Free Travel Agent Forms | Templates for Travel Agencies

June 3, 2020

Disclosure: We may receive compensation (at no cost to you) through some of the links on this page. If you've found the site/forms useful, using the links is a great way to say thanks and help pay for Rigel's insatiable appetite for bones!


Free Travel Agent Forms for Your Agency

Oh boy oh boy oh boy. Do we have a present for you! Absolutely, a variety of 100% free travel agent forms that you can customize to your agency in under a minute! It will declutter your desk, save you time and help you connect with your clients in meaningful ways.

Here's what we have in our vault:


⭐️ HAR Highlights: Fast Forward to free Travel agent Forms! ⭐️

1. Trip Planning & Booking Forms for Clients

  1. Travel Interest Survey Form (Pre Trip)
  2. Travel Itinerary Template Form
  3. Trip Details Confirmation (Post Booking)
  4. Vacation In Review (Post Trip)

2. Legal Forms For Your Travel Agency

  1. Sample Service Fee Contract
  2. Travel Agency Waivers and Disclosures

3. Travel Agent Inspection Checklist Forms

  1. Site Inspection Checklist
  2. Cruise Ship Inspection Form

4. Video Tutorials on Downloading & Customizing Forms



Free Travel Agent Forms: Trip Planning & Booking

These planning and booking forms will help you automate the process of qualifying your client, booking their trip, and getting their feedback.

These aren’t your run of the mill, boring forms. No sirree. Let me break down why you’ll love these travel agent forms:

1. They’re free!1 

All you need to do is select one of the forms and it will take you to our vault of Cognito Forms Shared Templates where you can copy the template over to your Cognito account. It’s really simple, takes about 5 seconds.

Jump down to HAR's video tutorials on how to download and customize your forms.

2. We’ve built in conditional logic! This helps keep the form as simple and targeted to the reader as possible. What’s conditional logic?

Travel Agency Forms/Templates: Vacation in Review

It’s when you tell the form that if someone selects a certain answer (ex: there will be kids on the trip), then the form displays a question just for them (ex: what are the ages of the kids). This keeps the form short, clean and relevant to your clients!

3. You can customize these travel agent forms to your heart’s content! You can get it all dressed up in your very own agency logo, font, brand colors, and completely customize your message/questions.

4. Embed in your site. These forms can be embedded into your website, or you can send clients a direct link in an email.

Already have the whole collection and want a brief tutorial on how to customize your Cognito forms? No problem, just click here for a shortcut to the tutorial.


1. Travel Interest Survey:


Free Travel Agent Forms/Template: Trip Interest
Click image to download our travel interest survey!

 

Who it’s for: Clients who might not be sure of what they want in their vacation or are looking for a quote.

What it does: Asks questions about their interests so you can find out what their expectations are. Here’s a few of the questions we ask:

  1. Accommodations for Travelers: This will help you anticipate any accommodations people in their group might need, whether they want to bring their dog, travel with an infant or have physical limitations.
  2. Logistics: Have a grasp of how many travelers, ages, and when they’re looking to go so you can pull up possible quotes faster.

Final Thoughts: If you prefer to chat over the phone with your clients for a personal touch, this travel agent form is a great way to document the information from an initial contact conversation and make sure you collect all the information you need to give them a proper quote.

Go directly to our video tutorial here, to find out how to download and customize the form


2. Travel Itinerary Template form


Travel Itinerary Template Form
Click to read more on creating an A+ travel itinerary for your clients.


Who it’s for: If your agency is currently in DIY mode, and you're not using an itinerary building platform, this resource could be just what you need: HAR's Travel Itinerary Template Form

What I love most about the travel itinerary template form is that you can either adapt it to use it for your travel business, or you can send it to your clients as a resource (with your branding if they prefer to be in charge the scheduling the day-to-day activities, side trips, and attractions).

What it does: This travel agent form helps you go the extra mile in customer service, offering an opportunity to include a daily schedule of flights, hotel stays, tours/sites, and restaurants. You can adapt it to give your clients a detailed itinerary, or to use it as a sample itinerary for particular destinations to help entice your travelers.

