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Finance Jet Card Agreement

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Finance Jet Card Agreement

Parties

This Jet Card Agreement (the Agreement) is entered into between the following parties on the Effective Date set forth below.

Recitals and Effective Date

WHEREAS, Provider operates aircraft and offers prepaid aviation credit in the form of jet cards that entitle Cardholder to access flight hours subject to the terms set forth below; and WHEREAS, Cardholder desires to purchase jet card hours from Provider on the terms and conditions contained herein.

Effective Date:

Definitions

For purposes of this Agreement: "Available Hours" means prepaid flight hours credited to Cardholder's account; "Dispatch" means Provider's coordination and assignment of aircraft and crew for a requested flight; "Block Time" means time from takeoff to landing used for hour consumption; "Blackout Dates" means dates when Provider's assets are not available for Cardholder.

Jet Card Purchase

Card purchase and fee schedule are set forth below. Cardholder acknowledges the purchase is a prepayment for aviation services and that hours are non-refundable except as expressly provided in this Agreement.

Card ID Hours Purchased Hourly Rate (USD) Purchase Amount (USD)

Billing, Payment and Refunds

Payment is due in full upon execution of this Agreement unless otherwise stated in a Provider-issued invoice. Provider will invoice for any additional charges incurred under Section "Additional Charges". Refunds of unused hours are available only as set forth in this Agreement and are subject to administrative fees.

Credit Card    ACH / Bank Transfer    Wire Transfer

Scheduling, Dispatch and Use of Hours

Cardholder shall request flights in accordance with Provider's scheduling policies. Provider will use commercially reasonable efforts to confirm requested flights but does not guarantee aircraft availability. Block Time consumed will be deducted from Available Hours.

Scheduling Notice (minimum hours prior to departure):    Preferred Dispatch Contact:

Blackouts, Cancellations and Rescheduling

Provider may impose Blackout Dates for operational or regulatory reasons. Cardholder may cancel or reschedule flights subject to the following fees and notice requirements. If Cardholder cancels within the Provider's short-notice window, Provider may charge a cancellation fee as set forth below.

Additional Charges

The following additional charges may be assessed and invoiced separately: repositioning or ferry flights, landing fees, handling fees, de-icing, overnight crew expenses, fuel surcharge adjustments, government taxes and fees. Provider will invoice Cardholder for such charges and Cardholder shall pay such invoices according to Invoice Terms.

Taxes

All fees and charges are exclusive of applicable sales, use, value-added, excise or other taxes imposed by any governmental authority. Cardholder is responsible for such taxes, except for taxes based on Provider's net income.

Default, Termination and Remedies

A Party shall be in default if it materially breaches this Agreement and fails to cure within 10 days after written notice. In the event of Cardholder default, Provider may suspend services, retain prepaid hours as liquidated damages to the extent permitted by law, and pursue all other remedies. Termination shall not relieve Cardholder of payment obligations accrued prior to termination.

Indemnification and Insurance

Cardholder shall indemnify, defend and hold harmless Provider, its affiliates, officers, directors, agents and employees from and against any claims, liabilities, damages, losses and expenses (including reasonable attorneys' fees) arising out of Cardholder's negligence, willful misconduct, or breach of this Agreement. Provider shall maintain insurance customary in the industry for aircraft operations.

Limitation of Liability

Except for willful misconduct or gross negligence, neither party shall be liable for consequential, incidental, punitive or special damages, and Provider's aggregate liability for any claim arising under or relating to this Agreement shall not exceed the total amount paid by Cardholder to Provider during the six months preceding the claim.

Term, Renewal and Expiration

This Agreement shall commence on the Effective Date and continue for an initial term of months unless earlier terminated in accordance with this Agreement. Renewal and extension provisions, if any, shall be in writing and agreed by the parties.

Confidentiality

Each party shall maintain the confidentiality of Proprietary Information of the other party and shall not disclose such information except as required by law or as necessary to perform under this Agreement. Confidentiality obligations shall survive termination for a period of three years.

Assignment and Amendment

Cardholder may not assign this Agreement or any rights hereunder without Provider's prior written consent. Provider may assign this Agreement to an affiliate or in connection with a sale of substantially all of its assets. No amendment shall be effective unless in writing and signed by both parties.

