Cancellation Policy & Terms
Comprehensive Cancellation Policy & Terms and Conditions
Our commitment is to facilitate memorable and seamless travel experiences. We recognize, however, that the unpredictable nature of life sometimes necessitates changes or cancellations to even the most carefully planned itineraries. This comprehensive Cancellation Policy & Terms and Conditions document is meticulously crafted to address such situations, aiming to provide a clear framework for our clients while simultaneously ensuring the sustainable operation of our services by managing potential losses due to unforeseen circumstances.
By initiating and confirming any booking with us, you explicitly acknowledge that you have read, understood, and agreed to adhere to the entirety of the following terms and conditions.
1. Notification of Cancellation
In the event that you need to cancel your confirmed travel arrangements for any reason whatsoever, it is mandatory that we receive formal notification of such cancellation in writing. This official intimation should be sent via email to sales@tourismhimachal.in or by a formal letter to our registered office address.
For clarity and accuracy, the effective date and time of your cancellation—which directly impacts the applicable cancellation charges—will be the precise date and time stamp at which we successfully receive your written notification. We strongly recommend sending your notification during business hours to ensure timely processing. You will receive a confirmation of receipt from our team.
2. Standard Cancellation Charges
The following cancellation charges will be applied, calculated as a percentage of your total tour package price. These charges are in addition to any “actual service costs” (defined below) that may have been incurred on your behalf and which are non-recoverable from our suppliers. These charges are levied based on the number of calendar days prior to your scheduled arrival date (the commencement date of your tour package or the check-in date for your hotel booking) that we receive your written cancellation notice:
15 days or more prior to scheduled arrival: 30% of the total tour package cost + any non-refundable actual service costs.
07 to 14 days prior to scheduled arrival: 50% of the total tour package cost + any non-refundable actual service costs.
72 hours to 06 days prior to scheduled arrival: 60% of the total tour package cost + any non-refundable actual service costs.
Less than 72 hours prior to scheduled arrival or in case of a ‘No Show’: No Refund will be issued. The entire package cost will be forfeited.
Definition of “Actual Service Cost”: This refers to specific non-refundable expenses already paid or committed by us to third-party suppliers on your behalf. These may include, but are not limited to, pre-booked flight tickets, train tickets, special event passes, specific hotel deposits, permit fees, or services that are subject to strict supplier cancellation policies. These costs are often non-recoverable regardless of the cancellation timeframe and will be clearly communicated or itemized during the booking process.
3. Special Terms and Conditions
3.1. Special Train Journeys & Peak Season Bookings
Please be advised that for bookings involving Special Train Journeys (e.g., luxury trains, chartered services which operate on unique terms) or during designated peak season periods (e.g., major national holidays, festivals, specific high-demand event dates, or periods with exceptionally high tourist traffic), a distinct and often more stringent cancellation policy may be in effect. Such specific terms will supersede our standard policy and will be explicitly advised to you at the time of your reservation or as soon as they become applicable and known to us, ensuring complete transparency regarding your booking.
3.2. Cancellation After Commencement of Trip
Should you decide to terminate your travel arrangements prematurely after the tour or service has officially commenced (i.e., after your scheduled arrival date or the start of the first booked service), any potential refund will be severely constrained and remain entirely at our sole discretion. The amount, if any, will be contingent solely upon the funds we are able to successfully recover from our third-party service providers (e.g., hotels, transportation companies, activity operators, etc.) after deducting our administrative charges.
It is critically important to note that for any unused portions of your package, including but not limited to hotel accommodation, pre-booked chartered transportation, missed meals, scheduled excursions, guide services, or any other included facilities, no refunds will be issued under any circumstances once the trip has commenced.
3.3. Extensions of Packages/Bookings
Extensions to any confirmed package or hotel booking may be possible upon request. Such extensions will be granted strictly on a pro-rata basis, calculated at the rates quoted and agreed upon at the original time of reservation, or at the prevailing rates should the original rates not be applicable or available. All extensions are subject to the immediate availability of the requested services (e.g., rooms, transport) at the specific time of inquiry and require prior written confirmation from our end.
