Travel Agent Client Information Form

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Travel Agent Client Information Form

Fully editable with custom branding. Send, print or embed online.


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First Name
Last Name
Acme LLC.
First Name
Last Name
Corporation Corp.
First Name
Last Name
Acme LLC.
First Name
Last Name
Corporation Corp.

Travel Agent Client Information Form

Fully editable with custom branding. Send, print or embed online.

Travel Agent Client Information Form

Fully editable with custom branding. Send, print or embed online.

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Date: March 8th 2023



Acme LLC.

Corporation Corp.

This Contract is between Client (the "Client") and Acme LLC, a California limited liability company (the "Coach").

The Contract is dated January 23, 2023.


1.1 Project. The Client is hiring the Coach to develop a coaching relationship between the Client and Coach in order to cultivate the Client's personal, professional, or business goals and create a plan to achieve those goals through stimulating and creative interactions with the ultimate result of maximizing the Client's personal or professional potential.

1.2 Schedule. The Coach will begin work on February 1, 2023 and will continue until the work is completed. This Contract can be ended by either Client or Coach at any time, pursuant to the terms of Section 4, Term and Termination.

The Coach and Client will meet by video conference, 4 days per month for 2 hours.

1.3 Payment. The Client will pay the Coach an hourly rate of $150. Of this, the Client will pay the Coach $500.00 (USD) before work begins.

1.4 Expenses. The Client will reimburse the Coach's expenses. Expenses do not need to be pre-approved by the Client.

1.5 Invoices. The Coach will invoice the Client in accordance with the milestones in Section 1.3. The Client agrees to pay the amount owed within 15 days of receiving the invoice. Payment after that date will incur a late fee of 1.0% per month on the outstanding amount.

1.6 Support. The Coach will not be available by telephone, or email in between scheduled sessions.


- A coaching relationship is a partnership between two or more individuals or entities, like a teacher-student or coach-athlete relationship. Both the Client and Coach must uphold their obligations for the relationship to be successful.

- The Coach agrees to maintain the ethics and standards of behavior established by the International Coaching Federation (ICF).

- The Client acknowledges and agrees that coaching is a comprehensive process that may explore different areas of the Client's life, including work, finances, health, and relationships.

- The Client is responsible for implementing the insights and techniques learned from the Coach.


3.1 Overview. This section contains important promises between the parties.

3.2 Authority To Sign. Each party promises to the other party that it has the authority to enter into this Contract and to perform all of its obligations under this Contract.

3.3 Coach Has Right To Give Client Work Product. The Coach promises that it owns the work product, that the Coach is able to give the work product to the Client, and that no other party will claim that it owns the work product. If the Coach uses employees or subcontractors, the Coach also promises that these employees and subcontractors have signed contracts with the Coach giving the Coach any rights that the employees or subcontractors have related to the Coach's background IP and work product.

3.4 Coach Will Comply With Laws. The Coach promises that the manner it does this job, its work product, and any background IP it uses comply with applicable U.S. and foreign laws and regulations.

3.5 Work Product Does Not Infringe. The Coach promises that its work product does not and will not infringe on someone else's intellectual property rights, that the Coach has the right to let the Client use the background IP, and that this Contract does not and will not violate any contract that the Coach has entered into or will enter into with someone else.

3.7 Client-Supplied Material Does Not Infringe. If the Client provides the Coach with material to incorporate into the work product, the Client promises that this material does not infringe on someone else's intellectual property rights.


This Contract is ongoing until it expires or the work is completed. Either party may end this Contract for any reason by sending an email or letter to the other party, informing the recipient that the sender is ending the Contract and that the Contract will end in 7 days. The Contract officially ends once that time has passed. The party that is ending the Contract must provide notice by taking the steps explained in Section 9.4. The Coach must immediately stop working as soon as it receives this notice unless the notice says otherwise.

If either party ends this Contract before the Contract automatically ends, the Client will pay the Contractor for the work done up until when the Contract ends. The following sections don't end even after the Contract ends: 3 (Representations); 6 (Confidential Information); 7 (Limitation of Liability); 8 (Indemnity); and 9 (General).


The Client is hiring the Coach as an independent contractor. The following statements accurately reflect their relationship:

- The Coach will use its own equipment, tools, and material to do the work.

- The Client will not control how the job is performed on a day-to-day basis. Rather, the Coach is responsible for determining when, where, and how it will carry out the work.

- The Client will not provide the Coach with any training.

- The Client and the Coach do not have a partnership or employer-employee relationship.

- The Coach cannot enter into contracts, make promises, or act on behalf of the Client.

- The Coach is not entitled to the Client's benefits (e.g., group insurance, retirement benefits, retirement plans, vacation days).

- The Coach is responsible for its own taxes.

- The Client will not withhold social security and Medicare taxes or make payments for disability insurance, unemployment insurance, or workers compensation for the Coach or any of the Coach's employees or subcontractors.


6.1 Overview. This Contract imposes special restrictions on how the Client and the Coach must handle confidential information. These obligations are explained in this section.

