Digital & Printable Travel Itinerary Template Free Options

Planning a family vacation can be overwhelming, but using a printable itinerary template can help you stay organized and stress-free. Whether you’re planning a weekend getaway or an extended trip, having a well-organized itinerary ensures that your travel plans go smoothly.

In this guide, I will walk you through why an itinerary is essential, how to create the perfect itinerary, and what to include to make your trip as seamless as possible.

As the oldest daughter, you know I’m the one always creating the travel itineraries and making sure our family trips are successful when they eventually leave the family group chat. 

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I have planned trips for myself and my husband, groups of friends, extended family vacations (I’m talking 25-30 people), and even trips for other people to take when I am not there. 

Within the US, we have taken road trips to National Parks, staycations along the East Coast (especially to the Delaware beaches and Maryland mountains!), and explored the Disney parks in California and Florida, as well as international vacations to countries like Costa Rica and Jamaica, and all around Europe. 

And I have used this method of planning and tracking the necessary details for every single trip. 

All the details within this guide will help you create amazing vacation plans, with multiple digital and printable travel itinerary template options. Plus, tips and tricks along the way to ensure it’s a smooth experience before, during, and after. 

This printable itinerary template is ideal for leisure trips, though it can be adapted to be used for a business trip if needed. 

Why Having a Well-Organized Itinerary is Important

A structured digital or printable travel itinerary template is crucial for a successful trip. Even if you are just focused on basic travel where you are going from point A to point B, it’s helpful to use a trip itinerary template to keep information together! Here’s why:

• Saves Time – Knowing your travel times and daily schedules in advance prevents last-minute scrambles.
• Reduces Stress – A clear plan allows you to focus on enjoying your vacation instead of worrying about logistics each day.
• Maximizes Experiences – A well-planned trip ensures you don’t miss must-see attractions.
• Helps Budgeting – Having a set itinerary helps control spending by planning meals, activities, and transportation ahead of time.
• Keeps Everyone Informed – I always create a version of the travel itinerary that everyone has access to while I am planning. If they have questions along the way (believe me, they will have many questions), they can always refer to the travel itinerary before asking you. You may have to remind them a few times though 😉

Traveling to a new city? Look into a CityPass on GetYour Guide! We have used these passes all over the world and they are always a great value! 

Tips for Creating a Great Itinerary

To create an effective travel itinerary, keep these tips in mind:

• As For Opinions At The Beginning – When planning a vacation for multiple people (or even you + one!), have a conversation about what’s important to everyone before you start planning. Ask about their accommodation preferences, if there are major sights they want to see, any tour style they prefer or dislike, etc. It’s helpful to have an idea about this prior to starting your research, but it’s also helpful to let everyone know that you will do your best, but not everyone should expect their preferences to be matched 100%. It’s helpful to have “business meetings” as a group if possible!
• Be Realistic – Don’t overload your schedule; allow buffer times for travel and breaks. I aim for 1-2 must-haves per day, and don’t plan them back to back. I also try to only have one ticketed or timed activity per day to allow more buffer in the schedule. 
• Include Flexibility – Unexpected delays happen, so leave room for spontaneity. This is important each day as well as throughout the trip, leave days “off” from planned activities so you can feel out the group or go in different directions throughout. 
• Account for Travel Times – Plan your transitions between locations to avoid unnecessary stress. Be sure to think through timing for traffic, the type of terrain, how you will get to specific places, how many cars you may need, and if you need car seats. We have run into this multiple times while traveling with kids. In one instance, we needed to go a few blocks to the train station, but it was pouring rain, we had an older child (around 6) and a baby, Ubers wouldn’t allow the baby into their cars (understandably), so options were limited. 
• Prioritize Key Attractions – Identify the most important experiences and plan your day around them. As mentioned above, it’s helpful to know which attractions are most important to your group. Try to plan them throughout the vacation rather than all at once. If you are in a big city for a short period of time, I highly recommend checking out a CityPASS. They are available all over the world, we prefer to buy through GetYourGuide for maximum flexibility. 
• Use a Digital and Printable Itinerary Template – Start with an itinerary template to stay organized effortlessly. Use whatever is easiest for you. There are options for Google Docs, Canva, etc., and they all work well! I have a free printable travel itinerary template option below, which works best for your final travel details. 
• Have Patience – This goes for your research, with your travel party, and while traveling. Things will always come up; you may be traveling with a group of people who aren’t trip planners themselves, or you could experience some unexpected weather. Just know that you have everything organized and can handle whatever may come up. 

How to Research for the Best Travel Itinerary

Creating a well-organized itinerary starts with proper research, and it also helps to use a travel itinerary template as a starting point. Outside of the points below, I also suggest stopping your research at some point. I have been guilty of researching cities up until the moment we land, and that isn’t always helpful. 

