Cancellation & Refund Policy

Plans change — flights get missed, health issues come up, work gets in the way. We get it, and we'd rather you understood our Nepal trekking cancellation policy clearly before you book than be surprised by it later.

This page explains our cancellation and refund policy in simple terms. Our full Terms & Conditions apply to every booking, and this page doesn't change or override them — it just makes them easier to follow.

If anything here still isn't clear, email us at info@placesnepal.com before you book. We'd rather answer your question now than deal with confusion later.

1. Before You Cancel

A few quick things to check first:

• Your departure date — the refund you get depends entirely on how many days remain before your trip starts.
• How many days are left — count from today to your departure date.
• Your booking confirmation email — you'll need the details in it when you contact us.
• Who to contact — all cancellations go through info@placesnepal.com, in writing.

2. Cancellation Refund Schedule

This is the core of our Places Nepal cancellation policy. All cancellations must be made in writing.

3. Your 10% Booking Deposit

A 10% deposit is required to confirm any booking with us. Two things happen:

• The deposit is non-refundable. It isn't returned to you in cash.
• If you cancel after paying it, the deposit is kept as a lifetime credit. You can put it toward any future trip with Places Nepal — there's no expiry date on this credit.

4. How to Cancel

Cancellations must be made in writing — email is fine.

Send your cancellation request to:

info@placesnepal.com

Your cancellation date is based on when we receive your written request, which is what determines which refund band in Section 2 applies to you.

We also have a process for cancelling by WhatsApp or phone — written email is recommended.

5. Changing or Postponing Your Trip

Plans shifting rather than cancelling outright? You may be able to change your dates instead.

• Request your change or postponement at least 15 days before departure.
• A change fee of USD 200 per person applies.
• No changes are accepted within 15 days of departure — at that point, the cancellation schedule in Section 2 applies instead.
• Transferring your booking to someone else is possible, as long as the new traveler meets the trip's requirements and you provide the necessary documents.

6. If You Need to Leave the Trek Early

Sometimes trekkers decide to stop partway through — altitude, fitness, or simply changing their mind about continuing.

There's no refund for services you don't use once your trip has started. This covers situations like:

• Deciding to stop trekking and head back early
• Leaving the planned route partway through for personal reasons
• Skipping a service that was already arranged and paid for

Once a trip has begun, the days, guides, permits, and accommodation booked on your behalf are already committed.

7. Personal Reasons

If you cancel for reasons unrelated to us — a change in your own plans, a scheduling conflict, or simply deciding not to travel — the refund schedule in Section 2 applies based on how many days before departure you cancel. There's no separate, more generous rule for personal cancellations.

This is exactly why travel insurance matters (see Section 11) — it's designed to cover the kind of personal circumstances that our booking terms don't.

8. Flight Delays, Weather and Other Events Outside Our Control

Sometimes a trip is affected by things nobody can control — not us, not you. Our Terms & Conditions call this a "force majeure" event; in plain terms, that means things like:

• Flight cancellations or major delays
• Severe weather disruptions
• Landslides or earthquakes
• Political unrest
• Government-imposed travel restrictions

When something like this affects your trip:

• No cash refund is issued.
• You may be able to reschedule, or choose an alternative trip of equal value — subject to availability.
• Any extra costs caused by the disruption — accommodation, meals, transport — are paid by you.
• If you're travelling solo and your trekking partner's plans change because of the disruption, a single-supplement charge may apply.

We can't promise that rescheduling or a swap will always be possible — that depends on availability and the circumstances at the time.

9. If Places Nepal Cancels Your Trip

This is different from you cancelling — this is us cancelling on our end. We may do this because of:

• Events outside our control, as described in Section 8.

If we cancel your trip:

• You can reschedule at no extra cost, and this option stays valid for up to 3 years.
• Alternatively, you can transfer your booking to someone else.
• If the cancellation is due to an event outside our control, no cash refund is given — only the rescheduling or transfer options above.

10. Refund Requests

If a refund is due to you, here's how to claim it:

Step 1. Send your refund request in writing.

Step 2. Send it from the same email address you used to book.

Step 3. Send it within 45 days of your trip being cancelled.

Step 4. Keep copies of all correspondence with us — your emails are your proof.

Step 5. We process refunds by the end of the calendar year in which the trip was cancelled.

We know that's not instant, and we're not going to promise a faster timeline than our terms actually support.

11. Travel Insurance

We require all travellers to have comprehensive travel insurance, and honestly, this matters more than most people expect — because a lot of what happens on a trek isn't covered by our refund policy above.

Your policy should cover:

• Trip cancellation
• Emergency evacuation
• Medical treatment
• Theft or loss of belongings
• Trekking and high-altitude activities specifically (a standard travel policy sometimes excludes this — check the fine print)

Good insurance is often what stands between you and a real financial loss if your personal plans change, if you get sick, or if you need to be evacuated from altitude. We can't tell you an insurer will pay out on any specific claim — that's between you and your insurance provider — but we can tell you that trekking at altitude without proper cover is a real risk.

12. What Isn't Refundable

The following are not refunded:

• The 10% booking deposit (see Section 3 for the lifetime-credit alternative)
• Services missed once your trip is underway
• Costs from leaving a trek early
• Cancellations less than 15 days before departure
• Extra costs caused by events outside our control (Section 8)

13. Quick Summary

Frequently Asked Questions

Is the 10% deposit ever refunded in cash?
No. Under our current terms, the deposit is non-refundable as cash. If you cancel after paying it, it's held as a lifetime credit toward a future Places Nepal trip instead.

What's the deadline to cancel and still get 80% back?
You need to cancel in writing at least 31 days before your departure date.

Can I change my trek dates instead of cancelling?
Yes, if you request the change at least 15 days before departure. A USD 200 per person change fee applies, and no changes are accepted within 15 days of departure.

Do you refund trips affected by bad weather or flight cancellations?
No cash refund is given for these events, but you can usually reschedule or switch to an alternative trip of equal value, subject to availability.

What if Places Nepal cancels the trip, not me?
You can reschedule at no extra cost (valid for up to 3 years) or transfer your booking to someone else. No cash refund is given if the cancellation was due to an event outside our control.

How long do I have to submit a refund request?
45 days from the date your trip was cancelled, sent in writing from the same email you used to book.

Questions About Your Booking?

We'd rather you ask before you book than wonder after. Reach us at:

info@placesnepal.com
Head Office: Medical Chowk, Nayabazar, Kathmandu, Nepal
+977 9851239965 (WhatsApp)

For the full legal terms behind this summary, see our Terms & Conditions.