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Reservation & Refund Terms

Booking & Cancellation Policy

Transparent seat reservation process, clear refund timelines, and weather force-majeure safeguards.

Terms & Conditions Booking & Cancellation Policy Privacy & Personal Data Notice Risk & Liability Waiver

Transparent Reservation Guidelines

TraWell Amigos strives to keep the booking and cancellation process fair, predictable, and hassle-free. Because our adventure trips involve pre-contracted private transport (buses, tempo travelers), local village host meal preparations, and forest entry permits, cancellation guidelines must strictly align with logistical operational lead times.

1. Seat Reservation & Payment Confirmation

To secure your seat on an upcoming batch:

  • Weekend & Day Treks: 100% advance payment is required at the time of reservation.
  • Multi-Day Backpacking & Himalayan Expeditions: A 50% non-refundable advance booking deposit secures your slot, with the remaining balance due 7 days prior to departure.
  • Payment Verification: Seats are confirmed only upon receipt of the 12-digit UPI UTR transaction reference number. A digital booking pass containing your unique PNR code is issued immediately upon reconciliation.

2. Traveler Cancellation Refund Schedule

If you must cancel your reservation, the following refund slabs apply based on when written notice is received via WhatsApp or email:

Cancellation Notice Timing Monetary Refund Transfer Credit Option
7 or More Days Before Departure: 90% Refund | 100% Voucher Credit (valid 6 months)
3 to 6 Days Before Departure: 50% Refund | 75% Voucher Credit (valid 6 months)
Within 48 Hours of Departure: No Refund (0%) | Not applicable (costs committed)
No-Show or Late Arrival at Boarding: No Refund (0%) | Buses cannot wait beyond departure time

3. Seat Transfer & Traveler Substitution

If you are unable to join due to personal reasons, you may transfer your confirmed seat to a friend or family member up to 24 hours prior to departure at zero transfer fees. Simply provide the new traveler's Full Name, WhatsApp mobile number, emergency contact, and pickup stop to our coordination team.

4. Cancellations by TraWell Amigos (Force Majeure & Safety)

In the mountain environment, safety always supersedes convenience. If TraWell Amigos must cancel an event:

  • Severe Weather & Force Majeure: In the event of government red alerts, heavy rainfall warnings, landslides, flash floods, or district administration trail closures, participants receive a 100% full refund or a 100% credit voucher valid for 1 year with zero deductions.
  • Minimum Headcount Requirement: If an upcoming batch does not meet the minimum operational threshold (typically 10-12 participants), we will notify participants at least 36 to 48 hours in advance and offer either a 100% full immediate refund or a seamless transfer to an alternate trek.

5. Refund Processing Timeline

All approved monetary refunds are processed directly back to the originating bank account or UPI VPA within 3 to 5 business days. TraWell Amigos does not deduct hidden convenience charges or administrative processing deductions on eligible refunds.

6. Itinerary Changes & Route Flexibility

Mountain terrain and sudden weather shifts may require the trek leader to modify the route, camp location, or summit turnaround time for group safety. No partial or pro-rata refunds are applicable for route adjustments made in good faith to safeguard participants.

Need to Modify or Cancel a Reservation?

Our booking desk is ready to assist you directly with transfer vouchers and refund requests.

WhatsApp Booking Desk