Comparing three group quotations beyond the price

Totals tell you what each agency will charge. They do not tell you what you are getting. Line up the same twelve items for each quotation, treat every blank as a question, and the differences appear on their own.

Who needs this sheet?

Committee members and organisers choosing between three agencies for a mosque, office, family or alumni group. It helps most when the quotes look alike and you cannot tell why one is cheaper.

The comparison sheet

Copy this into a table or a spreadsheet, one column per agency.

Line	What to write down
Licence	MOTAC licence number and company name
Meals	Which meals are included, day by day
Meal claim state	Certified, declared, Muslim-owned, pork-free or unknown, per venue
Meal substitute	What happens if a venue changes or closes
Prayer stops	Named stops each day, and who decides
Prayer space	Where the group prays on long transfer days
Free hours	Hours per day, and whether transport is provided
Optional tours	Which are extra, and the cut-off for choosing
Surcharges	Single room, peak dates, tips, entry fees
Group deposit	Amount, due date and the receipt name
Refund terms	Cut-off dates and what is non-refundable
Past groups	A comparable group they have handled

How should we treat a blank line?

A blank is not a yes. A quote that says nothing on prayer stops may still arrange them, or may not. You cannot tell until you ask. Send the same question to all three agencies, use the wording below, and wait for written replies.

Questions to send when a line is missing

• “Please list every meal included, day by day, and the claim state of each venue.”
• “Please name the prayer stops planned for each day, and say who decides if the schedule changes.”
• “Please list free hours per day and say whether transport is included.”
• “Please list all surcharges and say which are already in the quoted total.”
• “Please state the deposit amount, due date, refund terms and cut-off dates in writing.”

If you want the longer meal checklist, see questions to ask a tour operator about halal meals.

Who suits which quote?

• A tight budget with a flexible meal rule: a quote that lists fewer meals may suit you, if you arrange the rest yourselves.
• A strict meal rule: favour the quote that names each venue and its claim state, even if the total is higher.
• Older members: favour fewer long transfers and clear rest time, over a packed schedule.
• A mixed group: look for options that let non-Muslim members join without changing the plan.

What to check before you decide

1. The licence is real, using how to check a Malaysian travel agency licence.
2. The meal terms are in writing.
3. The deposit goes to the company, against a receipt.
4. Surcharges are listed.
5. The refund terms are clear.

Plug the answers into the Muslim-tour inclusion comparator, then use compare two Muslim packages day by day if two are still close.

Your next step

Send your questions to all three agencies on the same day, and set a reply deadline. Then fill the sheet and choose. If you want the bigger picture of picking the agency itself, read how to choose a licensed agency for a group trip and the booking hub.