6.2 The Client's Confidential Information. While working for the Client, the Coach may come across, or be given, Client information that is confidential. This is information like customer lists, business strategies, research & development notes, statistics about a website, and other information that is private. The Coach promises to treat this information as if it is the Coach's own confidential information. The Coach may use this information to do its job under this Contract, but not for anything else. For example, if the Client lets the Coach use a customer list to send out a newsletter, the Coach cannot use those email addresses for any other purpose. The one exception to this is if the Client gives the Coach written permission to use the information for another purpose, the Coach may use the information for that purpose, as well. When this Contract ends, the Coach must give back or destroy all confidential information, and confirm that it has done so. The Coach promises that it will not share confidential information with a third party, unless the Client gives the Coach written permission first. The Coach must continue to follow these obligations, even after the Contract ends. The Coach's responsibilities only stop if the Coach can show any of the following: (i) that the information was already public when the Coach came across it; (ii) the information became public after the Coach came across it, but not because of anything the Coach did or didn't do; (iii) the Coach already knew the information when the Coach came across it and the Coach didn't have any obligation to keep it secret; (iv) a third party provided the Coach with the information without requiring that the Coach keep it a secret; or (v) the Coach created the information on its own, without using anything belonging to the Client.

6.3 Third-Party Confidential Information. It's possible the Client and the Coach each have access to confidential information that belongs to third parties. The Client and the Coach each promise that it will not share with the other party confidential information that belongs to third parties, unless it is allowed to do so. If the Client or the Coach is allowed to share confidential information with the other party and does so, the sharing party promises to tell the other party in writing of any special restrictions regarding that information.


Neither party is liable for breach-of-contract damages that the breaching party could not reasonably have foreseen when it entered this Contract.


8.1 Overview. This section transfers certain risks between the parties if a third party sues or goes after the Client or the Coach or both. For example, if the Client gets sued for something that the Coach did, then the Coach may promise to come to the Client's defense or to reimburse the Client for any losses.

8.2 Client Indemnity. In this Contract, the Coach agrees to indemnify the Client (and its affiliates and their directors, officers, employees, and agents) from and against all liabilities, losses, damages, and expenses (including reasonable attorneys' fees) related to a third-party claim or proceeding arising out of: (i) the work the Coach has done under this Contract; (ii) a breach by the Coach of its obligations under this Contract; or (iii) a breach by the Coach of the promises it is making in Section 3 (Representations).

8.3 Coach Indemnity. In this Contract, the Client agrees to indemnify the Coach (and its affiliates and their directors, officers, employees, and agents) from and against liabilities, losses, damages, and expenses (including reasonable attorneys' fees) related to a third-party claim or proceeding arising out of a breach by the Client of its obligations under this Contract.


9.1 Assignment​. This Contract applies only to the Client and the Coach. Neither the Client nor the Coach can assign its rights or delegate its obligations under this Contract to a third-party (other than by will or intestate), without first receiving the other's written permission.

9.2 Arbitration. As the exclusive means of initiating adversarial proceedings to resolve any dispute arising under this Contract, a party may demand that the dispute be resolved by arbitration administered by the American Arbitration Association in accordance with its commercial arbitration rules.

9.3 Modification; Waiver. To change anything in this Contract, the Client and the Coach must agree to that change in writing and sign a document showing their contract. Neither party can waive its rights under this Contract or release the other party from its obligations under this Contract, unless the waiving party acknowledges it is doing so in writing and signs a document that says so.

9.4. Noticies.

(a) Over the course of this Contract, one party may need to send a notice to the other party. For the notice to be valid, it must be in writing and delivered in one of the following ways: personal delivery, email, or certified or registered mail (postage prepaid, return receipt requested). The notice must be delivered to the party's address listed at the end of this Contract or to another address that the party has provided in writing as an appropriate address to receive notice.

(b) The timing of when a notice is received can be very important. To avoid confusion, a valid notice is considered received as follows: (i) if delivered personally, it is considered received immediately; (ii) if delivered by email, it is considered received upon acknowledgement of receipt; (iii) if delivered by registered or certified mail (postage prepaid, return receipt requested), it is considered received upon receipt as indicated by the date on the signed receipt. If a party refuses to accept notice or if notice cannot be delivered because of a change in address for which no notice was given, then it is considered received when the notice is rejected or unable to be delivered. If the notice is received after 5:00pm on a business day at the location specified in the address for that party, or on a day that is not a business day, then the notice is considered received at 9:00am on the next business day.

9.5 Severability. This section deals with what happens if a portion of the Contract is found to be unenforceable. If that's the case, the unenforceable portion will be changed to the minimum extent necessary to make it enforceable, unless that change is not permitted by law, in which case the portion will be disregarded. If any portion of the Contract is changed or disregarded because it is unenforceable, the rest of the Contract is still enforceable.

9.6 Signatures. The Client and the Coach must sign this document using Bonsai's e-signing system. These electronic signatures count as originals for all purposes.

9.7 Governing Law. The validity, interpretation, construction and performance of this document shall be governed by the laws of the United States of America.

9.8 Entire Contract. This Contract represents the parties' final and complete understanding of this job and the subject matter discussed in this Contract. This Contract supersedes all other contracts (both written and oral) between the parties.



