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What should be filled out in the "Terms & Condition for Buyer" field in Setting > Notice and B2C - Included & Excluded section?

The Terms & Condition for Buyer field (located globally under Admin > Setting > Notice and within individual tour package B2C - Included & Excluded sections) is a legal and operational customer agreement framework used to define consumer-facing travel rules. It outlines standard retail payment schedules, deposit requirements, cancellation fee tiers, refund policies, booking conditions, and liability disclaimers specifically designed for direct retail B2C buyers and individual travelers.

What Can I Do?

You can establish and manage your customer-facing retail travel agreements using the following key functions:

• Establish B2C Deposit & Payment Schedules: Define mandatory initial deposit requirements and final balance payment deadlines for direct retail clients.

• Outline Consumer Cancellation & Refund Rules: Set structured cancellation fee tiers, cut-off deadlines, and refund eligibility conditions to manage customer cancellations fairly and transparently.

• Define Liability Disclaimers: Include standard force majeure disclosures, travel insurance recommendations, and operational liability limitations.

• Automate B2C Proposal & PDF Formatting: Auto-populate standard retail terms into newly created tour packages, B2C quotation proposals, customer-facing itineraries, and exported B2C PDFs, while maintaining full flexibility to customize terms for specific bookings.

Field Definitions & Operational Guidance

1. Terms & Condition for Buyer Definition

• Terms & Condition for Buyer: Enter default payment schedules, cancellation fees, refund rules, and travel policies for direct retail B2C buyers (e.g., "30% deposit required upon booking confirmation. Cancellations within 14 days of departure are non-refundable."). This section covers standard buyer-facing (B2C) legal terms, including deposit requirements, cancellation schedules, refund policies, and liability disclaimers.

2. System Application & Navigation Paths

• Global Default Path (Admin > Setting > Notice): Serves as the agency-wide master B2C consumer agreement template that automatically auto-loads into newly initialized tour packages and B2C proposals.

• Package Level Path (B2C > Included & Excluded Section): Auto-inherits the global B2C terms, allowing sales planners to adjust deposit percentages, cancellation windows, or special booking conditions for specific retail tour package quotes.

Example

When configuring B2C retail agreement defaults for a travel agency:

1. Navigate to Admin > Setting > Notice and locate the Terms & Condition for Buyer field.

2. Enter your standard retail terms:

   "1. A non-refundable 30% deposit is required upon booking confirmation; full balance must be settled 14 days prior to departure. 2. Cancellations made 15–30 days prior to departure incur a 50% cancellation fee; cancellations within 14 days are non-refundable. 3. Travelers are strongly advised to purchase comprehensive travel insurance."

3. Click Update to save the global default.

4. When creating a new tour package, the system automatically loads these terms under the B2C - Included & Excluded section and renders them on exported B2C Quotations and B2C PDFs.

Important Notes

• Maintaining distinct Terms & Condition for Buyer (for direct B2C consumers) and Terms & Condition for Client (for B2B travel agency partners) keeps confidential wholesale trade terms and net fare commission models separate from retail clients.

• Updating the Terms & Condition for Buyer field in Admin > Setting > Notice sets the default for future tour packages and B2C proposal exports without altering previously generated historical B2C quotations.

Different Angles: Same Stories, Same Content, New Perspective

• What default retail payment schedules, deposit rules, cancellation fee structures, refund policies, and liability disclaimers make up the Terms & Condition for Buyer field in UrbanSoft?