Cancellation And Refund Policy

Cancellation And Refund Policy

#1. Cancellation Charges:  

For blocking the reservations, we need to make the payment in advance. In such situation if tourist does not availed the services then we have to bare the cancellation charges. In order to cover our expected losses from the cancellation there’s a set scale of charges which must be paid by the guest if you or anyone traveling with you cancels the tour or cancel any services or arrangements that form part of your booking with us. The cancellation charges are a percentage of total tour cost which varies with the number of days prior to departure date.

Cancellation Charges are as follows:

 No. of Days

 Domestic Tours

 International Tours

 before departure from the date of receipt of   your  cancellation request

 Amount of cancellation charges in % on total tour price   must  be paid by the Guest/s 

 Amount of cancellation charges in % on total tour price   must  be paid by the Guest/s

 More than 90 days

 Registration Amount or 20% of tour cost whichever is   higher

 Registration Amount or 20% of tour cost whichever is   higher

 90 days - 61 days

 30%

 30%

 60 days - 46 days

 50%

 50%

 45 days – 31 days

 75%

 75%

 30 days – 16 days

 90%

 90%

 15 days – on the tour

 100%

 100%

 Note: Cancellation on Additional Service/Deviation will be charged extra. GST is applicable on cancellation charges.

 

A] General Terms applicable for all type of cancellations: 

  1. Applicable Refund as per cancellation policy will be paid within 10 working days from the date of cancellation in INR only.
  2. No interest will be applicable on refund.
  3. Cancellation shall attract the cancellation charges on total tour price
  4. For any additional services / deviation / up gradation or any similar changes (over & above Group tours of Sahyogmantra) booked by the guest, the additional cancellation in addition to above the cancellation table will be applicable.
  5. Sahyogmantra do not have any responsibility towards additional expenses relating to any arrangement made by Guest themselves relating to tour.
  6. Guest should communicate any correspondence towards cancellation on email accounts@sahyogmantratours.com

B] Tour cancelled by guest due to personal reason:

  1. If the guest decides to cancel the tour for any reason, he shall make a written application to Sahyogmantra and/or email from registered email-id of guest on accounts@sahyogmantratours.com and deliver it to the concerned sales booking person where guest/s booked.
  2. The letter or email must contain details of tour code / form no, date of departure, Name and no. of guest's and the original receipts issued by Sahyogmantra.
  3. Cancellation by email will be valid only if sent on above mentioned email address only. 
  4. Any other form of request for cancellation shall not be considered as request for cancellation.
  5. Booking after cancellation will be treated as fresh booking for all purpose.
  6. Cancellation can be due to any personal reason whatsoever, including but not limited to, the reason of inability to participate due to any illness, death, court order, tour cancelled by sharing partner, requiring to pay single occupancy and the like.
  7. Air Ticket Cancellation charges plus deposit forfeit charges as are applicable under the rules of the concerned Airline are to be paid by guest/s immediately.

C] Tours cancelled by Sahyogmantra:

  1. Sahyogmantra may cancel/reschedule the tour without assigning any reason and in such an event the guest/s can claim only the amount paid by him after deducting the taxes & VISA fees if paid by Sahyogmantra to Visa Processing center or Consulate.
  2. When Sahyogmantra decides to cancel the tour, cancellation of tour shall be communicated at least 15 calendar days prior to the date of commencement of tour via any of the following modes (a) sms (b) telephone (c) email; provided by the guest/s in Tour Registration form.

D] Cancellation due to VISA rejection – Deemed Cancellation:

  1. Tour will be treated as Deemed cancelled, unless intimated by guest in writing within 24 hours for applying VISA second time, if VISA is not granted or delayed by Consulate for any reason whatsoever.
  2. The cancellation charges shall be Applicable to Guest. Guest may apply second time for VISA at his own risk and consequences. 
  3. Sometimes the VISA processing takes longer time and in few cases VISA is not granted before tour departure or it is delayed. In such cases, Sahyogmantra as a facilitator shall not be responsible for any consequences and / or liable for any refund, the guest shall have to bear all the cancellation and re-booking charges for the next tour.
  4. If VISA of some guests of the booking form is cancelled and other guests of same form cancels the tour then cancellation charges as per above table is applicable for all bookings.
  5. Consulates depending on their rules & regulations send VISA & passport directly to guest's residence or to Sahyogmantra. In both the cases, guest requires to check correctness on VISA (Paper VISA, sticker VISA, E-VISA etc.) for personal & other details such as Name, validity, correct photographs, signature of the authorized person etc. Sahyogmantra will not be responsible if immigration office do not allow the guest to leave or enter the country.
  6. In many cases, consulate requires Air Ticket / Hotel Vouchers to process the VISA. On cancellation, actual Air Charges / VISA fees are payable in addition to above cancellation table.

E] Cancellation due to force Majeure Situations:

  1. Under force Majeure Situation, Sahyogmantra reserves the right to Cancel, partly cancel and/or reschedule the tour considering safety of the Guests.
  2. No refund fully/partly applicable on cancellation under any circumstances due to Force Majeure.
  3. Sahyogmantra will request suppliers for assisting in postponement of tour & guest can join the next possible date of same tour product. Guests are required to pay additional Cost, if applicable. 
  4. Guest can also opt for other tour product where cancellation will be applicable.

