Cancellation and Refund Policy

This Policy explains how cancellations, refunds, credits, and special cases are handled, including Force Majeure, medical events, visa denial, and operator cancellations. Refunds are calculated using timing windows and “recoverable vs. unrecoverable” costs.

Key principles

1. Cancellation must be in writing to info@khumbuadventures.com by the booking lead (or the traveler for solo bookings).
2. Effective time is when we acknowledge receipt (Nepal Time).
3. There are basically two cost buckets:
   • Recoverable costs: costs of services we can cancel without penalty (some hotels, some transport).
   • Unrecoverable costs: costs of permits already issued, nonrefundable deposits, domestic flights after ticketing, supplier penalties, banking/merchant fees.

Refund timing table (standard Land Services)

These percentages apply to Trip Price paid to us, excluding unrecoverable costs and nonrefundable third‑party items.

Unrecoverable items are always deducted before calculating refunds (e.g., issued permits, domestic flights already ticketed, special order arrangements).

One-day tours and short activities:

Unless stated otherwise on the product page:

• 14+ days before: 90% refund
• 3–13 days before: 50% refund
• 0–2 days before: 0% refund

Refund method and timelines:

Processing time: within 15-30 business days after confirming the refund amount and receiving any required documents (bank details, card transaction reference).

Banks/processors: additional time may be required by banks/payment gateways. Refunds are made to the original payment method where possible; otherwise by bank transfer.

Examples:

Example A:

(40 days before): Trip price paid to us = $1,000. Cancel 40 days before → 50% = $500 refundable. If $120 of permits/flights are unrecoverable, refund = $380.

Example B:

(70 days before): $1,000 paid. Cancel 70 days before → 90% = $900 refundable, minus $0 unrecoverables → refund $900.

Special cases:

Force Majeure (before start):

If a Force Majeure Event prevents operation of the Trip (route closures, government restrictions, natural disaster, severe weather, etc.), we will offer (choose one):

• Option 1: Trip credit (100%) valid 24 months, or
• Option 2: Cash/Bank refund minus unrecoverable costs (permits, flights, supplier deposits we cannot recover).

This approach aligns with widely used travel-industry Force Majeure handling (credit or refund less unrecoverables).

Force Majeure (after Trip starts):

We will calculate a pro‑rata value of unused Land Services, then deduct unrecoverable costs and additional safety/logistics costs already incurred. Then we process the refund accordingly.

Medical unfitness before departure (client):

If you provide a doctor’s letter stating you are unfit to travel/trek:

We will apply the standard refund table but may offer a one‑time rebooking credit for the unrecoverable portion (valid 12 months) as much as possible.

Medical evacuation during the Trip:

Evacuation costs are the client’s responsibility (typically paid for by insurance). If in the event that a Client has to evacuate and thereby, cutting his trip short. We cannot refund all the unused days on rest of their trip. We will, however, do our best (not guaranteed) to refund hotels and flights, as well as Land Services unused if suppliers provide credit/refund; unrecoverables are not refundable. We understand that you would never knowingly wish to cut your trip short due to medical emergencies however, our guides & porters are paid for the full trek regardless. 

Visa denial / inability to enter Nepal:

Nepal visa rules and eligibility vary by nationality and may require obtaining a visa prior to arrival for certain nationalities. If you cannot obtain/extend a visa, it is treated as a client cancellation under the refund timing table.

Government permit restrictions / route rules:

Restricted-area trekking requires permits and compliance with designated routes; trekking outside specified routes is treated as a legal violation by the permit framework. If a permit is refused due to incomplete/ incorrect client information, it is treated as a client-side cancellation and unrecoverable permit fees are deducted.

Operator cancellation (not Force Majeure):

If we cancel for reasons within our control, you may choose:

• full refund of amounts paid to us for undelivered Land Services, or
• reschedule with price protection, or
• trip credit (100%).

Consumer transparency note

Nepal’s Consumer Protection Act includes duties for service providers such as publishing price information and providing receipts and service details. Our invoices/receipts and this Policy are designed to support transparent service delivery.

Cancellation contact:
Cancellations team: info@khumbuadventures.com and nuruwangdi@gmail.com 
Refunds team: info@khumbuadventures.com