Route, distance and trip duration
Pickup location, destination, planned stops and expected journey duration all matter. A local journey with several pickups may need a different plan from a direct route of a similar distance.
For outstation trips, include one-way or return travel, overnight halts, major stops and the final reporting time. This makes it possible to consider the full itinerary rather than just the destination.
Vehicle and group requirement
Passenger count, number of buses, AC preference and luggage are useful starting points. Availability on the travel date remains important, so a quotation should state the specific arrangement being considered.
If you are happy to consider more than one capacity, say so. It can help identify a suitable available option without assuming that every group needs the same bus size.
Costs and changes to confirm in writing
Depending on the journey, a quotation may account for tolls, parking, permits, driver allowance, waiting time and route changes. Ask which inclusions apply to your trip before confirming.
Additional pickup points, extra waiting and itinerary changes should be discussed as soon as possible. Clear terms protect both the organiser and the transport arrangement.