Refund And Cancellations
Royal Nepal Holidays
At Royal Nepal Holidays, we understand that travel plans can change unexpectedly. This Refund & Cancellation Policy outlines the terms applicable to cancellations, refunds, trip modifications, and unforeseen circumstances. By booking a tour, trek, helicopter flight, or travel service with Royal Nepal Holidays, you agree to the following terms.
Refund & Cancellation Policy
Royal Nepal Holidays understands that travel plans can change due to personal circumstances, weather, flight schedules, health issues, or other unforeseen events. This Refund & Cancellation Policy explains the conditions applicable to cancellations, refunds, booking changes, travel credits, and interruptions for tours, treks, helicopter flights, adventure activities, transportation services, and customized travel arrangements.
By making a booking with Royal Nepal Holidays, the traveler acknowledges and agrees to the terms below, together with our [Terms & Conditions].
1. Booking Confirmation & Advance Payment
A booking becomes confirmed only after Royal Nepal Holidays receives the required payment and provides written booking confirmation.
A deposit of 20%–30% of the total trip cost is generally required to confirm a booking. The exact amount may vary depending on the trip, season, supplier requirements, permits, flights, accommodation, or customized arrangements.
Certain services may require higher or full advance payment, including:
- Helicopter tours and charter flights
- Domestic or international flight tickets
- Luxury hotel reservations
- Kailash and Tibet travel arrangements
- Peak climbing and expedition permits
- Customized private journeys
- Special events or fixed-departure trips
- Services with non-refundable supplier deposits
The applicable payment requirement will be communicated during the booking process.
2. Cancellation by the Traveler
All cancellation requests must be submitted in writing by email to Royal Nepal Holidays.
The effective cancellation date is the date on which the written cancellation request is received by our office.
Standard Nepal Tours, Treks & Day Trips
| Cancellation Period | Standard Cancellation Charge |
|---|---|
| More than 30 days before departure | Deposit and non-refundable costs retained; remaining refundable balance returned |
| 15–30 days before departure | Up to 80% of the total trip cost may be charged |
| Less than 15 days before departure | Generally non-refundable |
| No-show after scheduled departure | No refund |
| Voluntary withdrawal after the trip begins | No refund for unused services |
Important: Refund calculations are based on the actual amount recoverable after deducting the applicable deposit, supplier cancellation charges, permits, tickets, accommodation charges, payment processing fees, and other non-recoverable expenses.
The cancellation terms stated in an individual booking confirmation may supersede the standard policy where a particular supplier, destination, or trip requires different conditions.
3. Third-Party Supplier Cancellation Charges
Many travel services are provided or operated by third-party suppliers, including:
- Airlines
- Helicopter operators
- Hotels and resorts
- Transportation companies
- Local activity operators
- National park and conservation authorities
- Trekking and expedition suppliers
- Government and permit authorities
- Tibet/Kailash service providers
These suppliers may have their own cancellation and refund policies.
If a supplier retains a non-refundable or cancellation amount, Royal Nepal Holidays may deduct that amount from the customer's refundable balance.
We will make reasonable efforts to recover refundable amounts from suppliers on behalf of the traveler.
4. Helicopter Tours & Charter Flights
Helicopter bookings require advance aircraft and operational arrangements and may therefore have stricter cancellation conditions.
Unless a different cancellation policy is stated in the booking confirmation:
- More than 15 days before departure: Refund may be available after deduction of applicable non-refundable and supplier charges.
- Less than 15 days before departure: Generally non-refundable.
- Weather cancellation: Rescheduling or refund may be offered after deduction of actual non-recoverable costs.
- Operational cancellation by the helicopter operator: We will assist with rescheduling, an alternative service, or refund according to the amount recoverable from the operator.
For shared helicopter tours, the availability and operation of the flight may depend on minimum passenger requirements, weather, aviation restrictions, and operational conditions.
5. Weather, Flight & Operational Disruptions
Travel in Nepal can be affected by weather, particularly mountain flights, domestic flights, helicopter tours, trekking routes, and road transportation.
