At Overland Trek Nepal, we are eager to provide the best trekking, tour, and expedition experiences in Nepal. However, we understand that unexpected situations may arise, leading to changes in travel plans. To ensure transparency and mutual understanding, we have designed a comprehensive trip cancellation policy to guide our valued clients through the process. Although this policy aims to clarify, it can be confusing, but we are here to assist.
Cancellation by the Client
When you need to cancel your trip with Overland Trek Nepal, it is essential to notify us in writing as soon as possible. The cancellation date will be effective from the day we receive your written confirmation. However, the following terms and conditions apply to client-initiated cancellations:
- Cancellation Before 30 Days of Trip Start
If you cancel your trip more than 30 days before the start date, we will refund your advance payment, excluding a small administrative fee (to cover processing costs)
- Cancellation Between 15 and 29 Days Before the Trip
Cancellations that occur between 15 and 29 days before the trip are subject to a 30% cancellation fee; however, the remaining 70% of your payment will be refunded in full. This policy applies because cancellations made outside this window might incur different fees. Although it may seem strict, understanding these terms can help you navigate the process effectively.
- Cancellation (Within 7–14 Days of the Trip Start)
If you cancel your trip (within 7 to 14 days) before the scheduled start date, a 50% cancellation fee will be charged. This fee accounts for non-refundable expenses incurred by Overland Trek Nepal (such as permits, accommodations, and guide arrangements). The remaining 50% of your payment will be refunded; however, it is important to note that this process may take some time.
- Cancellation (Within 4–7 Days of the Trip Start)
For cancellations made (4 to 7 days) before the trip start date, a 75% cancellation fee will apply, leaving only 25% of your payment refundable. Although this reflects the extensive preparations completed by this stage (including transportation bookings, porter services, guide reservation, and other arrangements), these expenses are non-recoverable (because they have already been processed).
- Cancellation Within 3 Days of Trip Start
For cancellations made within 3 days or less before the trip, no refund will be provided. This is due to the extensive preparations and non-refundable arrangements made on your behalf; however, it is important to understand that these measures are in place because of the necessary planning involved. Although this policy may seem strict, it ensures that resources are allocated efficiently.
No-Show Policy
If you fail to appear on the scheduled trip start date without prior notice, the entire trip cost will (indeed) be forfeited; however, this policy is in place because we must ensure everyone is accounted for. Although it may seem strict, it serves a purpose: to maintain order and preparedness. Thus, one must be mindful of their commitments.
Cancellation by Overland Trek Nepal
While we strive to operate all trips as scheduled, certain unforeseen circumstances may require us to cancel a trip. These could include
- unforeseen events: natural disasters, extreme weather conditions, or political unrest that make it unsafe to proceed with the trip;
- minimum group size not met: if the trip requires a minimum number of participants and fails to meet this requirement, we reserve the right to cancel or reschedule;
- force majeure: events beyond our control, such as pandemics or government restrictions, may necessitate trip cancellation.
If Overland Trek Nepal cancels your trip, you will receive a full refund of all payments made. However, we can reschedule your trip or offer a credit voucher for future use.
Refund Policy
Refunds for cancellations will be processed as follows:
Refunds are issued to the original payment method within 15–30 business days of cancellation request. Bank charges or transaction fees incurred during payment processing will be deducted from the refund amount; however, this may affect the total refund.
Non-Refundable Costs
Certain costs are non-refundable regardless of cancellation circumstances. These include:
- Permit Fees: Trekking and climbing permits issued by the government are non-transferable (and non-refundable).
- Flight Cancellations: Domestic flight tickets (e.g. Kathmandu to Lukla) are subject to airline policies; they may involve separate cancellation fees.
- Hotel Bookings: Accommodation fees may not be fully refundable because of the hotel’s policy; however, this varies.
Trip Modifications (Instead of Cancellation)
If you are unable to join your scheduled trip, but still wish to travel with Overland Trek Nepal, you may modify your trip dates or switch to a different itinerary. The following conditions apply:
- Date Change Requests: Requests to change trip dates must be made at least 30 days before the original start date. A small administrative fee may apply.
- Switching to a Different Trip: You can transfer your booking to another trip, but it is subject to availability. Additional charges or refunds may apply depending on the cost of the new trip.
Travel Insurance Requirement
To safeguard your investment, Overland Trek Nepal strongly recommends purchasing comprehensive travel insurance. Your insurance should cover trip cancellations, interruptions, medical emergencies, evacuations, and other unforeseen events. Having insurance ensures that you can recover costs associated with cancellations due to personal reasons or emergencies. However, it is important to note that not all policies are the same; this variability can impact coverage. Although it may seem an unnecessary expense, it can save you significant amounts later. Because travel can be unpredictable, securing insurance is a prudent decision.
Cancellation for Group Bookings
For group bookings, the cancellation policy may vary based on the size of the group and the services booked. Refunds and cancellation fees will be discussed and agreed upon during the booking process; however, this can lead to confusion. Although the terms are clear, some may overlook details because they seem overwhelming.
How to Cancel Your Trip
To cancel your trip, please follow these steps:
- Submit a Written Request
Email us with your booking details and the reason for cancellation. Provide Required Documentation
If applicable, include documents supporting your cancellation request, e.g., medical certificates for health-related cancellations. Wait for Confirmation
We will review your request and confirm the cancellation and refund details within 5–7 business days; however, this process may take longer because of unforeseen circumstances.
Important Notes
- Late Arrivals: If you are delayed for your trip start, please inform us immediately. We may be able to adjust your itinerary to accommodate your arrival; however, this depends on several factors.
- Communication: For any cancellation or modification request, clear and timely communication is crucial to minimize disruptions. Although we strive to be flexible, delays can complicate matters because they impact other travelers as well.
Why Choose Overland Trek Nepal?
At Overland Trek Nepal, we prioritize your satisfaction and convenience. Although cancellations are regrettable, we aim to make the process as smooth and fair as possible because of this. With our transparent policies and dedicated customer support, we ensure your travel experience with us is reliable and trustworthy. If you need more details or assistance, please contact us directly at Overland Trek Nepal we are here to help you make the best travel decisions.