It is essential to establish your own individual agent booking terms and conditions for your clients. This protects you by clearly outlining payment terms, cancellation policies, and service fees. A well-drafted terms and conditions document ensures transparency with clients and reduces disputes or misunderstandings during the booking process.
Important Note: This document is provided as an example and should absolutely be reviewed by a qualified attorney or professional services to ensure it meets your specific business needs and complies with local laws and regulations.
These terms and conditions outline the agreement between [Your Business Name] (referred to as "we," "us," or "our") and the client ("you" or "your") for the services provided. By making a booking through us, you agree to these terms and conditions.
We act as an independent travel agent and intermediary between you and the travel suppliers (e.g., airlines, hotels, cruise lines, tour operators). All bookings are subject to the terms and conditions of the suppliers.
A deposit is required to confirm your booking and is non-refundable unless stated otherwise by the supplier.
Full payment must be received by the due date specified at the time of booking to avoid cancellation.
Payments made directly to suppliers are subject to their payment terms and policies.
Cancellation policies vary by supplier. It is your responsibility to review and understand these policies before finalizing your booking.
Any refund requests must be submitted in writing and will be processed according to the supplier’s policies.
Service fees paid to us are non-refundable.
We may charge service fees for booking, researching, or managing travel arrangements. These fees will be disclosed at the time of booking and are non-refundable.
For airfare bookings:
Dynamic pricing applies, and fares are subject to change until ticketed.
We recommend booking airfare directly with airlines for flexibility, loyalty benefits, and direct customer support in case of changes or cancellations.
If we assist in booking airfare, you may still need to manage seat selection, baggage, or other add-ons directly with the airline.
Changes to bookings are subject to supplier policies and may incur additional fees.
We will make every effort to assist with changes but cannot guarantee supplier approval.
We are not liable for any issues or losses arising from supplier actions, including cancellations, schedule changes, or service failures.
It is your responsibility to ensure all travel documents (e.g., passports, visas) are in order before travel.
We strongly recommend purchasing travel insurance to protect your trip investment against unforeseen circumstances.
We are not responsible for cancellations, delays, or interruptions caused by events beyond our control, including natural disasters, government actions, or pandemics.
By confirming a booking with us, you acknowledge that you have read, understood, and agreed to these terms and conditions.
All prices are subject to change without notice until payment is made in full.
Availability of travel services (e.g., flights, hotels, tours) is not guaranteed until confirmed by the supplier.
We are not responsible for pricing errors made by suppliers.
We will communicate any special requests (e.g., dietary restrictions, room preferences) to suppliers; however, we cannot guarantee that they will be fulfilled.
It is your responsibility to confirm these requests directly with the supplier before travel.
Ensure all information provided to us (e.g., names, dates of birth) matches your official travel documents. Any discrepancies may result in additional fees or booking errors for which we are not responsible.
Check-in and adhere to the supplier’s terms, including arrival times, baggage restrictions, and customs requirements.
It is your responsibility to obtain and present all necessary travel documentation, including valid passports, visas, vaccination certificates, and other required documentation.
We are not responsible for any issues resulting from missing or invalid documents.
For group bookings, the group leader is responsible for collecting payments, sharing information with group members, and ensuring adherence to the supplier's terms.
Cancellation and payment policies for groups may differ from individual bookings.
All communication regarding bookings, cancellations, or changes must be submitted in writing via email or our designated communication platform.
We will make every effort to respond promptly but cannot guarantee immediate action for last-minute requests.
Any disputes arising from our services will first be addressed through mediation. If mediation fails, disputes will be resolved in accordance with the laws of [your state or jurisdiction].
Legal fees incurred during dispute resolution will be the responsibility of the party found at fault.
Any advertised promotions or discounts are subject to availability and can be withdrawn at any time without prior notice.
Promotional pricing cannot be retroactively applied to bookings already confirmed.
Any personal information you provide to us will be used solely for the purpose of managing your travel arrangements and will not be shared with third parties, except as necessary to complete your booking.
We comply with all applicable data protection laws to ensure your personal information is secure.
These terms and conditions are subject to change without prior notice. The latest version will always be available on our website or upon request.
By making a booking, you agree to the terms in effect at the time of booking.