Cancellation Policy

At Varanasi Excursion, we aim to make every journey comfortable and stress-free. We know that sometimes plans may change due to personal reasons, health concerns, or unexpected situations. To maintain transparency and fairness for both our travelers and our team, this Cancellation Policy explains how cancellations are handled, how refund amounts are calculated, and what conditions apply when modifying or canceling a confirmed booking. By confirming a booking with Varanasi Excursion, you acknowledge and agree to the terms listed in this policy.

1. Purpose of the Policy

The purpose of this Cancellation Policy is to define clear procedures for handling cancellations and refunds related to travel bookings, tours, accommodations, and transportation services offered by Varanasi Excursion. It ensures that travelers are informed about applicable charges, timelines, and conditions before canceling a booking.

2. Booking Confirmation and Deposits

A booking is considered confirmed only when an advance payment has been received by Varanasi Excursion through an approved mode such as UPI, bank transfer, credit or debit card, or an authorized payment gateway. The advance amount is used to reserve accommodations, vehicles, and other services required for your trip. Once the payment is received, a booking confirmation and itinerary summary will be shared by email or WhatsApp. Please check your details carefully upon receiving the confirmation and report any errors immediately. Changes requested later may be subject to modification charges. We recognize that personal emergencies and unforeseen events can affect travel plans. To maintain fairness, our cancellation structure depends on how far in advance the cancellation is made before the scheduled start of the tour.

3. Cancellation Initiated by the Traveler

a. Standard Cancellation Timeline and Charges

• 30 days or more before the trip date: 20% of the total booking amount will be deducted as cancellation fees.
• 15 to 29 days before the trip date: 50% of the total booking amount will be deducted.
• 7 to 14 days before the trip date: 75% of the total booking amount will be deducted.
• Less than 7 days before the trip date: No refund will be issued.

Refund percentages are calculated on the total tour cost, after deducting applicable taxes, bank processing charges, and non-refundable components paid to third-party suppliers.

b. Cancellation Procedure

To cancel a booking, travelers must send a written request by email or WhatsApp to our official contact channels. Verbal or social media messages are not treated as formal cancellations. The cancellation date will be considered based on the time we receive written communication.

4. Cancellations Due to Unavoidable Circumstances

We understand that some cancellations may occur due to situations beyond a traveler’s control, such as:

• Sudden medical emergencies
• Death in the family
• Natural calamities
• Travel restrictions imposed by authorities

In such cases, the company may offer a partial refund or a credit note that can be used for a future trip. Supporting documents (such as a medical certificate or official notice) may be required for verification. The decision on refunds or credits in these cases rests solely with the management of Varanasi Excursion.

5. Non-Refundable Components

Certain travel arrangements involve third-party bookings that are non-refundable once confirmed. These include, but are not limited to:

• Domestic or international flight tickets
• Train or bus reservations
• Hotel bookings during peak seasons or special events
• Government entry permits or temple passes
• Visa or travel insurance fees
• Bank and payment gateway charges

Such costs are excluded from refund eligibility, even if the overall tour is canceled.

6. Cancellations Initiated by Varanasi Excursion

In rare cases, Varanasi Excursion may need to cancel a tour due to conditions such as:

• Natural disasters, floods, or landslides
• Political instability or local unrest
• Insufficient group size (for group tours)
• Safety or security concerns
• Government restrictions or travel advisories

When a cancellation is initiated by Varanasi Excursion, travelers will have the option to:

1. Receive a full refund (excluding non-refundable charges), or
2. Reschedule the tour for a later date without extra service fees.

We will notify travelers promptly in such cases and assist in adjusting their plans with minimum inconvenience.

7. Rescheduling and Amendments

If you wish to reschedule your trip or change travel dates after booking confirmation, we will try our best to accommodate your request.

• Rescheduling requests must be received at least 15 days before the scheduled travel date.
• New dates are subject to availability and vendor approval.
• Any price differences due to seasonal rates or accommodation changes will be applied.
• Requests received less than 7 days before departure may not be accepted and will be treated as a cancellation.

8. Group Tour Cancellations

For group tours or custom packages with multiple travelers, the cancellation terms may vary depending on the size of the group and the agreements made with local partners. In case of partial cancellations (where only a few members of the group cancel), refunds will be processed after deducting shared service costs such as transportation and accommodation that cannot be divided proportionally.

9. No-Show and Early Departure

If a traveler does not arrive on the scheduled departure date, misses the tour without notice, or leaves the journey midway, it will be treated as a no-show or voluntary cancellation. In such cases:

• No refunds will be issued.
• No portion of the unused itinerary (including hotels, meals, or transfers) will be reimbursed.

10. Refund Process

All eligible refunds will be processed through the same payment method used at the time of booking.

• For domestic payments, refunds are generally processed within 10 to 15 business days.
• For international transactions, refunds may take up to 20 to 25 business days, depending on bank and currency conversion timelines.

Varanasi Excursion will not be responsible for delays caused by banks, intermediaries, or third-party payment processors.

11. Refund Calculation and Deductions

Refunds are calculated after deducting:

• Non-refundable third-party costs
• Bank or payment gateway transaction fees
• Government taxes already remitted
• Administrative charges for coordination and logistics

The amount refunded will be the net balance remaining after these deductions.

12. Force Majeure Situations

If a tour is disrupted or canceled due to force majeure events such as natural disasters, war, strikes, epidemics, or government-imposed travel bans, Varanasi Excursion will not be held financially responsible for losses or penalties. In such circumstances, we will do our best to reschedule the tour or provide a credit voucher valid for future travel. Refund decisions will depend on the cooperation of our local partners and service providers.

13. Policy on Third-Party Bookings

If you have booked our services through a third-party travel agency, online portal, or partner website, cancellation and refund requests must be directed through that specific source. Varanasi Excursion is not responsible for delays or disputes arising from third-party booking platforms.

14. Modification or Cancellation of Services During the Tour

Sometimes, due to weather changes, local restrictions, or safety reasons, it may become necessary to alter or cancel certain activities after the trip has begun. While we strive to provide equivalent alternatives, no refunds are issued for missed sightseeing, route changes, or shortened stays resulting from uncontrollable circumstances.

15. Dispute Resolution and Jurisdiction

If a disagreement arises regarding a cancellation or refund, both parties agree to attempt resolution through discussion and mutual understanding first. If unresolved, disputes will fall under the jurisdiction of the courts of Varanasi, Uttar Pradesh, India. All matters are governed by Indian law.

16. Policy Updates

Varanasi Excursion reserves the right to revise or modify this Cancellation Policy at any time. Changes will be effective immediately once updated on our official website. Travelers are advised to review this page before making any bookings to stay informed about the latest terms.

17. Contact Us

For all cancellations, refunds, or clarification requests, please reach out to our official team: 📧 info@varanasiexcursion.com 🌐 www.varanasiexcursion.com 📍 Varanasi, Uttar Pradesh, India Our team will respond promptly and assist you with clear communication and professionalism.