Examples include:
- Heavy rain
- Snowfall
- Poor visibility
- Strong winds
- Floods
- Landslides
- Road closures
- Airport closures
- Flight cancellations
- Airspace restrictions
- River conditions
- Government or aviation restrictions
When such circumstances occur, Royal Nepal Holidays will make reasonable efforts to arrange:
- An alternative departure
- Rescheduling
- Alternative transportation
- An alternative itinerary
- A helicopter option where available
- Travel credit where applicable
Any additional costs resulting from such changes are the responsibility of the traveler unless otherwise agreed in writing.
Refunds, where applicable, will be based on the amount recoverable after deduction of non-refundable expenses already paid to suppliers.
6. Rafting, Fishing & Adventure Activities
Rafting, fishing, trekking, mountaineering, jungle activities, and other outdoor adventures are subject to weather, environmental, river, safety, government, and operational conditions.
An activity may be modified, postponed, shortened, rerouted, or cancelled when the operator or guide determines that continuing would create an unreasonable safety risk.
Where an activity is cancelled by the operator due to safety or operational conditions, Royal Nepal Holidays will assist with rescheduling or an alternative arrangement where reasonably possible.
Refunds will depend on the amount recoverable from the relevant supplier after deduction of costs already incurred.
7. Kailash, Tibet & Special-Permit Trips
Kailash, Tibet, border-area journeys, pilgrimage tours, and other special-permit trips may involve government permits, transportation reservations, accommodation arrangements, group processing, and third-party operators.
Because many of these arrangements must be paid or processed in advance, cancellation conditions may be stricter than those applicable to standard Nepal tours.
The cancellation and refund conditions applicable to your specific Kailash, Tibet, or special-permit journey will be stated in your booking confirmation.
Non-refundable permits, transportation, accommodation, visa/permit processing fees, supplier charges, and other actual expenses will not be refundable.
8. Domestic & International Flights
Flight tickets are subject to the cancellation, refund, rebooking, and no-show rules of the applicable airline.
Royal Nepal Holidays will assist customers with flight changes or cancellation requests where possible.
Any airline cancellation fee, fare difference, rebooking charge, administrative charge, or non-refundable ticket amount will be deducted from any applicable refund.
Flight delays or cancellations caused by airlines or weather do not automatically qualify for a full refund of the complete tour package.
9. Cancellation by Royal Nepal Holidays
Royal Nepal Holidays may cancel, suspend, or substantially modify a trip when necessary due to circumstances including:
- Natural disasters
- Severe weather
- Floods or landslides
- Political unrest
- Government restrictions
- Border closures
- Safety concerns
- Flight or transportation disruptions
- Insufficient operational availability
- Other circumstances beyond our reasonable control
Where Royal Nepal Holidays cancels a trip for reasons within our operational control, travelers may be offered, where applicable:
- An alternative trip or itinerary;
- Rescheduling to another available date;
- Travel credit; or
- A refund of the amount received for unused and recoverable services.
Refunds remain subject to amounts already paid to third-party suppliers that cannot be recovered.
10. Force Majeure
Royal Nepal Holidays is not responsible for delays, cancellations, losses, or additional expenses resulting from circumstances beyond reasonable control, including but not limited to:
- Earthquakes
- Floods
- Landslides
- Severe weather
- Avalanches
- Epidemics or pandemics
- War
- Terrorism
- Civil unrest
- Strikes
- Government restrictions
- Border closures
- Airport closures
- Flight disruptions
- Other extraordinary events
In such circumstances, we will make reasonable efforts to assist travelers with alternative arrangements and recoverable refunds.
11. Travel Credit
Where a refund is not immediately possible, Royal Nepal Holidays may offer a travel credit instead of or in addition to a refund.
Travel credits may be offered in circumstances such as:
- Medical emergencies
- Flight disruptions
- Visa issues
- Natural disasters
- Government restrictions
- Weather-related cancellations
- Supplier restrictions
Unless otherwise specified in writing, a travel credit may be valid for up to 24 months from the original scheduled departure date.
Any special conditions attached to the travel credit will be communicated at the time it is issued.
12. Unused Services
No refund will normally be provided for services that a traveler voluntarily chooses not to use after the trip has started, including:
- Unused hotel nights
- Missed meals
- Missed sightseeing
- Unused transportation
- Missed activities
- Voluntary early departure
- Changes made for personal convenience
- No-show for scheduled activities
Where a service becomes unavailable due to circumstances outside the traveler's control, Royal Nepal Holidays will make reasonable efforts to provide an alternative or recover any refundable amount.
