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Travel Disclaimer and Insurance Waiver Form Template

Protect Your Clients with a Comprehensive Travel Waiver

Traveling can bring unexpected challenges, and you want your clients to feel secure during their adventures. This travel waiver form is designed for travel agencies and tour operators to communicate vital safety information and manage liability effectively. With this template, you can clearly outline terms, conditions, and cancellation policies, provide essential emergency contact details, and ensure compliance with legal requirements. Plus, it features WCAG-aligned labels for accessibility, making it easier for all clients to understand. Start using this live template and enhance your client communication today.

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Full name
Date of birth
Email address
Mobile phone number
Trip name or destination
Departure date
Return date
Emergency contact full name
Emergency contact phone number
Medical conditions, allergies, or other considerations we should be aware of
Accessibility or accommodation needs
Permission to seek emergency medical treatment if necessary
Yes
No
Insurance provider name
Insurance policy number
Do you have travel insurance covering medical emergencies and trip risks for this travel
Yes
No
I understand that travel involves inherent risks including injury, illness, and property loss
Strongly disagree
Disagree
Neither
Agree
Strongly agree
I release the organizer and its partners from liability to the extent permitted by law
Strongly disagree
Disagree
Neither
Agree
Strongly agree
I will comply with applicable laws, regulations, and safety instructions during the trip
Strongly disagree
Disagree
Neither
Agree
Strongly agree
Are you 18 years of age or older
Yes
No
Signature date
Participant signature
I have read and agree to the Travel Disclaimer and Insurance Waiver terms
Yes
No
Parent or guardian full name
Parent or guardian signature
Parent or guardian signature date
Parent or guardian consents to the terms on behalf of the minor
Yes
No
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Paper art illustration depicting a travel disclaimer and insurance waiver form template for FormCreatorAI article

When to use this form

Use this form before group trips, guided tours, study abroad programs, and adventure excursions. It helps you disclose risks, confirm each traveler has insurance, collect emergency contacts, and get consent for medical treatment and liability terms. Examples: a tour company running a multi-day trek with an optional trail ride, a school organizing a cultural exchange, or a club leading a day paddle. If your itinerary includes paddling or rentals, align terms with the Canoe rental waiver form. For equestrian add-ons, mirror language from the Horseback riding waiver form. The result: clearer expectations, fewer disputes, and faster decisions when plans change or incidents occur.

Must Ask Travel Disclaimer and Insurance Waiver Questions

  1. What is your full legal name, date of birth, and passport number (for international travel)?

    You need verified identity to match bookings, tickets, and any insurance claims. It also prevents mix-ups if multiple travelers share similar names.

  2. Do you have active travel insurance, and what are your insurer's details and policy number?

    This confirms coverage for medical care, evacuation, cancellations, and baggage. If an incident occurs, you can contact the insurer immediately and follow their process.

  3. Do you have any medical conditions, allergies, or medications we should know about?

    Knowing this helps you screen suitability, plan accommodations, and brief guides. In an emergency, staff can share key information with responders to speed care.

  4. Do you acknowledge and accept the specific risks of this trip and its activities?

    This documents informed consent and your assumption of risk, similar to the language used in the Personal injury waiver form. It reduces disputes by showing you agreed to hazards tied to transport, terrain, and local conditions.

  5. Who should we contact in an emergency, and may we share your information with medical providers if needed?

    Clear contacts and consent let teams act quickly when minutes matter. It also clarifies how you will handle data under privacy and duty-of-care standards.

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