Print, sign, scan, send, forget
Before you book, you want the client to confirm what they are booking and accept your terms and the supplier's booking conditions. Many agents use a booking form for this: lead passenger details, the trip, the price, the deposit, and a signature under the terms.
The form is a PDF. The client has to print it, sign it and scan it, which few people can do easily. So it comes back as a phone photo, weeks later, or not at all. When a client books by phone in a hurry, you take the deposit and promise to send the form, and it never gets returned. Months later, a disagreement about cancellation charges arises, and you cannot show the client accepted the terms.
Why booking forms are skipped
- Printing and scanning is a barrier for most clients.
- Clients booking in a hurry do not want paperwork before paying.
- Your terms and the supplier's terms are separate documents.
- There is no automatic chase for forms not returned.
- Returned forms are stored in email rather than on the booking.
What terms you need and what they should say is for you, your host and your adviser. The admin problem is getting acceptance recorded every single time.
What missing forms cost
Disputes about cancellation charges, amendment fees or payment deadlines are harder to resolve when you cannot show the terms were accepted. Details taken over the phone contain errors that a client-completed form would catch. And chasing forms takes time you would rather spend selling.
An online booking form built into the booking
- When a client accepts a quote, they receive a link to the booking form, pre-filled with the trip, price and deposit.
- They enter or confirm lead passenger details, check the trip summary and read your terms and the supplier's conditions, which are shown or linked in the version that applies.
- They tick to accept, and the form records the date, time, the versions of the terms shown, and the client's details.
- If deposits are taken online, the payment step follows immediately, within your payment arrangements.
- A PDF of the completed form is sent to the client and saved on the booking.
- Forms not completed within a period you set appear on a chase list, with a reminder to the client.
| Recorded on acceptance | Why |
|---|---|
| Date and time | Evidence of when terms were accepted |
| Terms versions shown | Which terms applied |
| Trip and price summary | What the client agreed to |
| Lead passenger details | Accurate data from the client |
| Client email and device details | Supporting record of who accepted |
Every booking with accepted terms on file
Clients complete the form on their phone in a couple of minutes. You no longer chase paper. Every booking has a dated acceptance record with the terms versions, stored where you can find it. When a question arises about cancellation terms, you open the booking and see exactly what was accepted and when.
For example, a client rings to book a package they were quoted yesterday. You confirm availability and send the booking form link while they are still on the phone. They complete it, accept the terms and pay the deposit. By the end of the call, the booking has accepted terms, a paid deposit and correct lead passenger details, and you book with the supplier.
When you update your terms, the new version is used from that date, and older bookings keep the version the client accepted.
Are booking forms slipping?
- Your booking form is a PDF to print, sign and scan.
- Some bookings have no returned form at all.
- Phone bookings skip the form.
- You cannot quickly show which terms a client accepted.
- Returned forms are stored in email.