Notices

Notices shall be deemed given when delivered in accordance with the contact information above, or at such other addresses as a party may specify by notice in accordance with this section.

Governing Law and Dispute Resolution

This Agreement shall be governed by and construed in accordance with the laws of the state of without regard to conflict of laws principles. Any dispute arising out of or relating to this Agreement shall be resolved by arbitration or litigation as elected in writing by Provider, subject to the parties' agreement on venue.

Representations and Warranties

Each party represents that it has the full corporate or individual authority to enter into this Agreement and that performance will not violate any other agreement or applicable law. Provider represents that it will operate flights in compliance with applicable aviation laws and regulations.

Miscellaneous

If any provision of this Agreement is held invalid or unenforceable, the remainder of the Agreement will remain in full force and effect. Headings are for convenience only and do not affect interpretation.

Provider Name:

By:

Date:

Cardholder Name:

By:

Date:

Enter text

What a Finance Jet Card Agreement Is and When It Applies

A Finance Jet Card Agreement is a prepaid service contract between an aircraft operator (or broker) and a cardholder who purchases flight value, flight hours, or access credits in advance. The agreement defines the services purchased, payment and refund terms, scheduling and blackout policies, cancellation and rebooking rules, insurance and liability allocation, and dispute resolution. It may also state escrow, tax treatment, and conditions under which credits expire or convert. This document creates binding obligations that affect refunds, tax reporting, and operational acceptance.

Why a Clear Jet Card Agreement Matters

A well-drafted Finance Jet Card Agreement reduces operational disputes, clarifies refund and cancellation mechanics, protects both parties from unexpected liabilities, and supports consistent booking and accounting. Clear terms help regulators and auditors evaluate tax and consumer-protection compliance while improving customer expectations and service delivery.

Why a Clear Jet Card Agreement Matters

Who Typically Prepares or Signs This Agreement

Signers should understand payment schedules, refund windows, and any governing-law or arbitration clauses before execution.

  • Private individuals purchasing prepaid flight credits for personal or corporate travel, with corporate billing details when applicable.
  • Operators and charter brokers who provide aircraft, schedule flights, and manage credits, cancellations, and operational approvals.
  • Corporate travel managers and finance teams handling payment, accounting recognition, tax reporting, and reconciliation.

Step-by-step: Completing the Agreement

Follow these steps to prepare, review, and execute the Finance Jet Card Agreement in order.

  • 01
    Collect IDs: Obtain legal names and ID for identity and KYC checks.
  • 02
    Set Terms: Define card value, expiration, blackout rules, and usage conditions.
  • 03
    Agree Payment: Confirm payment schedule, invoicing party, and refund policy.
  • 04
    Sign and Record: Execute signatures, retain final copy, and log on accounting systems.

Typical Processing Flow for a Jet Card Agreement

A standard workflow moves from offer through acceptance to execution and operational activation.

  • Offer Issued: Operator provides terms, pricing, and availability to prospective cardholder.
  • Negotiation: Parties adjust hours, blackout dates, or payment mechanics if needed.
  • Execution: Both parties sign; payment clears and credits are issued or scheduled.
  • Activation: Credits show in account; bookings processed under agreed terms.

How to Configure an Online Completion Workflow

Set up a digital workflow that captures signer identity, payment authorization, and an audit trail for compliance and recordkeeping.

Field Configuration
Signer Authentication Email + SMS code or ID verification for higher assurance
Payment Capture Embed card-on-file or invoice-to-pay gateway
Conditional Fields Show refund terms only when prepaid amount exceeds threshold
Audit Trail Retain timestamp, IP, and action history for each signer

Digital Signing and Technical Requirements

Retain signed copies in secure cloud storage and ensure role-based access and retention policies are enforced.

  • Supported Formats: PDF, Word DOCX, and HTML accepted
  • Integrations: Connectors for Salesforce, NetSuite, Microsoft 365, Google Workspace
  • Authentication: Email, SMS, KBA, or advanced signer authentication

Essential Clauses to Include in the Agreement

These six areas form the core of a Finance Jet Card Agreement and reduce ambiguity that can lead to disputes or regulatory exposures.

Parties

Identify the cardholder and operator by legal name, address, and billing entity; include contact and emergency details and any designated agents.

