Refund Policy
Refund Policy
Varanasi Excursion values the trust that travelers place in us while booking their journeys. We aim to deliver transparent and fair refund practices to ensure every traveler feels secure while planning a trip through our platform. This Refund Policy defines the terms, timelines, and conditions that apply when refunds are issued due to cancellations, service changes, or unavoidable circumstances.
By confirming a booking with Varanasi Excursion, you acknowledge and accept the terms listed in this Refund Policy.
1. Purpose of the Refund Policy
This policy ensures transparency in how refunds are handled for all services offered by Varanasi Excursion, including guided tours, transportation, accommodations, and special travel packages. It outlines refund eligibility, timelines, deductions, and methods of reimbursement to maintain fairness between travelers, local partners, and service providers.
2. Eligibility for Refunds
Refunds are issued when a traveler cancels a booking in line with our Cancellation Policy or when Varanasi Excursion modifies or cancels a tour for operational or safety reasons. Refunds are not automatic; they are subject to verification of booking records, payment proof, and adherence to the terms defined at the time of reservation.
Refund eligibility depends on:
- The date of cancellation relative to the scheduled departure
- The nature of the travel service booked (custom, group, or fixed departure)
- Advance payments made to hotels, transporters, and local vendors
- Non-refundable third-party charges (airline tickets, train passes, permits, etc.)
3. Refund Scenarios
a. Traveler-Initiated Cancellation
If a traveler cancels a confirmed booking, refund eligibility will depend on the notice period before the travel date.
- 30 days or more before the trip date: 80% of the total booking amount is refunded.
- 15–29 days before the trip date: 50% of the total booking amount is refunded.
- 7–14 days before the trip date: 25% of the total booking amount is refunded.
- Less than 7 days before the trip date: No refund is provided.
Applicable taxes, service fees, and transaction charges are deducted before processing the refund.
b. Company-Initiated Cancellation
If Varanasi Excursion cancels a booking due to natural disasters, safety concerns, or unforeseen local restrictions, the traveler will be offered:
- A full refund (excluding non-refundable third-party costs), or
- A credit voucher for future travel of equal value, valid for up to one year.
4. Non-Refundable Components
Certain components of travel bookings are non-refundable once confirmed. These include:
- Airline, train, or bus tickets issued under special fares
- Hotel bookings during festivals or peak tourist seasons
- Entry permits, event passes, or temple visit fees
- Visa, insurance, or government document charges
- Bank or payment gateway transaction fees
These charges are excluded from refund calculations, as they are paid directly to third-party providers.
5. Partial Refunds
In cases where a traveler uses only part of a service—such as leaving a tour midway or skipping a scheduled destination—refunds are issued only for the unused portion that can be recovered from vendors.
Administrative costs, logistics coordination, and pre-booked arrangements already in place will be deducted.
Partial refunds apply when:
- A portion of the tour or activity is canceled for personal reasons
- Specific services (like meals or local transport) are unused
- Accommodation nights are reduced during the trip
Each case is evaluated individually, and the refund amount is determined after verifying actual recoverable costs.
6. Refund Process and Timeline
Refunds are processed through the same payment mode used for booking—whether bank transfer, card payment, UPI, or other digital channels.
- Domestic payments: Processed within 10–15 business days after confirmation of eligibility.
- International payments: Processed within 20–25 business days, depending on currency conversion and intermediary bank policies.
Varanasi Excursion will not be responsible for delays caused by payment gateways, banks, or third-party systems.
7. Refund Calculation Method
Refunds are calculated after deducting:
- Non-refundable third-party charges
- Government taxes already remitted
- Transaction and administrative fees
- Any other service costs incurred prior to cancellation
A detailed refund breakdown is available upon request. The final refund value will represent the net payable amount after valid deductions.
8. Refund Mode and Verification
To maintain security and transparency:
- Refunds are issued only to the original payer’s account.
- Travelers must provide booking reference numbers and valid ID proof for verification.
- Refunds cannot be transferred to a third party.
- Cash refunds are not allowed.
All communication related to refunds must be sent to info@varanasiexcursion.com using the registered email or mobile number provided during booking.
9. Refunds for Group Tours
For group tours, refund terms depend on the number of travelers canceling and the type of arrangements made.
In group bookings, shared costs like transport, guide fees, and accommodation cannot always be refunded proportionally since they are booked collectively. Refunds will be processed after deducting such shared costs that cannot be recovered.
If an entire group cancels the tour, standard cancellation terms apply to all members collectively.
10. Refunds for Custom Packages
Custom or tailor-made tours often involve advance payments to hotels, transport operators, and activity organizers. These advance amounts may not be recoverable, and thus refunds for custom packages are handled case by case.
We always try to negotiate with service partners to secure the maximum possible refund. However, the final amount depends on third-party agreements and booking conditions.
11. Force Majeure Situations
If a trip is disrupted due to natural disasters, political instability, or government restrictions, refunds will be governed by the Force Majeure Clause.
Varanasi Excursion will make every effort to minimize financial losses by rescheduling the tour or issuing a credit voucher of equal value, but cash refunds may not always be possible due to vendor limitations.
12. Refunds for Unused Services
No refunds are provided for unused services during a trip, such as:
- Missed sightseeing or transfers due to late arrival
- Unused hotel nights, activities, or meals
- Voluntary trip curtailment or no-show
However, in exceptional situations such as illness or emergencies, a partial refund or travel credit may be considered after management review.
13. Disputes or Refund Denials
If a traveler disagrees with a refund outcome, they may request a re-evaluation within 7 days of receiving the refund confirmation.
Supporting documents (such as payment receipts or vendor messages) should be provided for review. The management team will investigate and provide a written resolution.
Refunds are final once approved and processed. Varanasi Excursion reserves the right to decline repeated or false claims after a final decision has been made.
14. Refund Policy for Third-Party Bookings
If the booking is made through an external travel agency, online platform, or partner website, refund claims must be handled directly through that channel.
Varanasi Excursion is not responsible for delays or disputes related to payments collected by third parties.
15. Dispute Resolution
In the event of a refund-related dispute that cannot be resolved amicably, both parties agree to submit the matter to the jurisdiction of the courts in Varanasi, Uttar Pradesh, India.
All transactions and policies are governed by the laws of India.
16. Policy Updates
Varanasi Excursion may revise or update this Refund Policy periodically. Any changes will be posted on our official website and will apply immediately to all new and existing bookings. Travelers are encouraged to check this page regularly for the most current version before confirming a trip.
17. Contact Information
For any refund requests, clarifications, or support, please reach our official team:
📧 info@varanasiexcursion.com
🌐 www.varanasiexcursion.com
📍 Varanasi, Uttar Pradesh, India
Our customer care department operates with transparency and fairness, ensuring that all refund cases are handled promptly and respectfully.