3.4. Short Stays & Un-Availed Facilities
No refunds or adjustments will be provided for instances of a ‘short stay’ (i.e., checking out earlier than your originally booked departure date) or for any un-availed facilities, services, or inclusions that were part of your confirmed package (e.g., missed activities, meals not taken, portions of the tour or transfers not utilized).
3.5. Amendments or Modifications to Bookings
Any request to modify or amend an existing and confirmed booking (e.g., change of dates, alteration of accommodation category, changes to the itinerary, or adjustments to the number of travelers) will be subject to an amendment charge. This charge, which covers administrative costs and potential supplier penalties, will be calculated at 20% of the overall cost of the package originally booked. Please note that significant or multiple amendments may, at our discretion, be treated as a cancellation of the original booking and a subsequent re-booking, in which case the standard cancellation policy (Section 2) will apply to the original booking.
4. Rights and Responsibilities of The Tour Operator
4.1. Right to Alter or Withdraw Services
The Tour Operator explicitly reserves the right, at its sole discretion, to modify, alter, substitute, or completely withdraw any part of, or all facilities and services provided under a confirmed package, even without prior notice. This right is typically exercised only under exceptional circumstances, such as unforeseen operational exigencies, safety concerns, unavailability of contracted suppliers, or events beyond our control. While we will endeavor to inform you of such changes as soon as reasonably possible and offer suitable alternatives of comparable value where available, this clause acknowledges our operational flexibility necessary to ensure the smooth and safe running of tours.
4.2. Disclaimer of Responsibility (Force Majeure & Beyond Control)
The Tour Operator shall not be held responsible or liable for any losses, expenses, damages, or inconvenience caused by circumstances entirely beyond our direct control. These include, but are not limited to, the following:
Adverse Weather Conditions & Natural Disasters: Any disruptions, delays, or cancellations arising from landslides, heavy rainfall, storms, earthquakes, floods, wildfires, or any other acts of God or natural calamities.
Travel Delays & Disruptions: Any delays, cancellations, or changes in schedule pertaining to flights, trains, buses, ferries, or other forms of transportation, regardless of the reason (e.g., technical issues, strikes, air traffic control restrictions, governmental orders, or third-party operational failures).
Unforeseen Events: Any accidents, mishaps, breakdowns of transport vehicles, loss of personal belongings, injury, illness, hospitalization, death, or any other personal or financial loss directly or indirectly resulting from events such as epidemics, pandemics (e.g., COVID-19), civil unrest, war, acts of terrorism, political instability, governmental restrictions, or any other events that are unforeseen and beyond the reasonable control of our management and our suppliers.
Permits & Documentation: It is the sole responsibility of the traveler to ensure they possess all necessary travel documents, including valid identification, visas, and any specific permits or inner-line permits required for entry into restricted regions, as mandated by local or national authorities. The Tour Operator will not be held liable for any issues, delays, or denied entries arising from the lack of or invalidity of such documentation.
While we are not liable for the aforementioned events, we will always strive to offer reasonable assistance in such situations. However, any additional costs incurred due to these circumstances (e.g., additional accommodation, transportation, medical expenses) will be solely borne by the client.
5. Acceptance of Policy
It is expressly understood that by confirming a booking for any tour package or service offered by us, the client strictly binds themselves to all conditions outlined within this comprehensive Cancellation Policy & Terms and Conditions. This policy constitutes an integral and non-negotiable part of the agreement between the client and the Tour Operator.
For your convenience, this policy is also readily available for review at: https://tourismhimachal.in/cancellation-policy-terms/
6. Governing Law and Jurisdiction
Any and all disputes, controversies, or claims arising out of, or in connection with, this Cancellation Policy, your booking, or any services provided by the Tour Operator, shall be exclusively subject to the jurisdiction of the competent Courts, Tribunals and Forums located in Delhi, India, only.