Services Sold

Define exactly what the card purchases — flight hours, flight credits, membership benefits, repositioning fees, and booking priority rules.

Payment & Refunds

State amounts, timing, invoicing, refundable vs non-refundable credits, prorated refunds, and how taxes or surcharges are handled.

Scheduling Rules

Spell out blackout dates, minimum notice for bookings, cancellation fees, no-show consequences, and repositioning charges.

Liability & Insurance

Allocate responsibility for operational risk, define insurance requirements, and state any indemnities for third-party claims or passenger injuries.

Termination & Disputes

Include termination rights, refund mechanics on termination, governing law, and whether arbitration or court litigation applies.

Required Data Elements and Documents

Cardholder ID: Government ID copy
Billing Details: Credit card or ACH info
Tax ID: SSN or EIN when required
Contact Info: Email and phone
Proof of Authorization: POA or corporate resolution
Insurance Info: Operator policy numbers

Typical Timing and Notice Requirements

Common deadlines and response windows that appear in jet card agreements and affect refunds, scheduling, and renewals.

Effective Date:

Date of final signature that starts credit validity.

Payment Due:

Deposit or full payment required per invoice terms, often immediate or within 7–30 days.

Cancellation Notice:

Standard commercial notice is 24–72 hours for routine bookings, longer for peak times.

Refund Processing:

Operators commonly process refunds within 30 days after termination or approved cancellation.

Renewal Window:

Auto-renewal or renewal offers often issued 30 days before expiration.

Common Errors to Avoid When Preparing the Agreement

  • Failing to define what counts as a billable hour or repositioning time, which creates disputes over credit depletion and invoicing.
  • Leaving refund mechanics vague so that partial refunds, prorations for unused hours, or expiration rules are contested after termination.
  • Using inconsistent party names or billing entities, causing payment processing delays and difficulties reconciling invoices to contracts.
  • Omitting operational constraints such as weather or FAA regulatory holds, which can expose operators to liability or unexpected chargebacks.

Penalties and Legal Risks of an Incorrect Agreement

Breach Claims: Contract damages or specific performance
Refund Liability: Consumer-protection fines possible
Tax Exposure: Misstated payments affect reporting
Regulatory Fines: State consumer statutes may apply
Operational Denial: Aircraft access can be refused
Reputational Harm: Negative reviews and lost clients

Practical Tips for Accurate and Efficient Completion

Use these best practices to reduce errors, improve compliance, and accelerate onboarding of cardholders.

Standardize Templates
Maintain a single master template with approved clauses for billing, refunds, cancellations, and governing law. Version control reduces legal review time, minimizes inconsistent language between agreements, and ensures accounting recognizes prepaid revenue consistently across locations.
Require Identity Verification
Implement identity checks (ID scans, KYC for corporate accounts) during onboarding. Verifying the cardholder and billing entity upfront prevents chargebacks, tax mismatches, and operational denials when scheduling flights that require confirmed passenger manifests.
Capture Payment Authorization
Store payment authorization and consent language in the agreement. Clear payment authorization avoids disputes about recurring charges, auto-renewals, or supplemental fees and provides an audit trail for accounting and collections.
Document Operational Exceptions
Record weather, FAA restrictions, and maintenance exceptions in the agreement. Explicit exception language reduces disputes, clarifies repositioning charges, and provides objective standards for refunds and rescheduling.

Real-world Scenarios Where a Jet Card Agreement Helped

Two anonymized examples show practical outcomes when agreements were clear and when they were not.

Case Study 1

A corporate cardholder bought prepaid hours and required quick repositioning for executive travel.

  • The operator enforced blackout limits but credited unavoidable delays.
  • Clear refund and repositioning clauses allowed a streamlined settlement, avoided litigation, and preserved the commercial relationship by applying prepaid credits per the contract terms.

Case Study 2

An individual purchaser disputed a cancellation fee after weather-related cancellation.

  • The contract’s force majeure and refund mechanics were reviewed.
  • Because the agreement specified weather exceptions and prorated refunds, the parties resolved the dispute quickly, the operator adjusted credits correctly, and both sides avoided prolonged collection or regulatory complaints.

Frequently Asked Questions About Finance Jet Card Agreements

Answers to common questions about execution, validity, and typical operational scenarios for jet card contracts.


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