Final Thoughts: Once it's filled out with all the bells and whistles of your trip, all you need to do is download it to a PDF. Want to give it a go? Download the form, and find details on how to customize it here.


2. Trip Details Confirmation:

Travel Agency Forms/Templates: Trip Confirmation
Click on image to download form now!


Who It’s For: Clients that have just booked with you

What it Does: Gives travelers the chance to confirm trip details/passenger names/passport requirements yet again (can they ever look these over too carefully?!?). The form has an area for them to sign that they’ve looked over their itinerary and everything looks okay. We’ve heard horror stories about clients spending their life savings on a honeymoon only to be turned away because they didn’t know they needed a visa. Don’t let that happen to you. This travel agent form helps address that by reiterating:

  1. Required Travel Documents: Goes over passport requirements and links to important websites for international travel on visas, vaccinations, and traveling with children you’re not the legal guardian of.
  2. Confirm Travel Insurance was Offered: Cover your rear by having clients signing to say you offered them trip insurance or to remind you if you accidentally forgot.

This one is the real biggie of the bunch and includes SUPER IMPORTANT information clients need to know before they depart.

Go directly to our video tutorial here, to find out how to download and customize the form


3. Vacation in Review:


Free Travel Agent Forms/Template: Client Vacation Review
Click on image to download form now!


Who it’s For: Clients post-travel to help process the highs and lows of their trip and share them with you.

What it Does:The Vacation in Review form is tool for clients to process the highs and lows of their trip and share them with you. The form will help you:

  1. Collect Testimonials and Social Media Content: Clients can easily upload photos and thoughts you can use in for social media and other marketing (there’s a checkbox asking if it’s okay to share their thoughts publicly)
  2. Easy Research: Get insider information and beef up your knowledge about destinations you’ve never visited
  3. Getting to Know All About You: Understand the travel preferences of repeat clients
Go directly to our video tutorial here, to find out how to download and customize the form


Free Legal Forms for Travel Agents

Okay, so your clients are (abundantly) taken care of in the forms department. Now we're turning our attentions to critical legal forms to help your agency, including service fee contract, an IC contract, client waivers and disclaimers.


Travel Agent Service Fee Contract Form


Free travel agent service fee contract template
Click on image to read more about how seller of travel laws impact service fees.


Who it’s For: This is for agents who charge fees (service fees or consultation fees) or for those who are exploring charging a fee.

What it Does: The contract is not only legally binding, but it helps you be very clear about your fee structure so your clients don't get sticker shock when they book with you! It outlines what you charge for fees and when they need to pay it.

Final Thoughts: This contract is thorough, and like other Cognito forms, you can modify the conditional logic to tailor it to the needs of your agency.

Read more about the complex relationship between Seller of Travel laws impact charging fees here.


Travel Agency Disclosures and Waivers


Travel Agency Waiver Form
Click to read more on protecting your travel agency with waivers.


Who it’s For: The waivers are adaptable, so they can work for any type of travel business who is booking travel on behalf of clients.

What it Does: These travel waivers are the first line of defense. They are short disclaimers that you can include in email or contractual correspondence when you're quoting trips, or confirming trip details to make sure you're on the same page as your client.

The article linked will walk you through what points your email waivers and disclaimers should cover. It ensures that you and your clients are on the same page when it comes to pricing (e.g. quoted price is subject to change), travel insurance, trip details, and all the goodies they need to know (like visas and passports) before they pack up and go.

Final Thoughts: While these waivers and disclaimers may not necessarily provide iron-clad protection in the court of law, they ensure that you're communicating very clearly with your client and assist you in fulfilling your duty of care as a travel agent.


Travel Agency Site Inspection Forms & Checklists

In addition to client forms, we also have a few travel agent forms in the shape of checklists. If you want your inspections to feel as breezy as you make it look on social media, these inspection checklists are for you. With the help of expert agents HAR cooked up two different inspection forms—one for site inspections and another specifically for cruises.

