1. travel

Date: …………………………………….
Your address
Dear Sir/Madam,
RE: CONTRACT AGREEMENT BETWEEN “KARIBU TRAVELS AND TOURS LTD”
AND “………………………………………………………………………………………..”EFFECTIVE FROM ………………………………………….
We hereby present you with the Contract Agreement which will be valid for a period of 1 year and subject to
renewal:
(1)
DESCRIPTION OF SERVICES OFFERED
“Karibu Travels and Tours Limited” as a travel agency shall provide
“……………………………………………………………………” with prompt and quality travel
solutions as per its requirements, i.e Ticketing, Hotel Reservations, Tour packaging, Visa
processing, Passport Renewal, Car Hire, Transport, Airport Transfers and Team building Trips.
(2)
TERMS ON ISSUANCE OF TRAVEL DOCUMENT/S:
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Upon inquiry of any travel need, Karibu shall proceed and make a provisional booking and
subsequently give a quote for the same. After receiving the quote you will be expected to verify all
the details and if satisfied, raise an L.P.O for the said booking reflecting the quoted amount.
After receiving the L.P.O Karibu travels shall advise on the urgency of the ticket to be issued, if
necessary the ticket will be issued immediately and the e-ticket forwarded by mail.
You will be required to advice on the currency you want the ticket to be issued in. The L.P.O
should be raised in the same currency. Monthly conversion rates shall be informed to you and if
there is any amendment in the conversion rates we shall inform to you accordingly.
In case of any cancellation after issuance of the ticket, you will be required to communicate on the
same day if issuance i.e before 2100hrs of the same day of issuance otherwise the cancellation
charges of the said fare rule shall apply.
After issuing a ticket an invoice shall be raised immediately and scanned and sent or delivered to
your offices, a detailed Statement shall be provided to you for reconciliation purpose at the end of
each subsequent month in order to facilitate payment.
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(3)ACCOUNT STATEMENT & INVOICES
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Statement of accounts shall be provided upon request otherwise we will
provide one at the end of each subsequent month.
Invoices shall be raised immediately after issuing any ticket after which it
will be sent to you for verification and retention as you await the main
statement.
In case you notice any errors on the invoice or statements please notify us
immediately so they can be rectified in good time.
Invoices shall be raised in the same currency as the L.P.O in case of any
conversion the I.A.T.A conversion rate shall be used.
(4)SERVICE CHARGE STRUCTURE
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For regional and international ticket, karibu shall extend a flat rate service
charge of Usd 20 and an additional Usd 3 for IPP (insurance).
For domestic tickets we shall extend a service charge of Ksh 2,000 and
additional Ksh 250 for IPP (insurance)
(5)CANCELLATION OR DATE CHANGE OF TRAVEL DOCUMENT:
 In the event of cancellation or date change of any ticket after the date of
issuance, the cancelation charges, penalties and refund policy of the fare used
shall apply plus an additional Usd 30 for international and regional tickets and
ksh 750 for domestic tickets.
 We shall provide the rules accompanying the fare used upon request; therefore
it will be your responsibility to inquire about the cancellation policy and
penalties.
NB:
Please note refund do not come immediately and further more it is not
given back in cash, therefore we shall also not refund cash instead we shall
issue a credit memo that shall offset any pending bills. The credit memo
shall be sent to you and will also reflect in the statements.
(6)TERMS OF PAYMENT:
All ticket issued within a particular month shall have their invoice raised and
sent to you within on the 10th of the month.. A statement reflecting all the
transactions carried out will be provided on the first day of the following
month.
After receiving the statement you will be expected to reconcile with the
invoices sent earlier and incase of any issues, they should be raised in good
time to enable you process our payment.
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Upon satisfaction that the statements reflect the true transactions for the period
reflected in the statement, we shall expect payment not later than the 30th day
of the month..
If any of the said dates falls on the weekend or public holiday, the payment
should be made the day before.
NB:
Please note that the institution handling the Billing and Settlement Plan (BSP) for
airlines is very strict and does not entertain any late payment for whatever reason.
(7) OTHER INFORMATION:
a. All special service requests should be provided at the time of booking
and in writing.
b. It is your responsibility to make sure that the documents of the
passenger are in order before making any travel inquiry. You can
contact us in case you require assistance in verifying the document
c. The names of the passenger should be as they appear on the passport.
d. We can provide other travel documents like Dubai visa, and passport
renewal but at an additional charge above the payable fee for
processing the said documents.
e. We encourage that communication is done via both mail and phone to
avoid any misunderstanding.
f. Communication should be done during the official working hours but
in the event of emergencies you can contact us until a time that is
considered reasonable enough.
g. You are encouraged to plan your trips earlier in order to get the best
available fare.
h. Fare quote will be done according to seats available at the time of
booking, in the event of a lower fare you shall be advised accordingly
i. In the event that you delay in making a decision and the quoted fare is
no longer available, we shall give a new quote according to whatever is
available on the system
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For general inquiries, quotations and travel advice please contact the following
persons
NAIROBI OFFICE:
Ticketing:
Ganesh Gajare (0786911778)
Naomi Kanyoro (0722987729)
Elizabeth Njagi (0721956990)
Email: [email protected]
Tours
Dennis Mungai (0727201254)
Sylvia Mulwa (0724373789)
Email: [email protected]
Accounts:
Darshit Dave (0733319343)
Dimple Pandya (0737888861)
Email: [email protected]
ABUJA OFFICE:
Ticketing
Prashanth Raj (+2347016833368)
Email: [email protected]
Accounts
Jithin Gopi (+2348113685917)
Email: [email protected]
[email protected]
KAMPALA OFFICE:
Ticketing
Ganesh Gajare(256717123998)
Email: [email protected]
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The above named persons are preferred in handling your inquiries according to
subject matter but in case you can’t find them, you can contact anyone for assistance
irrespective of the subject matter.
Please forward the names and their specimen signatures of the persons who are
authorized to issue the L.P.O. /s from your company.
Please note that we reserve the right to terminate the Contract Agreement without any
prior notification if the above terms are not followed as stipulated.
We believe that this contract agreement will work to the benefit of both parties and
that both parties bare the responsibilities of fulfilling their end of the bargain
This agreement should be read and understood before signing, after which it should
bare the official rubber stamp, full names and designation of the person signing in.
For Karibu Travels & Tours Ltd For …………………………………………….
Name………………………………..
Name……………………………….
Designation………………………..
Designation……………………….
Date & Signature…………… Date & Signature…………………….
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