trips, my preferred guidebooks, and my free customizable travel itinerary template, downloadable in four file formats.
About the author: Janice Moskoff is a travel writer and blogger who loves hiking, exploring the world, and reading. She writes to inspire travel-loving families, adult friends, and couples on her blog, Gather and Go Travel. After attending the University of Michigan undergraduate business school and following a career in retail strategy and event management, she returned to focus on her first love—travel. Read her bio, learn how she became a blogger, and discover how to work with her. Sign up for her monthly Discovery Newsletter for travel recs and how-to’s. Or follow her on social media (@gatherandgotravel).
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Affiliate Disclosure: Some of the links on this page may be affiliate links, and at no additional cost to you, I earn a commission if you make a purchase. I only recommend products and companies I use. And the income goes to keeping the site community-supported and ads minimal.
Welcome to Gather and Go Travel, a blog inspiring families, adult friends, and couples to explore US and international destinations and to get outdoors. I am Janice, a world traveler to 50+ countries, a travel writer/blogger, and a book lover. Learn more about me, read our story, and how to work with me. Get my latest updates, how-tos, and trip ideas in my monthly Discovery Newsletter.
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4 Responses
Hi Kathleen, thanks for letting me know. I really appreciate it. I just re-updated the Canva link. Hopefully this will work. I’ll email you the link too, that way if you have any issues (or if it is working) you can let me know directly. Thank you! Janice
Hi, I am also getting the Canva template preview that, once you click the link, just takes me to a generic Canva page. I was wondering if you have the direct link at all, or perhaps the file name?
Hi Nicole, thanks for messaging about this. Happy to troubleshoot. I am sorry you having issues. Since you would like to use this template I’ll take an educated guess that you are familiar with Canva and already have an account? When you click the “Create with Canva” link in the upper right hand corner it should take you to your account and let you edit a version of this template. I’ll check in with you via email as well to see if this is happening. If not, I’ll email you a direct link and dig in to adjust settings. Or feel free to email me directly at (janice at gatherandgotravel dot com.). Thank you!
Hi! I was hoping to use your Canva template but it linked to a preview that wouldn’t open the template. I also couldn’t find it by searching.. Is it available anywhere?