F] Rescheduling of tour due to Uncontrollable factors:

  1. Sahyogmantra reserves the right to reschedule the tour and / or change the itinerary due to uncontrollable factors such as change in airline schedules, suspension or discontinuation of services by suppliers, major event at the visiting destinations affecting route of transport etc. No refund is applicable in uncontrollable situations and guest have to abide by the new schedule / Itinerary.
  2. Guest is required to pay additional cost due to delay in flight or cancellation of flight or missed the flight, missing the connecting flight during travel as the case may be. Guests are free to book their own tickets & refund will be processed as per Airline Policy. Once Air tickets are released as per request of guest, Sahyogmantra will not be responsible for new booking & guests will require to join group at their own cost & consequences.
  3. Fine, penalties or any such payments arising due to not meeting with the requirements of any airport or government authorities including Passport or Visa documents, court orders are responsibilities of guests and to be paid by the guest.

G] Cancellation due to non-payment of Tour price - Deemed cancellation

  1. If full tour tariff is not paid as per terms & conditions, Sahyogmantra reserves the right to cancel the booking / registration with consequent forfeiture of deposit / advance amount/entire part payment made to Sahyogmantra and / or the deduction of cancellation charges without giving notification, at the discretion of Sahyogmantra.
  2. The bookings shall be processed by Sahyogmantra only after the registration amount is paid in full.
  3. Single guest opting for sharing the room with other guest to reduce cost from single occupancy to double occupancy will require to pay cost for single occupancy if for any reason, related guest cancels or alters the booking of the tour. No adjustment shall be made from the payment contributed by guest / partner who had cancelled/altered the tour. Shared rooms have no smoking policy. 

H] Right of Admission & termination: 

  1. Guest with medical ailment: If any guest/s is suffering from any medical ailment and have concealed the same, Sahyogmantra reserves the right to cancel the booking / registration of such guest/s on medical and / or other grounds without assigning reasons thereof. Sahyogmantra also reserves the right to restrict / modify / amend the tour of such guest/s without assigning any reasons. If Sahyogmantra so directs, the guest/s shall have to travel by a separate transport at an additional cost to be paid by guest/s immediately. No refund is applicable to guest. Sahyogmantra reserves the rights to cancel the booking / registration of any of the guest after acceptance of the payment but prior to commencement of the tour, without assigning any reason. In such event Sahyogmantra shall only refund the payment received from the guest for the tour.
  2. Sahyogmantra reserves the right to terminate the booking / registration, prior to departure / during tour, if the guest is not following the group decorum of the tour or misbehaves or without assigning any reason whatsoever. In such an event, no refund or compensation shall be paid to the guest and he shall have to bear and pay the expenses for his return travel.

I] No show – Deemed cancellation: 

  1. If guest fails to join the tour on Day 1 of the tour, it will be termed as No show - deemed cancellation & 100% cancellation will be applicable.
  2. Sahyogmantra issues multiple air tickets for the tour under single PNR. As per airline rules, on missing any of the flights in Single PNR become No Show and no refund is available.
  3. In above case, all the services will stand cancelled unless guest notifies his willingness to join the tour later at his own cost & consequences within 24 hours from the date & time of departure.

J] Discontinuation from ongoing tour:

  1. If Guest discontinues / terminates the tour for any personal reason, it is termed as deemed cancellation & no refund will be applicable.
  2. Sahyogmantra assists guests for booking of services in case of discontinuation of tour due to medical reason, however guest or his relatives will require to pay cost of services on tour to tour leader or at Sahyogmantra office.

K] Transfer of tour / Future tour:

  1. A transfer from the originally booked tour to another tour is treated as cancellation of earlier tour and therefore a fresh booking of another tour has to be made.
  2. The tour tariff and discounts available / given for the cancelled tour are not valid for fresh booking. Tour tariff and discounts prevailing on the date of fresh booking of another tour shall be applicable.

#2. Complementary Items: Company reserves the right, without assigning reasons, to change the policy related to complementary items, without prior intimation to guest/s. No claims shall be entertained in regards to non-utilization of complimentary items.

 

#3. Refund:

  1. Refunds if any, for variation / modification / amendments / alteration and / or cancellations etc. of any tour shall be paid directly to the guest by 'A/C payee' cheque or Bank Transfer, in Indian Rupees at the prevailing rate of exchange on the date of the cheque, as per Reserve Bank of India Rules & Regulations, irrespective of whether the tour payments in part or whole were made in foreign currency.
  2. No refund shall be payable:
    1. for any missed / unused services of the tour including the meals due to whatsoever reason.
    2. where full deposit is required to be paid in advance to the concerned authorities to enable Company to confirm the reservation.
    3. if services of the tour are modified, varied, amended, cancelled or not utilized.
    4. if any guest decides and/or is required to cancel the tour due to any changes made in the rules by the concerned Government.
    5. where Airfares are contracted in bulk for Airport to Airport.
    6. if the tour is indefinitely postponed / cancelled due to natural calamity, riots, political calamities or any other unforeseen calamities.
    7. refund is not applicable for International / domestic sectors and on certain conditions which include such as air tickets are non-refundable and date change is not allowed.
    8. Sahyogmantra is not liable to pay any amount in case the VISA is not received by the guest and / or Company within time. Sahyogmantra has to depend on various agents to do the processing work. In case a person misses out the tour because of curtailed itinerary, he cannot claim any amount from Sahyogmantra. Since, grant / non-grant of VISA and also communication of information in respect of grant / non-grant of VISA is beyond the control of Sahyogmantra, the guest should be mentally prepared for any mental / physical dismay as a result of non-grant of VISA and / or delayed communication which may be just before departure of the tour or on the tour itself.