What is the adventure tour health declaration form template?
Trip leaders on treks, safaris and river trips make safety calls every day, and those calls are better when they already know who has asthma, who's on blood thinners and who can't swim. This health declaration collects that information from each participant before departure, in a form they can complete on their phone.
The first page covers the participant, the trip and an emergency contact. The second asks "Do you have any medical condition, injury or disability we should know about?". A yes opens a list of common conditions, a box to explain how it affects them and a place to upload a doctor's note. Medication, allergies, fitness level, swimming ability, altitude experience and travel insurance details follow.
Each participant signs a declaration, and the result is saved as a PDF in FileIt that the operator can share with the leader. The form doesn't decide who can take part. It gives the people running the trip the information to have that conversation early.
- Best for
- Adventure tour operators, trekking companies, safari outfitters, rafting centres and school or club trip leaders
- Filled in by
- Each participant (a parent for anyone under 18)
- Time to complete
- 5 to 10 minutes
- Includes
- Condition details with a doctor's note upload, medication, fitness and swimming questions, insurance details and a signature
Who uses a adventure tour health declaration form?
- A trekking company collecting declarations before a high-altitude trip
- A rafting centre checking swimming ability and conditions before a day on the river
- A safari operator holding medical and insurance details for each guest
- A university club planning a hiking expedition
- A trip leader reviewing the group's answers the night before departure
- Keeping a signed record of what each participant declared
Questions on this adventure tour health declaration form
30 questions over 2 pages · includes signature, file upload, conditional questions, multiple pages, consent checkbox.
1 You and your trip
- Participant name*
- Date of birth*
- Email*
- Mobile*
- Nationality
- Trip name or booking reference*
- Trip start date*
- Main activity* Trekking or hiking · High-altitude trek · Safari · White-water rafting · Kayaking or canoeing · Cycling or mountain biking · Climbing · Other
- Emergency contact name*
- Emergency contact phone*
- Relationship
2 Health and fitness
- Do you have any medical condition, injury or disability we should know about?*
- Which of these apply?* asked only when it applies Heart condition · High blood pressure · Asthma or breathing problems · Diabetes · Epilepsy or seizures · Back, joint or knee problems · Recent surgery or injury · Pregnancy · Severe allergy · Anxiety or panic attacks
- Tell us more* asked only when it applies
- Doctor's note (if you have one) asked only when it applies
- Are you taking any medication?*
- Medication and dose* asked only when it applies
- Allergies (food, medicine, insect stings)
- How would you describe your fitness?* I rarely exercise · I walk or exercise a few times a week · I exercise most days · I train for endurance events
- Longest walk, ride or paddle you've done recently
- Can you swim?* Yes, confidently · A little · No
- Have you been above 3,000 m (about 10,000 ft) before? Yes, without problems · Yes, and felt unwell · No · Not relevant to this trip
- Dietary needs
- Do you have travel insurance that covers this activity?*
- Insurance company* asked only when it applies
- Policy number* asked only when it applies
- 24-hour assistance number asked only when it applies
- Declaration*
- Signature*
- Date*
The adventure tour health declaration form, page by page
1 You and your trip
The participant gives their name, date of birth, email, mobile and nationality, then the trip name or booking reference, the trip start date and the main activity: trekking, high-altitude trekking, safari, white-water rafting, kayaking, cycling, climbing or something else. An emergency contact name, phone and relationship complete the page.
2 Health and fitness
"Do you have any medical condition, injury or disability we should know about?" comes first. A yes opens "Which of these apply?" (heart condition, high blood pressure, asthma, diabetes, epilepsy, back or joint problems, recent surgery, pregnancy, severe allergy, anxiety and others), a required "Tell us more" box and an optional doctor's note upload.
Next come medication and dose, allergies, "How would you describe your fitness?" on four levels, the longest walk, ride or paddle they've done recently, "Can you swim?" and whether they've been above 3,000 m before. Dietary needs and travel insurance follow, with the insurer, policy number and 24-hour assistance number for anyone who's covered. The participant agrees to the declaration, signs and dates it.
Make the template yours
- Change the activity list to the trips you run
- Remove the altitude or swimming questions for trips where they don't apply
- Make the doctor's note required for certain trips if your policy asks for one
- Edit the declaration wording to match your booking terms
- Send notifications to the trip leader as well as the office
- File declarations into a vault folder per departure date
Tips for a better adventure tour health declaration form
- Send the form a few weeks before departure, so there's time to talk to anyone who declares a condition
- Share the PDFs with the trip leader before the trip, not at the trailhead
- Treat the answers as confidential and share them only with people who need them
- Follow up on any no to travel insurance before the trip, not after
- Ask participants to fill it in again if their health changes
Every response becomes a PDF in your vault
Each declaration is saved as a signed PDF in your FileIt vault, and the office can be emailed for each new one. The participant gets a copy too.
Before departure, open the Responses table to see the whole group at a glance, read anyone's declaration in full and export a summary for the trip leader.
- Start from this template. It opens in the FileIt Forms designer — change any question, add pages, set the rules for when questions appear.
- Share it. Turn on a public link, or send it to people by email, each with their own link. They don’t need a FileIt account.
- Get the answers as PDFs. Each response is saved as a PDF in the vault folder you choose, with uploaded files attached — and listed in a Responses table you can export to CSV.
Adventure tour health declaration form: frequently asked questions
Is this health declaration form free?
Yes. It's one of the ready-made templates in the Forms app on every FileIt account, including the free plan.
Does the form decide whether someone is fit to take part?
No. It collects what the participant tells you. Decisions about participation are for the operator and, where needed, a doctor.
When does the doctor's note upload appear?
When a participant answers yes to having a medical condition, injury or disability.
Can parents fill it in for children?
Yes. A parent or guardian can complete and sign it on the child's behalf. You can add a field for the parent's name in the designer.
Who can see the answers?
The form owner, plus anyone you choose to share the PDF or vault folder with.
Can participants sign on a phone?
Yes. The signature box works with a finger on a touchscreen.