13. Trip Interruption
If a traveler voluntarily leaves a trip after it has started, no refund will normally be provided for unused services.
Any additional transportation, accommodation, meals, medical expenses, or other costs associated with early departure are the responsibility of the traveler unless covered by travel insurance or otherwise agreed in writing.
14. Booking Changes & Date Changes
Requests to change travel dates, accommodation, transportation, activities, or the number of travelers should be made as early as possible.
Changes are subject to availability and may result in:
- Supplier amendment fees
- Fare differences
- Hotel rate differences
- Permit charges
- Transportation charges
- Administrative fees
A change of travel date may be treated as a cancellation and new booking if the applicable supplier does not permit amendments.
15. Refund Processing
Once a refund has been approved, Royal Nepal Holidays will normally process it within 15–30 business days, depending on the payment method and third-party processing time.
Refunds will generally be made using the original payment method whenever practical.
The following may be deducted from the refundable amount:
- Supplier cancellation charges
- Airline charges
- Hotel cancellation charges
- Permit fees
- Payment gateway fees
- Bank charges
- Currency conversion losses or charges
- Administrative or transaction fees
- Other actual non-recoverable expenses
The final refund amount will be communicated to the traveler before processing whenever reasonably possible.
16. Travel Insurance
We strongly recommend that all travelers purchase comprehensive travel insurance appropriate for their trip.
Depending on the nature of the activity, insurance should cover:
- Trip cancellation
- Medical treatment
- Emergency evacuation
- Helicopter rescue
- Personal accident
- Flight delays and cancellations
- Lost or delayed baggage
- Trekking and adventure activities
- Other risks relevant to the planned journey
Travelers participating in certain trekking, mountaineering, expedition, or adventure programs may be required to have appropriate insurance coverage.
Royal Nepal Holidays is not responsible for expenses that are reasonably recoverable through the traveler's insurance policy.
17. Visa, Passport & Documentation Issues
Travelers are responsible for ensuring that they have valid passports, visas, permits, insurance, and other required travel documents.
If a traveler is unable to travel because of:
- Visa refusal
- Invalid or expired passport
- Missing documentation
- Immigration restrictions
- Failure to obtain required permits
the standard cancellation and supplier policies will apply.
Non-refundable costs already incurred may be deducted from any applicable refund.
18. Refunds for Special Offers & Promotional Packages
Discounted tours, promotional offers, fixed-departure trips, special rates, early-booking offers, and customized packages may have different cancellation conditions.
Where special cancellation terms are stated in the quotation or booking confirmation, those terms will apply to the specific booking.
19. Refund Request Procedure
To request a cancellation or refund, please email:
The request should include:
- Full name of the traveler
- Booking/reference number
- Trip name
- Scheduled travel date
- Reason for cancellation, where applicable
- Payment details or transaction reference if requested
Our team will review the request and confirm the applicable cancellation charges and refundable amount.
20. Complaints & Disputes
If you experience a problem during your trip, please notify your guide, driver, local representative, or Royal Nepal Holidays as soon as reasonably possible so that we have an opportunity to resolve the issue.
Formal complaints relating to a completed trip should preferably be submitted in writing as soon as possible after the trip.
Any complaint or refund request will be reviewed according to the booking confirmation, applicable supplier conditions, these policies, and applicable laws of Nepal.
21. Policy Updates
Royal Nepal Holidays may update this Refund & Cancellation Policy from time to time to reflect changes in our services, supplier requirements, operational procedures, or applicable regulations.
The policy applicable to a confirmed booking will generally be the policy communicated or agreed at the time of booking, unless a change is required by law or by a third-party supplier.
22. Contact Royal Nepal Holidays
For cancellation requests, refund inquiries, booking modifications, or further clarification, please contact:
Royal Nepal Holidays
Email: sales@royalnepalholidays.com
Phone: +977 9841953467
Website: www.royalnepalholidays.com
Location: Thamel, Kathmandu, Nepal
Last Updated: September 2026