Travel Agency Quotation Contract

I. The Parties

This Quotation Contract ("Contract") is entered into as of [Month Day, Year] ("Effective Date"), by and between [Your Company Name], a company organized and existing under the laws of [State Name] with its principal office located at [Your Company Address] ("Agency"), and [Client's Name], residing at [Client's Address] ("Client") collectively referred to as the ("Parties").

WHEREAS, the Agency is a reputable travel agency engaged in the business of providing comprehensive travel agency services, including but not limited to, planning and arranging travel tours, booking accommodations, and providing travel advice;

WHEREAS, the Client, who is interested in availing travel services, desires to engage the Agency to provide specific travel arrangements and services as detailed in this Contract, in accordance with the terms and conditions set forth herein;

WHEREAS, the Agency agrees to provide the requested travel services to the Client, subject to the Client’s acceptance of the quotation and adherence to the terms and conditions of this Contract;

NOW, THEREFORE, in consideration of the mutual agreements and promises herein contained, the parties hereto agree as follows:

II. Services

The Agency shall provide the Client with a comprehensive range of travel booking and arrangement services (“Services”). These services are designed to meet the Client’s travel needs and preferences, and may include, but are not limited to:

A. Travel Consultation

1. Needs Assessment: The Agency will conduct a thorough assessment of the Client’s travel needs, preferences, and budget. This includes understanding the Client’s travel dates, destinations, accommodation preferences, and desired activities.

2. Travel Advice: Based on the needs assessment, the Agency will provide the Client with personalized travel advice. This includes recommendations for travel destinations, accommodations, transportation, and activities.

B. Travel Booking

1. Flight Booking: The Agency will handle the booking of international flight tickets for the Client. This includes finding flights that match the Client’s travel dates and preferences, and securing the best available fares.

2. Accommodation Booking: The Agency will handle the booking of hotel accommodations for the Client. This includes finding hotels that meet the Client’s preferences and budget, and securing the best available rates.

3. Travel Insurance: The Agency will assist the Client in obtaining travel insurance. This includes providing information on different insurance options and helping the Client select the most suitable coverage.

III. Quotation

The following table provides a detailed quotation for the requested travel services. It includes a breakdown of costs for different components of the travel package:

Description	Quantity	Unit Price	Total
International Flight Tickets	2	$500	$1000
Hotel Accommodation (5 Nights)	1	$1500	$1500
Travel Insurance	2	$100	$200
Total Cost			$2700

The total cost as quoted above shall include all applicable taxes and fees unless otherwise specified. However, please note that prices are subject to change based on availability and fluctuations in exchange rates. The final price will be confirmed at the time of booking.

IV. Payment Terms

The payment shall be made as follows:

A. Initial Deposit

1. Deposit Amount: Upon signing this Contract, the Client shall make an initial deposit of [50]% of the total sum. This deposit secures the Client’s travel arrangements and allows the Agency to make necessary bookings.

2. Payment Method: The deposit can be paid via bank transfer, credit card, or any other method agreed upon by the Parties.

B. Balance Payment

1. Due Date: The balance shall be paid on or before [Month Day, Year]. This ensures that all payments are completed prior to the commencement of the travel services.

2. Late Payment: If the balance is not paid by the due date, the Agency may cancel the travel arrangements, and the Client may forfeit the initial deposit.

C. Payment Methods

1. Accepted Methods: Payment shall be made by the Client to the Agency via bank transfer, credit card, or any other agreed upon methods. The Agency will provide the necessary details for the payment method chosen by the Client.

2. Receipt of Payment: The Agency will provide a receipt for each payment, confirming the amount received and the remaining balance, if any.

V. Cancellation and Refund Policy

In case of cancellation, the following conditions will apply:

A. Cancellation Notice

1. Notice Requirement: The Client must provide written notice of cancellation to the Agency. The date of cancellation will be the date when the Agency receives the notice.

2. Confirmation of Cancellation: Upon receipt of the cancellation notice, the Agency will confirm the cancellation in writing and provide information about any applicable cancellation fees.

B. Cancellation Fees

1. More Than [30] Days: Cancellations made more than [30] days prior to the departure date will incur a [10]% cancellation fee. This fee covers the administrative costs associated with the cancellation.

2. [15 to 30] Days: Cancellations made within [15 to 30] days of the departure date will incur a [50]% cancellation fee. This higher fee reflects the increased costs associated with late cancellations.

3. Less Than [15] Days: No refund will be made for cancellations less than [15] days before departure. At this late stage, most of the travel costs are non-refundable.

C. Refunds

1. Calculation of Refund: If a refund is due, it will be calculated based on the total payment made by the Client, minus the applicable cancellation fee.

2. Processing of Refund: The Agency will process the refund within a reasonable time, typically within [14] days of the cancellation notice. The refund will be made using the same payment method used by the Client. No refund will be made for cancellations less than [15] days before departure.

VI. Responsibilities of the Client

The Client has certain responsibilities under this Contract, which include but are not limited to:

A. Provision of Information

1. Necessary Information: The Client shall provide all necessary information required for booking the travel services. This includes personal details, travel preferences, and any special requirements or requests.

2. Accuracy of Information: The Client is responsible for ensuring that all information provided to the Agency is accurate and up-to-date. Any changes or updates to the information should be promptly communicated to the Agency.

3. Timely Provision: The Client should provide the necessary information in a timely manner to allow the Agency to make the necessary bookings and arrangements.

B. Travel Documents

1. Valid Documents: The Client shall ensure that they have valid travel documents, including passports, visas, and vaccinations as required for the travel destinations.

2. Legal Compliance: The Client is responsible for complying with all laws and regulations related to their travel documents. This includes ensuring that their passport is valid for the required period beyond their travel dates, and that they have obtained all necessary visas and vaccinations.

