Cancellation Policy

Cancellation requests should be submitted through a confirmed agency contact channel and should identify the lead traveller, booking reference, and affected services. A request is considered received only when acknowledged by the agency in writing.

The effective cancellation date should be the date of written acknowledgement, subject to the final process approved by the owner.

[OWNER TO FINALIZE] Cancellation charges should be stated in each quotation and may increase as the travel date approaches. The agency must decide whether to use fixed slabs, actual supplier charges, a service fee, or a combination of these methods.

Hotels, transport operators, airlines, rail services, activity providers, guides, and permit authorities may apply their own cancellation, amendment, no-show, and refund rules. These supplier rules may be stricter than the agency’s general structure and should be disclosed in the quotation where known.

Non-refundable fares, peak-season stays, group bookings, event dates, permits, and special arrangements may become fully or partly non-refundable immediately after confirmation.

Date, traveller-name, route, hotel, or service changes are subject to availability and supplier approval. A change may be treated as a cancellation and new booking, and any fare difference, supplier charge, tax, or agency amendment fee may apply after owner approval.

[OWNER TO FINALIZE] Eligible refunds should be calculated after applicable supplier charges, confirmed services, taxes, transaction costs, and approved agency fees are known.

Refunds may depend on the agency first receiving money back from the relevant supplier. The owner must define a reasonable processing target, for example within [NUMBER] business days after receipt of all supplier refunds, and explain the original-payment-method process.

If the agency or a supplier cannot provide a confirmed service, the available response may include an alternative, rescheduling, credit, or refund for the affected component, depending on the circumstances and supplier terms. The final policy must distinguish agency-controlled cancellations from events outside reasonable control.

Weather, road conditions, natural events, health restrictions, government action, strikes, or other disruptions may prevent or materially change travel. The final policy must state how unavoidable supplier costs, alternative arrangements, credits, insurance claims, and additional traveller expenses are handled.