Cancellation & Refund Policy
Last Updated: November 15, 2025
Important: All cancellations must be notified in writing via email or WhatsApp. The cancellation date is the date we receive written notification, not the date you decide to cancel.
1. General Cancellation Policy
- Cancellations must be submitted in writing to: info.happytrailstravel@gmail.com
- Include booking reference number and reason for cancellation
- Cancellation is effective from the date we receive and acknowledge your request
- Cancellation charges are calculated based on the number of days before travel
- All cancellation charges are per person unless stated otherwise
2. Domestic Packages Cancellation Charges
| Days Before Travel |
Cancellation Charge |
| 45+ days |
10% of package cost |
| 30-44 days |
25% of package cost |
| 15-29 days |
50% of package cost |
| 7-14 days |
75% of package cost |
| Less than 7 days |
100% of package cost (No refund) |
3. International Packages Cancellation Charges
| Days Before Travel |
Cancellation Charge |
| 60+ days |
15% of package cost |
| 45-59 days |
30% of package cost |
| 30-44 days |
50% of package cost |
| 15-29 days |
75% of package cost |
| Less than 15 days |
100% of package cost (No refund) |
4. Special Conditions
4.1 Peak Season (December 20 - January 10)
- Bookings during peak season may be non-refundable
- Higher cancellation charges may apply
- Specific terms will be mentioned in booking confirmation
- Some suppliers may not allow any cancellations during peak season
4.2 Flight-Only Bookings
- Subject to airline cancellation rules (usually non-refundable)
- Some airlines allow date changes with penalty fees
- Cancellation charges vary by airline and fare type
- Refundable tickets have higher initial costs
4.3 Hotel-Only Bookings
- Subject to hotel cancellation policy
- Free cancellation typically 24-48 hours before check-in
- Non-refundable rates cannot be cancelled
- Cancellation terms vary by property
4.4 Group Bookings (10+ travelers)
- Special cancellation terms apply
- Partial cancellations may be allowed
- Group cancellation policy will be provided at time of booking
- Contact us for group-specific policies
5. Visa Rejection
If your visa application is rejected:
- Provide official rejection letter within 7 days of rejection
- Cancellation must be notified immediately
- Refund: Package cost minus non-refundable components
- Non-refundable components include:
- Flight tickets (if already issued)
- Processing fees
- Visa application fees
- Hotel deposits (if non-refundable)
- Typically 60-70% refund depending on advance booking
Note: We strongly recommend purchasing travel insurance that covers visa rejection.
6. Medical/Emergency Cancellations
With valid medical certificate from a registered medical practitioner:
- Reduced cancellation charges may apply
- Subject to review and approval
- Medical certificate must clearly state inability to travel
- Must be submitted within 48 hours of cancellation
- Travel insurance highly recommended for such situations
Acceptable Medical Reasons:
- Serious illness or injury
- Hospitalization
- Death of immediate family member
- Pregnancy complications
7. Refund Process
7.1 Timeline
- Refund Processing: 15-21 working days from approval
- Bank Transfer: Additional 7-10 working days
- Total Time: Approximately 3-4 weeks
7.2 Refund Method
- Bank transfer to original payment account
- Same payment method used for booking
- Bank charges (if any) deducted from refund amount
- No cash refunds
- Credit card refunds may take additional time based on bank processing
7.3 Required Information for Refund
- Booking reference number
- Bank account details (account number, IFSC code, account holder name)
- PAN card copy (for refunds above ₹50,000)
- Cancelled cheque or bank statement
8. No-Show Policy
If you fail to show up for departure without prior cancellation:
- 100% of package cost forfeited
- No refund or credit note
- No rescheduling allowed
- All bookings will be cancelled
Important: Always notify us if you cannot travel, even at the last minute.
9. Partial Cancellations
If some travelers cancel while others continue:
- Cancellation charges apply per person
- Remaining travelers may face price adjustments
- Room sharing arrangements may change
- Additional costs may apply for single occupancy
10. Supplier Cancellations
If airline, hotel, or supplier cancels your booking:
You have three options:
- Full Refund: 100% refund of paid amount within 14 days
- Alternative Arrangement: Similar dates/destination of equal or higher value
- Credit Note: Valid for 12 months for future bookings
We are not liable for any consequential losses due to supplier cancellations.
11. Force Majeure Events
For cancellations due to:
- Natural disasters (earthquakes, floods, hurricanes)
- Pandemics or epidemics
- War, terrorism, or civil unrest
- Government travel restrictions or advisories
- Airline/hotel bankruptcy
Refund Policy:
- Refund depends on amounts recovered from suppliers
- We will make best efforts to recover maximum amount
- Processing may take 60-90 days
- Travel insurance coverage strongly recommended
12. Amendments vs. Cancellations
Consider amending your booking instead of cancelling:
- Date Changes: Amendment fee ₹2,500 + supplier charges
- Destination Changes: Subject to availability and price difference
- Name Changes: ₹2,500 per person + airline charges
Amendments may be more cost-effective than cancellation and rebooking.
13. Travel Insurance
Highly Recommended: Purchase comprehensive travel insurance that covers:
- Trip cancellation for any reason
- Medical emergencies
- Visa rejection
- Flight delays and cancellations
- Lost baggage
Insurance can significantly reduce your financial loss in case of cancellation.
14. How to Cancel Your Booking
Step-by-Step Process:
- Send cancellation request via email or WhatsApp
- Include:
- Booking reference number
- Lead passenger name
- Reason for cancellation
- Bank details for refund
- We will acknowledge within 24 hours
- Cancellation charges will be calculated and communicated
- You confirm acceptance of charges
- We process cancellation with suppliers
- Refund initiated after deducting applicable charges
15. Contact for Cancellations
To cancel your booking, contact us:
16. Disputes
If you disagree with cancellation charges:
- Contact us in writing with your concerns
- We will review and respond within 7 days
- If unresolved, refer to our Terms & Conditions for dispute resolution
17. Important Notes
- Cancellation charges are in addition to any supplier penalties
- Refunds are subject to successful recovery from suppliers
- Processing fees are non-refundable in all cases
- Cancellation policy may vary for special promotions
- Always read specific terms in your booking confirmation
18. Governing Law
This Cancellation Policy is governed by the laws of India. Any disputes shall be subject to the exclusive jurisdiction of courts in India.
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