They're thorough and brief (1-3 pages) to make them easily-portable . . . because seriously, who wants to juggle a books-worth of papers when you're already juggling your phone, your purse, and tote bag full of flyers while you're on an inspection?

Here's what we've got for our final installment:


Site Inspection Checklist


Site Inspection Form
Click to read our article on getting the most mileage out of your site inspection.


Who it’s For: Book hotels? Resorts? All-inclusive? Do you want help qualifying these properties and a tool to help you remember all your brilliant insights while you were there? This checklist is for you regardless of how much experience you have selling travel. (If you're looking for a cruise inspection, keep reading because we have one below👇🏼)

What it Does: It's simple: You print out our painstakingly detailed one-page site inspection form and bring it with you on your FAM, site inspection, or personal trip. This is a free travel agent form, written with travel agents at the front of our minds, and focuses on the details you need to effectively qualify suppliers for your business.

Final Thoughts: Our site inspection forms are customizable. We think we've covered most of the bases, but if there's anything you'd like to see added, we'd love to hear your feedback at Hello@HostAgencyReviews.com.

Read this article for waaay more information on what to look for during your site inspection (or just download the form below).


Cruise Inspection Checklist


Cruise Ship Inspection Checklist
Click to read more on how to get the most from your next cruise ship inspection.


Who it’s For: Book hotels? Resorts? All-inclusive? Do you want help qualifying these properties and a tool to help you remember all your brilliant insights while you were there? This checklist is for you regardless of how much experience you have selling travel. (If you're looking for a cruise inspection, keep reading because we have one below👇🏼)

What it Does: It's simple: You print out our painstakingly detailed one-page site inspection form and bring it with you on your FAM, site inspection, or personal trip. The form was written for travel agents in mind, and focuses on the details you need to effectively qualify suppliers for your business.

Final Thoughts: Our site inspection forms are customizable. We think we've covered most of the bases, but if there's anything you'd like to see added, we'd love to hear your feedback at Hello@HostAgencyReviews.com.

Read this article for waaay more information on what to look for during your site inspection (or just download the form below).


Video Tutorials on How to Customize Forms

If you made it this far, that probably means you are ready to decorate your spiffy website by customizing your forms. We used Cognito to make many (but not all) of these forms.

New to Cognito? No worries. Here's a few brief tutorials to show you simple way to swap out the logo and description as well as deleting the signature line on the Trip Confirmation Details so you don't have to upgrade your account.

How to download Cognito Forms

Here’s a video on how to customize your travel agent forms on Cognito: Get your popcorn. This one is a real cliffhanger.


How to Customize HAR's Cognito Forms

And here's our sequel (any popcorn left?) This one includes Mary's adorable pup, Nova:


Download & Customize Itinerary Template form on Google Doc

And here's the afterparty: This video shows you how to download and customize HAR's travel itinerary template form.


Thank You!

Last but not least, a HUGE thank you to Bonnie Lee who took time out of her outrageously busy schedule to share her expertise with us! Thanks for consulting with us and helping us make these forms even more relevant to travel agents, Bonnie!

Want to share, repurpose, reuse, or translate our content? Get information here about how to do that, we’re under a creative commons license.

Editor's note: This post was originally published in April 2016 and was updated and republished to reflect current site resources.



Footnotes

  1. The Individual Plan (which is really robust) is free. Please note: If you want the e-signature option, that requires the Pro Plan ($10/month); to accept PayPal via the form or encrypt data (needed if you’re collecting passport numbers, credit card numbers, or other sensitive information), that requires the Team Plan ($24/month).
About the Author
Steph Lee - Host Agency Reviews

Steph Lee

Steph grew up in the travel industry. She worked with thousands of agents in her role as a former host agency director before leaving in 2012 to start HAR. She's insatiably curious, loves her pups Rygy and Fennec, and -- in case you haven't noticed -- is kinda quirky.

If you’re looking for Steph, she leaves a trace where ever she goes! You can find her on Facebook, Twitter, Instagram, LinkedIn and Pinterest as 'iamstephly'. 🙂