In short
The key points – the full text below is what counts.
- Cancel in writing (email or WhatsApp) – the day we receive it decides the charge.
- The earlier you cancel, the less you pay: 10% up to 30 days before departure, rising to 100% in the last 3 days.
- Flights, trains, helicopter seats and permits follow their own (often non-refundable) rules.
- Postponing is usually cheaper than cancelling – talk to us first.
- Refunds reach your original payment method within 7 – 10 working days.
How to cancel
Please send your cancellation in writing to info@nepaltripholidays.com or on WhatsApp +91 63071 02408, with your booking reference and the names of the travellers who cancel. Phone calls alone are not enough.
The charges below are counted from the date and time we receive your written cancellation (Indian Standard Time, office hours: Mon – Sat: 9:00 AM – 7:00 PM).
Cancellation charges
The charge is a percentage of the total tour cost:
| When you cancel | Cancellation charge |
|---|---|
| 30 days or more before departure | 10% of the tour cost |
| 29 – 15 days before departure | 25% of the tour cost |
| 14 – 7 days before departure | 50% of the tour cost |
| 6 – 3 days before departure | 75% of the tour cost |
| Less than 3 days before departure, or no-show | 100% of the tour cost |
Non-refundable services (next section) are charged in full on top of these percentages. During peak periods (Diwali, Dussehra, Christmas – New Year, summer holidays, Char Dham / Muktinath season) hotels may apply stricter rules, which we tell you before you book.
Non-refundable services
The following are refunded only as far as the supplier refunds us, minus their charges:
- flight, train and bus tickets;
- helicopter and mountain-flight seats;
- trekking, national-park and restricted-area permits, Bhutan permits and the Sustainable Development Fee;
- hotels booked on non-refundable or peak-season rates;
- visa and document fees, bank and payment-gateway charges.
Postponing or changing your trip
- Moving your trip to new dates 30 days or more before departure is free once, if we can rebook the services – you only pay any price difference and supplier charges.
- Later changes are treated as a cancellation and a new booking, unless the suppliers agree to move the booking.
- Your advance can be kept as a credit for a new trip within 12 months, less any non-refundable costs already paid.
Changing travellers
You can replace a traveller with someone else until 7 days before departure, if the hotels, airlines and permit authorities allow it. Any charge they make for the change is paid by you.
If we cancel your trip
If we have to cancel your trip for reasons within our control, you choose between:
- a full refund of everything you paid us, or
- an alternative trip of equal or higher value at no extra cost.
If a group departure does not reach the minimum number of travellers, we inform you at least 15 days before departure and offer the same choice.
Weather, natural events and force majeure
Heavy rain, snow, landslides, earthquakes, floods, flight cancellations, strikes (bandh), epidemics or government orders are outside our control. When they stop a trip or part of it:
- we refund what the hotels and other suppliers refund to us for the unused services, minus their charges;
- extra costs for alternative routes, extra nights or transport are paid by the traveller;
- we help you rebook your dates wherever possible, often at a lower cost than a cancellation.
Unused services and leaving early
No refund is given for services not used during the trip – for example meals, sightseeing, hotel nights or transfers missed because of a late arrival, early departure or personal choice.
How refunds are paid
- We confirm your cancellation in writing and show how the refund is calculated.
- We claim the refundable amounts from the hotels and other suppliers.
- The refund is paid to the account or method you paid from, within 7 – 10 working days after the calculation (supplier refunds can take longer, and are paid as soon as we receive them).
Bank and payment-gateway charges are not refundable.
Travel insurance
Travel insurance with trip-cancellation cover can pay back cancellation charges if you have to cancel because of illness or other covered reasons. We recommend buying it as soon as you book.
Questions?
Before you cancel, talk to us – there is often a cheaper solution. Call +91 63071 02408, write to info@nepaltripholidays.com or message us on WhatsApp +91 63071 02408. The full booking rules are in our Terms & Conditions.