When creating a Refund and Cancellation Policy for a travel agency website, it?s important to clearly communicate the terms and conditions surrounding cancellations, refunds, and any associated fees. This policy should provide clarity on how cancellations are handled, what fees may apply, and under what circumstances refunds may be issued.

Here is a sample Refund and Cancellation Policy for a travel agency website: Refund and Cancellation Policy for RideLink

Effective Date: 28-12-2024

We understand that sometimes travel plans may need to change, and we strive to make the cancellation and refund process as straightforward as possible. By booking with RideLink, you agree to the following cancellation and refund terms:

1. General Cancellation Policy
Cancellation by the Customer: If you need to cancel your travel booking, please notify us as soon as possible. Cancellations must be made in writing via email.
Cancellation Fees: Depending on the time of cancellation, certain fees may apply. These fees are in place to cover administrative costs and charges from third-party providers (e.g., tours & travel agencies and car rental companies). The exact fee will vary based on the type of service booked, the timing of the cancellation, and the policies of the service provider.

2. Cancellation Fees Breakdown
Tours and Activities: Cancellations made 5 days before the tour/activity will receive a 10% refund. For cancellations within 5 hours of the activity or no-show, no refund will be issued.
Car Rentals: Cancellations made 2 hours before pick-up may incur a 10% cancellation fee. Cancellations made within 10 hours of pick-up or no-show will result in the full cost of the car rental being charged.


3. Refund Process

Refund Eligibility: Refund eligibility depends on the cancellation policy of the specific service provider and how much time remains before your travel date.
Refund Approval: After receiving your cancellation request, we will verify your eligibility for a refund based on the policies of the involved suppliers (e.g., tours & travel agencies and car rental companies). Once approved, we will initiate the refund process.
Refund Timeframe: Refunds may take up to 4 weeks to process, depending on the payment method used and the policies of the service providers. Please note that some service providers may issue refunds in the form of travel credits or vouchers.

4. Non-Refundable Bookings

Certain travel services or products (e.g. special promotional packages) are non-refundable. These services will be clearly marked as non-refundable during the booking process. Once booked, no cancellations or refunds will be allowed for these services.

5. Cancellations Due to Unforeseen Circumstances

In the event of unforeseen circumstances (e.g., natural disasters, political instability, health emergencies), we will work with service providers to explore available options. Depending on the situation:

Force Majeure: If a service provider cancels your booking due to force majeure events (e.g., severe weather, strikes, pandemics), we will assist you in obtaining a rebooking the service for another date, based on availability.
Travel Insurance: We recommend purchasing travel insurance to cover unexpected cancellations or delays that might affect your travel plans.

6. Changes to Bookings
Customer-Initiated Changes: If you wish to make changes to your booking, please contact us at least 5 days before your departure date. Additional charges or rebooking fees may apply.

Agency-Initiated Changes: If we need to make changes to your booking (e.g., tour cancellations), we will notify you immediately and offer alternative options or a full refund.

7. No-Show Policy
If you do not show up for your scheduled service, no refund will be issued. You may also be responsible for any additional charges or fees incurred.

8. Special Conditions for Group Bookings

Group bookings may be subject to different cancellation and refund policies, which will be outlined in the terms provided at the time of booking. Typically, group bookings require earlier notice for cancellations, and additional charges may apply.

9. Contact Information

If you need assistance with cancellations, refunds, or any other inquiries, please contact our customer service team:

Email: support@bookmyyaatra.com

Address: 9-266 A, Vallioor,Tirunelveli, Tamilnadu