• Check Travel Blogs & Reviews – Look for recommendations from travel bloggers and other families. Like To Travel & Beyond 🙂 There are amazing travel bloggers out there, likely writing about exactly where you want to visit! I have several recommendations for blogs and content creators listed below, depending on where you want to visit! 
• Use Google Maps – Estimate travel times and distances between destinations. I use Google Maps for SO MUCH while planning and traveling. Being able to look at driving distance vs biking (when in a bikable city!) vs public transportation is a great resource. One of my favorite things to do is compare public transportation routes and look at transfers along the way. For example, when we traveled around Europe for 10 days and visited five countries, we relied solely on public transportation. I used Google Maps to determine the best routes between countries, states, cities, etc, countless times. 
• Visit Official Tourism Websites – Find attraction details, opening hours, and ticket information. Tourism websites are a wealth of knowledge!  While they don’t always share reviews, it’s helpful to get an understanding about attractions, neighborhoods, and more, then research further on blogs, through sites like GetYourGuide, and on social media. 
• Consult Social Media & Forums – Platforms like Reddit, Facebook, and Instagram offer real-time travel insights and lots of opinions. As mentioned in the previous point, this is never my first step for research, but these sites definitely can help! 
• Download Travel Apps – While I am a fan of using a digital and printable travel itinerary template, you could also use a mobile app to keep track of all the details. I don’t do this currently so I don’t have personal recommendations, but I know great apps are out there!

What to Include in Your Printable Itinerary Template

Bringing everything together into a detailed plan is the easiest way to keep track of even the smallest pieces of information as well as the most important information. A well-structured travel itinerary should include:

• Travel Dates & Destination – Clearly outline the trip’s timeline. When do you leave, when do you return, expected arrival times, etc. 
• Daily Schedules – Break down each day with activities, meal plans, or ideas, and leisure times. Even if one day of your trip (or more) is set aside to do nothing, I still add that day to the schedule, just in case something comes up! 
• Accommodation Details – Include everything you need to know about the hotel reservations, or vacation rental if you go that route!. Everything from hotel names, addresses, and check-in/check-out times should be included. I also add notes about whether they have a restaurant, what perks are included for status, and nearby attractions or food options. Plus, if public transportation is nearby, add which stop it is and in which direction from the front of the hotel. 
• Flight & Transportation Information – List flight details, rental car reservations, and public transit plans. I add details like flight times, flight numbers, airport arrival details, parking details if you are leaving a car at the airport, if there are airport lounges to enter, if a specific company is picking us up in a specific place, etc. 
• Road Trip Details – If you are planning a road trip, be sure to include attraction plans along the way. Are you passing a fun or quirky attraction? When do you expect to stop for meals? Just like with the flight details, no amount of information is too much. 
• Emergency Contacts – Add phone numbers for local hospitals, embassies, and travel insurance. Have all of this information listed in multiple places! I also recommend having contact details on the first page of your printed itinerary so it’s easy for others to find if needed. 
• Packing Checklist – Customize a packing list to ensure nothing important is forgotten.
• Travel Insurance Information – I don’t travel without travel insurance, and I don’t suggest you do either. I have had to use it multiple times for various reasons, and it’s a small price to pay for a potentially large benefit. Add this information to your travel itinerary so it’s easy to access! 

Additional Tips for a Perfect Itinerary

• Print Multiple Copies – Keep a physical copy and a digital backup. You can save your digital copy as a PDF file and print if that’s easiest! 
• Bring A Little Notebook – I love writing things down, so I also include a small notebook in my packing list to keep track of notes along the way. 
• Share with Travel Companions – Ensure everyone has access to the itinerary.
• Highlight Important Details – Use colors or bold text to emphasize key times and locations.
• Include Downtime – Avoid over-scheduling to allow relaxation and spontaneous adventures.
• Utilize Free Templates – Save time by using a pre-made printable itinerary template to streamline your travel planning process. See mine below! 

Download Your Free Printable Itinerary Template

To help you get started, I’ve created a free printable itinerary template that you can download and customize for your next family vacation. Stay organized, enjoy stress-free travel plans, and make the most of your trip!

How To Use The Digital and Printable Itinerary Template Options

There are multiple vacation itinerary template options, I have my preferences and you may too! Read through this list and determine which is best for you, from pre-designed templates to an itinerary that only includes the basic information, there is something for everyone. 

• To Travel & Beyond Free Printable Itinerary Template – This PDF template is designed to bring all of your travel plans into one place on printable documents. I recommend using Google Sheets for planning purposes and then using this template during your vacation, you can always reference Google Sheets if needed! 
• Digital Itinerary Templates – I have used these customizable templates multiple times, it’s a great way to keep all information together digitally and can easily be shared with the group to scroll through. I like having a digital version so I can update in real time if needed!
• Complete Printable Travel Template – If you want to skip digital altogether, I recommend purchasing a full printable itinerary template and keeping track of everything within a folder or binder. I used to do this for every trip, but have since moved to digital for planning and paper for while on the trip. 
• Travel Planning Mobile Apps – If you prefer to use an app for everything, there are plenty of travel itinerary apps available. I don’t use these often, so I don’t have a personal recommendation. 

If you work with a travel agency to plan your vacations (I suggest you do for specific locations!), they will likely create a travel itinerary document for you. I still suggest having your own with additional details to keep everything in one place! 

A travel itinerary template is an essential tool for planning a smooth and enjoyable family vacation. By following these steps, researching effectively, and using a well-structured template, you can create an itinerary that keeps your next adventure organized while allowing room for adventure.