3. Notification of Issues: The Client should notify the Agency as soon as possible if there are any issues with their travel documents, such as loss of passport or denial of visa.

C. Compliance with Advisories

1. Travel Advisories: The Client shall comply with all travel advisories and restrictions provided by the Agency. This includes advisories related to health and safety, local customs and laws, and visa requirements.

2. Risk Awareness: The Client acknowledges that travel involves certain risks, and agrees to take reasonable precautions to ensure their own safety and well-being.

3. Respect for Local Customs and Laws: The Client agrees to respect the local customs and laws of the destinations they visit. This includes observing local etiquette, respecting cultural sites, and following local laws and regulations.

VII. Liability

A. Limitation of Liability

1. Force Majeure: The Agency shall not be held liable for any damages, losses, or additional costs incurred by the Client due to factors beyond the Agency’s control, including but not limited to natural disasters, acts of government, pandemics, or failure of third parties such as airlines and hotels to provide services.

2. Reasonable Care: The Agency will exercise reasonable care in the selection of third-party service providers, and will not be liable for their acts or omissions, except in cases of gross negligence or willful misconduct by the Agency.

3. Travel Insurance: The Agency strongly recommends that the Client obtain comprehensive travel insurance to cover any unforeseen circumstances that may result in damages, losses, or additional costs.

B. Client’s Acknowledgment

1. Understanding of Risks: The Client acknowledges that travel involves inherent risks, and that the Agency cannot control all factors that may affect the Client’s travel experience.

2. Personal Responsibility: The Client accepts personal responsibility for any damages, losses, or additional costs incurred due to their own actions or omissions during the travel.

3. Insurance Coverage: The Client is responsible for obtaining appropriate travel insurance coverage. The Agency can provide information and assistance, but the final responsibility for insurance lies with the Client.

C. Indemnification

1. Indemnity by Client: The Client agrees to indemnify and hold harmless the Agency from any claims, damages, losses, or expenses, including legal fees, arising out of the Client’s breach of this Contract, negligence, or willful misconduct.

2. Notice and Cooperation: If the Agency becomes aware of any such claim, it will promptly notify the Client and cooperate with the Client in defending the claim.

3. Settlement of Claims: The Client agrees to promptly settle any claims for which it is responsible, and to reimburse the Agency for any costs incurred in relation to such claims.

VIII. Confidentiality

Both parties agree to keep the terms and conditions of this Contract and any information exchanged during the performance of the Services confidential.

A. Definition of Confidentiality

1. Scope of Confidentiality: Confidentiality covers all non-public information that either Party may receive from the other during the term of this Contract. This includes, but is not limited to, technical processes, business strategies, client lists, operation procedures, and marketing plans.

2. Exclusions: Confidential information does not include any information that is already publicly known, lawfully in the possession of the recipient before disclosure by the other Party, independently developed by the recipient, or required by law to be disclosed.

3. Confidentiality Obligations: Both Parties agree to hold all confidential information in strict confidence, not to disclose such information to any third parties, and not to use any confidential information for any purpose except as required to perform under this Contract.

B. Duration of Confidentiality Obligations

1. Contract Term: The confidentiality obligations under this Contract will remain in effect during the term of this Contract and for a period of [5] years thereafter.

2. Survival of Obligations: The confidentiality obligations will survive the termination or expiration of this Contract and continue to bind the Parties.

3. Breach of Confidentiality: Any unauthorized disclosure of confidential information may result in legal action against the disclosing Party, including injunctive relief and monetary damages.

IX. Miscellaneous

A. Entire Agreement

1. Superseding Effect: This Contract supersedes all prior agreements, understandings, and communications, whether oral or written, between the Parties regarding the subject matter of this Contract.

2. No Oral Amendments: Any amendments to this Contract must be in writing and signed by both Parties. Oral amendments are not valid.

3. Binding Effect: This Contract is binding on the Parties and their respective heirs, executors, administrators, successors, and assigns.

B. Counterparts

1. Execution in Counterparts: This Contract may be executed in counterparts, each of which is considered an original, but all of which together constitute the same Contract.

2. Electronic Signatures: Electronic signatures on the counterparts are considered valid and binding.

3. Delivery of Counterparts: The counterparts may be delivered via fax, email, or other electronic means, and the receiving Party may rely on the receipt of such counterpart as if the original had been received.

X. Legal Compliance

A. Compliance with Laws

1. Legal Obligations: Each Party will comply with all laws, regulations, and rules applicable to its performance of this Contract. This includes laws related to business operations, employment, and health and safety.

2. Permits and Licenses: Each Party will obtain and maintain all necessary permits, licenses, and approvals required for its performance of this Contract.

3. Anti-Bribery and Corruption: Each Party will comply with all applicable anti-bribery and corruption laws and will not make any unlawful payments or provide anything of value to obtain an unfair advantage.

B. Export Controls

1. Compliance with Export Laws: Each Party will comply with all applicable export control laws and regulations. This includes not exporting or re-exporting any technical data or products received from the other Party or the direct product of such technical data to any restricted countries, entities, or individuals unless authorized by the appropriate government agency.

2. Indemnity for Breach: Each Party will indemnify the other Party for any fines, penalties, claims, losses, damages, costs, legal fees, and expenses arising from any breach of this section.

XI. Signatures

IN WITNESS WHEREOF, the parties hereto have caused this Contract to be executed as of the day and year first above written.

Agency

[Authorized Representative Name]

[Your Company Name]

Date: [Month Day, Year]

Client

[Client's Name]

Date: [Month Day, Year]

Travel Agency Templates @ Template.net