TERMS AND CONDITIONS - Travel Industry Solutions

A client terms and conditions for your travel agency is imperative for not only protecting your business, but ensuring you mitigate risks down the road. By having a well-drafted set of terms and conditions in place, you can help to avoid misunderstandings and disputes with clients, setting clear expectations from the outset.

At a minimum, your client terms and conditions should cover key areas such as payment terms, cancellation policy, liability and responsibility for bookings, force majeure clause, and refunds, chargebacks, and adjustments, plus no-shows. Including all this information upfront will help to avoid any issues further down the line.

While it may seem like an unnecessary step at the beginning, taking the time to draw up solid client terms and conditions will save you a lot of headaches in the long run. By outlining all your expectations up front, you can help ensure that both you and your clients are on the same page throughout the booking process and beyond.

It’s also important to note that if you don’t have a client terms and conditions agreement in place for your travel agency, it may be difficult to pursue legal action in some cases. For example, in situations where there is an issue with a particular service provider (such as if a hotel was not up to par) or if a client decides to cancel their booking at the last minute.

Essential components of a terms and conditions agreement with your travel agency include:

The responsibilities and liabilities of each party; travel agency, supplier, and customer.

  • Rates and inclusions.
  • Payment terms.
  • Revisions, deviations, and cancellation fees.
  • Refunds, chargebacks, and adjustments, plus no shows.
  • Appropriate language for the key seller of travel states.
  • Traveler documentation.
  • Force Majeure.
  • Arbitration, jurisdiction, venue, and choice of law.

If you sell travel in some or all 50 states in the U.S., you’ll want to ensure your client terms and conditions are compliant, meet the requirements of sellers of travel law, are kept up to date with changing laws, reviewed yearly at a bare minimum, and written by experts in travel law.

Looking for more information on how to protect your travel agency? Check out our guide here. And remember, if you have any questions or need advice along the way, we’re always available to lend a hand! Just contact us at any time with your inquiries and we’ll be happy to help.