Overview
We understand that plans can change. This policy outlines the cancellation and refund procedures for bookings made with Bhumija Holidays. We aim to be fair and transparent while covering the costs we incur from suppliers when cancellations occur.
Cancellation by Travelers
How to Cancel
- All cancellation requests must be submitted in writing via email to info@bhumijaholidays.com.
- Please include your booking reference number, full name, and reason for cancellation.
- Cancellation is effective from the date we receive your written request.
- We will acknowledge your cancellation request within 24 hours.
Cancellation Fees
The following cancellation fees apply based on when we receive your cancellation notice:
| Time Before Departure | Refund Amount |
|----------------------|---------------|
| 30 days or more | Full refund minus 5% processing fee |
| 15-29 days | 50% of total booking value |
| 7-14 days | 25% of total booking value |
| Less than 7 days | No refund |
| No-show | No refund |
Special Circumstances
- Peak season bookings (October-November, March-May) may have stricter cancellation terms due to high demand and limited availability.
- Custom or special-request itineraries may have non-refundable components that will be specified at booking.
Refund Process
Timeline
- Refunds will be processed within 14 business days of receiving your cancellation request.
- Bank transfers typically take 3-5 additional business days to reflect in your account.
- Credit card refunds may take up to one billing cycle to appear.
Refund Method
- Refunds will be made to the original payment method used for booking.
- If the original payment method is no longer available, alternative arrangements will be made.
Currency and Exchange
- Refunds for international payments will be made in the original currency of payment.
- Any exchange rate differences between booking and refund dates are the responsibility of the traveler.
Cancellation by Bhumija Holidays
When We May Cancel
We reserve the right to cancel bookings due to:
- Insufficient participant numbers (minimum 2 travelers for most packages)
- Safety concerns (political unrest, natural disasters, health emergencies)
- Government restrictions or travel advisories
- Force majeure events
- Operational requirements beyond our control
Our Commitment
If we cancel your booking, you will receive:
- Full refund of all payments made to Bhumija Holidays, OR
- Option to transfer your booking to an alternative date at no extra cost
- Priority rebooking for the next available date
What We Don't Cover
We are not responsible for:
- Airfare or other transportation costs to Nepal
- Visa fees
- Travel insurance premiums
- Accommodation booked independently
- Any other non-refundable expenses you may have incurred
Modifications Instead of Cancellation
Changing Your Booking
Before canceling, consider these alternatives:
- Date change: Transfer your booking to a different date (subject to availability)
- Traveler substitution: Transfer your booking to another person (up to 14 days before departure)
- Package modification: Adjust your itinerary to a shorter trip
Modification Fees
- Date changes: Free if made 30+ days before departure; NPR 5,000 fee within 30 days
- Traveler substitution: NPR 3,000 administration fee
- Package modifications: Difference in package cost plus NPR 2,000 administration fee
Travel Insurance
Strong Recommendation
We strongly recommend purchasing comprehensive travel insurance that covers:
- Trip cancellation and interruption
- Medical emergencies and evacuation
- Travel delays and missed connections
- Lost or delayed baggage
- Personal liability
Insurance Claims
For cancellations covered by travel insurance:
- Submit your cancellation to us as normal
- Apply for reimbursement through your insurance provider
- We will provide documentation to support your claim
Non-Refundable Items
The following components are typically non-refundable regardless of cancellation timing:
- Domestic flight tickets within Nepal (once issued)
- Special permits and entry fees (once purchased)
- Custom arrangements with specific date commitments
- Third-party services with their own cancellation policies
We will clearly identify any non-refundable components at the time of booking.
Special Circumstances
Medical Emergencies
In case of documented medical emergencies preventing travel:
- Contact us immediately with medical documentation
- We will work with you to find the best solution
- Cases are evaluated individually; we aim to be understanding
Natural Disasters and Force Majeure
If your trip is affected by events beyond anyone's control:
- We will offer alternative dates or full credit
- Refunds may be delayed while we reconcile with suppliers
- We will keep you informed throughout the process
COVID-19 and Health-Related Cancellations
- Government-mandated travel restrictions: Full refund or credit
- Quarantine requirements at destination: Case-by-case evaluation
- Traveler testing positive: Provide documentation for consideration
Contact for Cancellations
Bhumija Holidays Bookings Team
Email: info@bhumijaholidays.com
Phone: +977-1-4XXXXXX
Office Hours: Sunday-Friday, 9:00 AM - 6:00 PM Nepal Time (GMT+5:45)
Please allow 24-48 hours for response during peak season.
Questions?
If you have questions about this policy or your specific situation, please don't hesitate to contact us. We're here to help and will do our best to find a solution that works for everyone.