Acme LLC.

Corporation Corp.
Table of contents

A vacation trip is one of the most expensive purchases most people will make in a year, especially for families, honeymooners or small groups traveling together. This is why it's important for travel agencies to get a good understanding of the client's upcoming holiday including where, when and how much they intend to spend. But getting to the bottom of this is not always a simple task, especially when dealing with large groups.

A travel agent client information form is a great resource to incorporate in the early stages of the holiday planning. It will not only help gather the client's basic contact information, but it will provide valuable insights into their travel preferences, expectations, reservation deadlines, and other important travel information. This form will also help you save time by giving you enough details to provide possible quotes early in the process.

To help you draft a comprehensive yet straightforward client form, we'll go over some of the main aspects you must make sure to cover with every new client.

Note: Bonsai's all-in-one product suite is just what your travel agency business needs! We help streamline your processes to save you time so you can focus on delivering the best service. From client onboarding, to invoicing, payments, accounting and much more, we've got you covered! Claim your 7-day free trial here.

Elements to Cover in Your New Client Information Form

While the main purpose of this form is to log important client info, keep in mind you want to go further into details to get a good grasp of how many travelers are part of the group, where they're looking to go, and all the information you will need to provide a proper quote.

While the specific questions you include may vary depending on the services your travel agency provides, you can use the following essential elements as a guideline and include your own questions. Here are some must-haves elements for your client information form

Basic Traveler Information

Begin your client information form by asking for the traveler's personal details such as full name, date of birth, address, phone number, and passport details (number, country, expiry date). You should also ask for an emergency contact including full name, phone number and relationship. For any other passenger aside from the main contact, ask for basic traveler details such as name, age and military service status (for discounts).

Travel Details

Next, gather all the fundamental travel details to discover the client's preferences, projected dates and other helpful insights into what a perfect holiday looks like to them. Here are some questions you may include in this section.

- Where do you intend to travel?

- What are your estimated departure and arrival dates?

- What is your budget for this holiday?

- What are your goals for this vacation?

- Do you want a more intimate experience or do you want more action and nightlife?

- What are your priorities for family vacation activities?

- What do you like best about your chosen vacation spot?

Special Requirements

To ensure the best service for the travelers, inquire about any special requirements the group may have regarding food, lodging, recreation or special accommodations people might need during the trip. Consider including the following questions in your travel agent form.

- Are you celebrating any special occasion during this trip?

- Do you or anyone else in your group follow a specific diet or have food allergies?

- Do you need us to set up airport shuttles for you and your guests?

- Do you have a preferred airline, hotel, or car rental agency?

- Are there any preferences in the group regarding airplane seating? (window vs aisle)

- Do you have any requirements regarding bedding? (King, two queens, etc...)

- Are there any special needs in the group? (wheelchair access, difficulty walking, etc...)

Past Traveling Experiences

This is a must-have section for travel booking form in order to get a concise understanding of the kind of locations that travelers enjoy the most. Most travel agencies make this topic part of the initial contact conversation as the client's previous holidays will be a benchmark to what would make their experience better. Additionally, by discovering what they haven't liked in the past you will be able to avoid such experiences this time around.

Here are some questions commonly found in travel booking forms.

- How do you normally travel?

- How do you want this vacation to be unique from others you've taken?

- What were some of your favorite and least favorite vacation experiences in the past?

- What has been your most memorable travel experience? Why?

- Tell me about your three most recent vacations. Where did you stay and how did you get there?

Travelers Medical Information

Trip planning requires travel agents to take adequate precautions regarding the travelers' health. If anyone in the group has a serious medical condition or physical limitations that could endanger their life while on the trip (especially when planning excursions), you should take appropriate action or even consider canceling the person's tour. Here are some questions that will help you gather this important client information.

- Do you or anyone in the group have a health condition we should know about?

- Does anyone have any physical impediments that must be taken into consideration when planning excursions? Please provide details.

- Do you have travel insurance? If not, are you planning to buy insurance?

Use Bonsai to Create Flawless Client Forms for Travel Agencies

With Bonsai's lightweight form builder you create perfect travel agent forms to help you easily onboard your new clients, collect testimonials, or ask for feedback from clients post-travel. Our forms are fully customizable so you can add as many questions as you need, modify the fields, select your preferred answer format and add a personal touch with your own branding elements.

Once you create the perfect client form, you can easily share it via email, URL link, or have it embedded into your travel agency's website to boost lead generation. Our software allows you to keep client files organized and view their responses right from the platform, so you can keep your entire client list up to date.

Sign up for a 7-day free trial to check out these and many more benefits that Bonsai has to offer.

Frequently Asked Questions
Questions about this template.

Do travel agents have clients or customers?

Travel agencies require customers, thus it's critical to continually draw in new clients if you want to expand or get new clientele.

Do travel agents get paid by customer?

The travel agent receives the commission from the sale. For the majority of trips the vendor pays the travel agent a commission after the client has left.

What is the average commission for a travel agent?

Most travel agents who work for commissions earn 5% on domestic flights and 10% to 20% on foreign flights when they sell airline tickets.