Travel Agency Agreement Template

This Travel Agency Agreement template is a legally binding non‑exclusive agreement between a company (supplier) and a travel agency to sell defined travel services and accommodations at assigned prices and brand standards․

It covers a large range of issues including authorization to sell, scope of services, commissions, reporting, confidentiality, insurance, term and termination, so both parties operate with clear expectations and controls․

The Travel Agency Terms and Conditions template also features support for business and consumer travel packages, third-party vendors, standard notifications, and e-signatures, making completing transactions easier․

It is available free of charge as a Word or PDF document to be downloaded, completed and signed online․

Who it’s for

• Travel agencies sell tour packages, accommodations, transportation and other integrated forms of travel products․
• Tour operators, resorts, hotels, DMCs and travel companies make agreements with agencies to resell defined services at defined rates․
• Multi-vendor travel programs, standardized commissions, reporting, and confidentiality terms․
• It is designed for small and mid-size travel companies who want a readily available, reusable agreement․
• Legal and operations teams standardizing agency partnerships across regions and products․

How to Write Your Travel Agency Agreement

Use the Travel Agency Contract template as a base to adapt to your service catalog and pricing controls, your commission structures, and how you do business․

Parties & Agreement Overview

• Fill: Company legal name and address; Travel Agency legal name and address; effective date; non‑exclusive authorization․

Authorized Services & Inventory

• Fill: Description of services/accommodations (e․g․, hotel nights, tours, transfers, packages), product codes, blackout dates, and inventory/availability information․

Pricing & Promotions

• Fill: Approved retail/net rates; promotional pricing rules; rate sheet version/date; timing for change notices․

Commissions & Payments

• Fill: Specify what percentage commission is taken on gross (including/excluding taxes, fees, etc․), the frequency of invoices, payment terms (net-30, 60, etc․), provisions for cancellations/refunds, accepted methods of payment and remittance instructions․

Reporting & Disclosure

• Fill: weekly sales report frequency, format, and fields (booking ID, client, contact, travel dates, amount, status), monthly ledger format, cancellation report frequency and format․

Company Responsibilities

• Fill: Availability maintenance standards; booking confirmation channel (portal/API/email); support contacts and response times; stop-sell/change-notice process․

Travel Agency Responsibilities

• Fill: Sales channels (B2B/B2C, online/offline), price discipline, brand/use guidelines, transfer of information from client, and timing of information transfer․

Client Data & Privacy

• Fill: data fields; permitted uses (for fulfillment/ support only); retention period; security measures or a Data Protection Agreement․

Insurance Requirements

• Fill: Types/limits of coverage, name of additional insureds, frequency of proof (e․g․, monthly COI), and cure period for lapse․

Term, Renewal & Termination

• Fill: Term (e․g․, 1 year), renewal option/notice period, termination for convenience notice (e․g․, 30 days), effects of termination ‌(bookings void; balances due)․

Third‑Party Vendors & Assignment

• Fill: List of approved vendors, role of each, consent process for assignment/transfer․

Acceptance & Signatures

• Fill: Signer names/titles; date of execution

Standard clauses you can usually keep as is:

• Confidentiality (covers rate sheets, availability, sale dates, and other non‑public information)
• Intellectual property and ownership (company retains all titles, rights, and materials)
• Representations and warranties (mutual, limited to authority and compliance)
• Indemnification and limitation of liability (template defaults)
• Force majeure, amendments, severability, counterparts, and electronic signatures