Travel Agency Rental Agreement

This Travel Agency Rental Agreement ("Agreement") is entered into as of [Date], by and between [Your Company Name] ("Agency"), a [State] Corporation with its principal office located at [Your Company Address], and [Client Name] ("Client"), collectively referred to as the "Parties".

1. SERVICES PROVIDED

The Agency agrees to provide travel rental services to the Client, which may include booking hotels, rental cars, flights, and other travel-related services as agreed upon by the Parties. The specific details of such services will be outlined in each booking confirmation document, which shall become a part of this Agreement.

2. BOOKING CONFIRMATION

Each booking will be confirmed through a Booking Confirmation document, which will outline the specifics of the booking including dates, locations, prices, and other important information. The Client must verify the details of each Booking Confirmation document and notify the Agency of any discrepancies within 24 hours of receipt.

3. PAYMENT TERMS

The Client agrees to pay the Agency all fees as described in each Booking Confirmation. Payment shall be due within 30 days of the invoice date. Payment may be made via credit card, bank transfer, or check. Late payments shall incur a charge of 2% per month on the outstanding balance. Should the Client fail to make timely payments, the Agency reserves the right to suspend all further bookings and services until the account is brought current.

4. CANCELLATION POLICY

The Client may cancel any booking subject to the following conditions:

More than 60 days before the service date: 10% cancellation fee.
30 to 59 days before the service date: 50% cancellation fee.
Less than 30 days before the service date: No refund.

In case of cancellations, the Client must notify the Agency in writing. The date on which the written cancellation notice is received will be used to calculate the applicable cancellation fees. In some cases, depending on the terms of service providers (hotels, airlines, etc.), more restrictive cancellation fees or non-refundable fares may apply. The Agency will communicate any such conditions at the time of booking, which will supersede the general cancellation policy.

ADDITIONAL NOTES ON PAYMENT AND CANCELLATION POLICIES

Deposits: For certain bookings, especially group tours or high-value packages, the Agency may require a deposit at the time of booking. Such deposits are generally non-refundable and will be deducted from the final payment due.

Adjustments: Any adjustments to booking amounts, due to changes in services or prices by suppliers, will be communicated and invoiced or credited accordingly.

Early Payment Benefits: Clients who make full payment more than 90 days before the service date may be eligible for discounts or additional benefits, as specified in the Booking Confirmation.

5. LIABILITY

The Agency acts only as an agent for the respective suppliers and providers of travel services and will not be held responsible for acts, errors, omissions, representations, warranties, breaches, or negligence of any such suppliers or for any personal injuries, death, property damage, or other damages or expenses resulting therefrom.

6. INSURANCE

The Client is strongly recommended to purchase travel insurance that covers cancellation, interruption, medical expenses, lost luggage, and other potential losses incurred while traveling. The Agency can assist in arranging travel insurance through reputable providers at the Client's request. It is the Client's responsibility to understand the terms and coverage of the insurance policy to ensure it meets their needs. The Agency will provide all necessary information but shall not be held liable for any denied claims or lack of coverage by the insurance provider.

7. CHANGES TO ITINERARY

The Agency reserves the right to make changes to travel itineraries due to unforeseen circumstances or events beyond its control, such as natural disasters, political unrest, or provider cancellations. In such cases, the Agency will inform the Client at the earliest opportunity and provide alternative arrangements of comparable value. If suitable alternatives are not acceptable to the Client, the Agency will issue refunds or credits where applicable, based on the cancellation policies of service providers.

8. COMPLIANCE WITH LAWS

Both Parties agree to comply with all applicable local, state, national, and international laws and regulations in relation to the services provided under this Agreement. This includes, but is not limited to, customs and immigration laws, transportation safety regulations, and accommodation standards. The Agency will provide guidance on relevant travel regulations; however, it is the Client's responsibility to ensure they have valid travel documents such as passports, visas, and health certificates where required.

9. CONFIDENTIALITY

All personal information relating to the Client obtained by the Agency through this Agreement or through the provision of the Agency's services shall be treated as confidential. The Agency agrees not to disclose any personal details to third parties without the express consent of the Client, except as required by law or to fulfill the booking and travel arrangements. This clause shall survive the termination of this Agreement.

10. TERMINATION

This Agreement may be terminated by either Party by providing 30 days written notice to the other Party. In the event of termination, the Client will be responsible for any cancellation fees and payments for services already rendered up to the date of termination. Should the Agency need to terminate the Agreement due to the Client's failure to comply with any aspect of the payment terms or other critical terms of this Agreement, the Agency may do so with immediate effect and the Client will still be responsible for any outstanding payments and cancellation fees as noted above.

11. GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of the State of [State], without regard to its conflict of law principles. Any disputes or legal proceedings arising from this Agreement shall be resolved in the courts located within the county of [County, State], and both parties consent to the jurisdiction of these courts for the purpose of resolving any such legal matters.

12. SIGNATURES

This Agreement is effective upon the signatures of both Parties and will remain in effect until terminated by either Party in accordance with the terms set forth herein.

[Your Company Name]

[Your Name]

[Job Title]

[Date]

Client

[Client Name]

[Date]