Refund & Cancellation Policy

At Travels Mates Kolkata, we understand that travel plans can change unexpectedly. This policy explains how cancellations and refunds work when you book a trip with us.

Please read this carefully before confirming your booking. If you have questions, feel free to reach out to us anytime.

Booking Confirmation

Your booking is confirmed only after we receive your advance payment and send you a written confirmation via email or WhatsApp. Until then, availability is not guaranteed.

Cancellation Charges

If you need to cancel your trip, the following charges apply based on how much notice you give us before the departure date:

Note: Cancellation timing is calculated from the date we receive your written cancellation request, not from when you inform us verbally.

How Refunds Work

After deducting the applicable cancellation charges, we'll process your refund within 10 to 15 working days.

• Refunds will be credited to the same account or method used for payment
• If you paid via bank transfer, we'll need your account details
• Online payment refunds may take additional time depending on your bank

What Is Not Refundable?

Certain costs cannot be refunded once incurred:

• Permit Fees: Government fees for Nathula Pass, protected areas, etc.
• Visa Charges: If already applied or processed
• Flight/Train Tickets: If already booked (subject to airline/railway rules)
• Hotel Advance: If hotels have a strict no-refund policy
• Special Arrangements: Custom services like private guides or vehicle upgrades

We'll always try to recover as much as possible from our partners, but some vendors don't offer refunds once bookings are confirmed.

Can I Reschedule Instead of Cancelling?

Yes! If you want to postpone your trip instead of cancelling, we can help—subject to availability and the following conditions:

• Rescheduling must be requested at least 15 days before departure
• The new travel dates should be within 6 months from the original date
• Any difference in hotel rates, transport costs, or permit fees must be paid
• A rescheduling fee may apply depending on vendor policies

Rescheduling is often a better option than cancelling, so get in touch with us early if your plans change.

Partial Cancellations

If only some members of your group cancel:

• The same cancellation charges apply per person
• Remaining travelers may need to pay extra if the package was based on group pricing
• Shared vehicle or room costs may increase for the remaining group

We'll inform you of any additional costs before processing the partial cancellation.

What If We Cancel Your Trip?

In rare cases, we may need to cancel or modify a trip due to:

• Natural disasters, landslides, or extreme weather
• Political unrest or government restrictions
• Insufficient bookings to operate a group tour
• Safety concerns or unforeseen circumstances

In such cases:

• We'll offer you an alternative date or destination
• If that doesn't work, we'll refund 100% of your payment
• No cancellation charges will apply

However, we are not liable for any additional expenses you may have incurred (like personal flight bookings, visa fees, or time off work).

No-Show Policy

If you don't show up on the departure date without informing us, it will be treated as a cancellation with zero refund. All payments will be forfeited.

Force Majeure (Uncontrollable Events)

We are not responsible for disruptions caused by events beyond our control, such as:

• Natural calamities (earthquakes, floods, landslides)
• Pandemics or health emergencies
• Strikes, protests, or riots
• Flight/train delays or cancellations
• Road closures or permit denials by authorities

In such situations, we'll do our best to assist you with alternatives, but refunds may not be possible if costs have already been incurred.

How to Cancel Your Booking

To cancel, you must send us a written request via:

• Email: travelsmateskolkata@gmail.com
• WhatsApp: +91 8327248660

Verbal cancellations (phone calls without written confirmation) will not be accepted. The cancellation date is when we receive your written notice, not when you first inform us.

Travel Insurance

We strongly recommend purchasing travel insurance to protect yourself against unexpected cancellations, medical emergencies, or trip interruptions. Travel insurance can cover costs that our cancellation policy does not.

Questions About Cancellations or Refunds?

If you're unsure about anything or need help with a cancellation, don't hesitate to contact us. We're here to make the process as smooth as possible.