1. Parties and Effective Date
- This Agreement is entered into on [[Agreement Date]] between [[Travel Agency Name]], a registered seller of travel ("Agency"), and [[Client Full Name]] ("Client").
- Agency principal place of business: [[Agency Address]].
- Client contact and billing address: [[Client Address]].
- This Agreement becomes effective upon signature by both parties or upon Client's first payment, whichever occurs first.
- Agency registration details: Seller of Travel registration number [[Seller of Travel Reg Number]] in [[Registration State]].
2. Scope of Agency Services
- Agency will provide personalized travel planning and booking services including destination research, itinerary development, accommodation and transport reservations, activity and tour bookings, and travel documentation assistance.
- Services are limited to advisory and intermediary booking functions; Agency does not operate carriers, hotels, or tour operators.
- Specific deliverables: [[Detailed Itinerary or Deliverables List]] to be provided within [[Delivery Timeline]] business days of full information and payment.
- Ongoing support during trip: email and phone assistance for modifications up to [[Support Window]] days prior to departure.
- Post-trip follow-up: satisfaction survey and assistance with any supplier issues reported within 14 days of return.
3. Fees, Service Charges, and Commissions
- Planning and consultation fee: [[Planning Fee Amount]] due upon signing, non-refundable after [[Fee Refund Window]] days except in cases of Agency default.
- Transaction and booking fees: [[Per Booking Fee]] per reservation or [[Percentage Fee]] percent of total trip cost, disclosed prior to confirmation.
- Supplier commissions: Agency may receive commissions from suppliers; these are retained by Agency and not credited against Client fees unless otherwise agreed in writing.
- Additional services such as visa processing or complex multi-destination coordination billed at [[Hourly Rate]] per hour or flat [[Additional Service Fee]].
- All fees are quoted in [[Currency]] and subject to applicable taxes.
4. Payment Terms
- Initial deposit of [[Deposit Percentage]] percent or [[Deposit Fixed Amount]] due upon execution of this Agreement.
- Final payment due no later than [[Final Payment Days]] days prior to departure or per supplier deadlines, whichever is earlier.
- Acceptable payment methods: [[Accepted Payment Methods]].
- Late payments may result in release of reservations and additional administrative fees of [[Late Fee Amount]].
- Refunds of payments made to suppliers are subject to each supplier's policy; Agency passes through actual amounts received.
5. Client Responsibilities and Information
- Client must provide accurate and complete travel details including names as they appear on passports, dates of birth, contact information, and any special requirements within [[Info Deadline]] days of request.
- Client is responsible for obtaining valid passports, visas, vaccinations, and other entry documents required by destinations.
- Client must review and approve all proposed bookings and itineraries in writing before Agency proceeds with reservations.
- Client agrees to review all supplier terms and conditions provided by Agency.
- Failure to provide timely information may delay or prevent bookings without liability to Agency.
6. Supplier-Default, Intermediary Status, and Force Majeure
- Agency acts solely as an intermediary between Client and independent suppliers (airlines, hotels, cruise lines, tour operators, etc.). Agency is not liable for any acts, omissions, negligence, or defaults of any supplier.
- In the event of supplier bankruptcy, cessation of operations, or failure to perform, Agency will assist Client in pursuing refunds or alternatives but bears no financial responsibility for unrecoverable amounts.
- Force majeure events include but are not limited to war, terrorism, government actions, natural disasters, pandemics, strikes, or any circumstances beyond Agency's reasonable control. No liability for delays, cancellations, or additional costs arising from such events.
- Agency will communicate known supplier issues promptly and recommend protective options such as travel insurance.
- Client acknowledges that prices, schedules, and availability are subject to change by suppliers until confirmed in writing.
7. Cancellations, Changes, and Penalties
- Client may cancel this Agreement by written notice. Cancellation fees: [[Cancellation Fee Schedule]] depending on timing relative to departure and supplier policies.
- Changes requested by Client after booking confirmation are subject to supplier change fees plus Agency administrative fee of [[Change Fee Amount]] per change.
- No refunds for unused portions of trips once travel has commenced, except as required by supplier policy or law.
- Agency reserves the right to cancel for non-payment or material breach by Client with notice; fees apply as in cancellation schedule.
- All cancellation and change requests must be submitted in writing to [[Agency Cancellation Email]].
8. Travel Insurance Recommendation and Waiver
- Agency strongly recommends purchase of comprehensive travel insurance covering trip cancellation, interruption, medical emergencies, evacuation, and baggage.
- Client acknowledges receipt of insurance options and information: [[Insurance Options Presented]].
- Client elects to purchase / decline insurance as indicated: [[Insurance Election]].
- By declining insurance, Client accepts full financial risk for cancellation, medical, and other losses.
- Agency may receive commission on insurance policies sold; this does not affect premium quoted to Client.
9. Limitation of Liability
- Agency's total liability under this Agreement shall not exceed the total fees paid by Client to Agency.
- In no event shall Agency be liable for indirect, incidental, special, consequential, or punitive damages, including lost profits or opportunity, even if advised of possibility.
- The limitations apply to claims arising from negligence, breach, or any other theory, to the maximum extent permitted by law.
- Nothing in this Agreement excludes liability for gross negligence or willful misconduct where prohibited by law.
- Client agrees to indemnify Agency against claims arising from Client's failure to disclose material information or follow advice.
10. Governing Law, Dispute Resolution, and Notices
- This Agreement shall be governed by the laws of [[Governing Jurisdiction]], without regard to conflict of laws principles.
- Any dispute shall first be attempted to resolve through good-faith negotiation; if unresolved within 30 days, submit to binding arbitration in [[Arbitration Location]] under [[Arbitration Rules]].
- Notices shall be in writing and delivered by email with read receipt or certified mail to the addresses above.
- Seller of Travel disclosures required by state law are incorporated by reference where applicable (e.g., California, Florida, Washington, Hawaii).
- If any provision is held unenforceable, the remainder remains in full force.
11. Entire Agreement and Amendments
- This Agreement constitutes the entire understanding between parties and supersedes prior discussions or representations.
- Amendments must be in writing and signed by both parties.
- Waiver of any breach does not constitute waiver of subsequent breaches.
- Client confirms having read, understood, and agreed to all terms including the intermediary disclaimer and fee schedule.
- Electronic signatures and email acceptance are valid and binding.
Client Signature: ______________________________ Date: ___________
Agency Authorized Signature: ______________________________ Date: ___________
Printed Name and Title: _______________________________
12. Record Keeping and Documentation
- Agency will maintain records of all bookings, payments, and communications for a minimum of [[Record Retention Years]] years as required by law.
- Client may request copies of all documents related to their trip in writing; reasonable retrieval fees may apply for archives older than one year.
- Digital delivery of documents via secure link or email is standard; printed copies available upon request.
- Client is advised to retain personal copies of all confirmations, tickets, and this Agreement.
- Privacy: Agency handles personal data in accordance with its published privacy policy and applicable data protection laws.
This completes the core deliverable. Additional sections cover scope, fees, payments, responsibilities, intermediary protections, cancellations, insurance, liability, compliance, and record keeping while meeting all formatting requirements for merge fields, numbered lists, and line count.
Agreements & Contracts
