Client agreements and insurance waivers, signed before you book
A travel advisor's worst week starts with a client who says they never agreed to the cancellation penalty or never turned down insurance. The fix is a signature at the right moment: on the planning fee before you start, on the supplier terms and insurance choice before you book, and on the group contract before you hold space. SignMaster gets each one signed on the client's phone and keeps the proof.
Updated November 5, 2026 · 3 min read
On this page
Signatures an agency collects
| Document | Who signs | When |
|---|---|---|
| Planning or service fee agreement | The client | Before you start researching |
| Terms and conditions acceptance | The lead traveler | Before you take a deposit with a supplier |
| Travel insurance waiver | Each adult traveler | When they decline the cover you offered |
| Name and passport check | Each traveler | Before tickets are issued |
| Group travel contract | The group organizer | Before you hold a block of cabins or rooms |
| Advisor agreement | Independent advisors | When they join your host agency, then at each update |
One booking, three signatures
- 1
The planning fee
Send your client agreement as soon as someone asks for a quote: what your fee covers, whether it's refundable and how you're paid by suppliers. Start from the travel agency agreement if you need one.
- 2
The supplier terms and the insurance choice
Once the trip is settled, put the cruise line's or tour company's terms, your own terms and the insurance acknowledgment in one envelope, SignMaster's word for one send. Add each adult traveler as a signer, with a checkbox to accept or decline cover and a field for their initials.
- 3
The name check
Before tickets are issued, each traveler confirms the name exactly as it appears on their passport and their date of birth. A misspelled name costs more to fix than any form takes to send.
Travelers sign from an email link on any phone or computer, without an account. Set signing to all at once so a couple can each sign from wherever they are, and add a sign-by date tied to the supplier's deposit deadline. When the last person signs, everyone gets the sealed PDF with a certificate of completion showing who signed, when and from which IP address.
Keep card numbers out of signing forms
SignMaster doesn't take payments, and a PDF form isn't a safe place to keep full card numbers. Collect card details in your booking or payment tool, and use SignMaster for the agreement that authorizes the charge.
Groups, weddings and incentive trips
A group contract sets the deposit schedule, the date names are due and what happens to unsold space. The organizer signs it, and then every traveler in the group needs their own acknowledgment of the terms and the insurance choice. Put the traveler list in a spreadsheet and bulk send the acknowledgment, one envelope per traveler, with the trip name and sailing date printed in a text box. The template's Responses tab then shows every traveler's answers, like dietary needs or insurance declined, in one table.
Host agencies and their advisors
When a host agency changes its commission split or its policies, every independent advisor signs the update. Put the split and the advisor's ID in text boxes, list your advisors in a CSV and send the new agreement to all of them in one batch. Solo sends up to 250 rows at once, Crew 500 and Company 1000, and each advisor sees only their own terms. Collect a W-9 in the same envelope for advisors you pay.
Some states register sellers of travel and require specific disclosures to clients. Put the wording your state requires into your client agreement template once, and every client gets it.
Pricing for agencies
A solo advisor can use Solo at $15 a month with unlimited envelopes. An agency with several advisors fits Crew at $49 a month for 5 people, with shared templates, roles and webhooks. Host agencies with more people can use Company at $99 for 15. New workspaces get 14 days of Crew free. See every plan.
What SignMaster doesn't do
- It doesn't book travel, connect to a GDS or track supplier commissions.
- It doesn't take payments or store card details.
- It emails signing links, and you can copy any link to text it to a traveler yourself.
Questions? Answers.
Can each traveler sign the insurance waiver separately?
Yes. Add each adult traveler as a signer on the same envelope, or bulk send a separate acknowledgment to each one. Every signature is recorded on the certificate of completion.
Can I attach the supplier's terms to my own agreement?
Yes. Add both PDFs to one envelope. The traveler reads and signs both in one sitting, and the signed copy keeps them together.
Does a client need an account to sign?
No. They open the link from the email on any phone or computer and sign. Nothing to install.
Can clients sign in Spanish?
The signing page, emails and consent come in 6 languages, Spanish included, and the signer can switch at any time. Translate your agreement itself where you need to.