Cancellation Policy

The terms, rules and guidelines about Saphar Travel tours and services.

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Cancellation Policy– Saphar Travel

This Cancellation Policy applies to all guests who have booked Group Tours, Customized Tours, or MICE Tours through SAPHAR TRAVEL.

Payment Terms
  • Accepted Methods: Payments may be made via Cheque, Demand Draft, NEFT, RTGS, IMPS, or Company-approved UPI/QR code only. No other payment methods will be accepted without prior written approval from SAPHAR TRAVELS.
  • Booking Confirmation: A booking will be considered valid and confirmed only after:
    • Submission of a duly completed Booking Form and Statement of Account;
    • Receipt of the payment in SAPHAR TRAVELS’ designated bank account; and
    • Issuance of a valid Payment Receipt by SAPHAR TRAVELS.
  • Guest Responsibility:
    • Guests are responsible for ensuring that payments are successfully transferred and credited to SAPHAR TRAVELS’ account.
  • Transaction charges, deductions, or shortfalls due to bank/UPI/app fees must be borne entirely by the guest.
  • Cheque bounce charges or failed transaction penalties will be recovered from the guest.
  • Screenshots or payment confirmations do not constitute proof of payment until the amount reflects in SAPHAR TRAVELS’ account.
  • Registration Amount: The booking/registration amount paid at the time of reservation is strictly non-refundable, regardless of the stage of cancellation.
  • Administrative Stage (Post-Booking / Before Visa Appointment): A minimum administrative fee along with any third-party service charges will apply.
  • Post Visa Application / Processing: All visa fees, processing costs, and service charges are non-refundable, irrespective of the outcome of the application.
  • Post Visa Approval: In addition to visa-related costs, cancellation charges will apply as per the specific tour itinerary and third-party service provider policies.
  • Timeline-Based Cancellation Charges (on total tour cost):
    • Less than 60 days prior to departure: 50%
    • Less than 45 days prior to departure: 70%
    • Less than 30 days prior to departure: 100%
  • Third-Party Costs: Any non-refundable amounts charged by airlines, hotels, transport providers, or other third-party suppliers will be fully borne by the guest, regardless of the cancellation stage.
  • Tour-Specific Terms: For certain tours (e.g., special departures, peak-season packages, MICE tours), specific cancellation terms may apply. Guests are required to refer to the respective travel itinerary for full clarification, as those terms will override the general policy stated here.
  • Force Majeure Cancellations: In case of events beyond control (such as natural calamities, pandemics, epidemics, political unrest, war, strikes, or government regulations), no refunds will be provided under any circumstances. At the sole discretion of SAPHAR TRAVELS, a credit note or rescheduling option may be offered, subject to third-party approvals.
  • No-Show Policy: If a guest fails to report at the designated departure point (airport, railway station, bus pickup point, etc.) at the scheduled time, the booking will be treated as a “No-Show”, and 100% of the tour cost will be forfeited. No refunds or rescheduling will be entertained.
  • Partial Cancellation: If one or more members of a group booking cancel, cancellation charges will apply to the cancelling members as per the above policy. The remaining members shall bear any additional costs incurred (such as change in room configuration, single occupancy charges, or revised transport costs).
  • Transfer of Booking: A confirmed booking may be transferred to another guest only if:
    • The request is made at least 30 days prior to departure, and
    • All service providers (airlines, hotels, visa authorities, etc.) accept the transfer.
    • Any additional costs, penalties, or reissuance fees must be borne entirely by the guest.
    • If third-party providers do not allow transfer, the original booking will be treated as a cancellation.
  • Early Departure / Curtailment by Guest: If a guest chooses to leave the tour midway, for personal, medical, or any other reason, the booking will be treated as 100% utilized, and no refunds, partial refunds, or credits will be provided. Any additional arrangements (flights, hotels, transport) required will be solely at the guest’s expense.
  • Refunds (if applicable): Refunds will only be processed after deducting applicable charges and upon receipt of funds from third-party suppliers.
  • Procedure:
    All cancellation requests must be submitted in writing via official email to SAPHAR TRAVELS. Verbal, WhatsApp, or phone requests will not be considered valid.
  • Refund Process:
    • Refunds, where applicable, will first be issued in the form of a credit note, valid for 12 months from the cancellation date.
    • Credit notes can only be redeemed against future bookings with SAPHAR TRAVELS and are non-transferable.
    • If the guest specifically requests a bank refund, applicable administrative charges, third-party deductions, and taxes will be applied, and the balance (if any) will be refunded within 30–45 business days, subject to receipt of funds from suppliers.
    • In case of cancellations covered under the non-refundable clauses (registration amount, visa fees, third-party costs, force majeure, no-shows, early departure), no refund or credit note will be issued.
  • Refund Mode Policy:
    • Refunds (if applicable) will be processed only through bank transfer to the same account from which the original payment was made.
    • Refunds will not be issued in cash or to any third-party account under any circumstances.
    • SAPHAR TRAVELS is not responsible for delays arising due to incorrect or incomplete bank details provided by the guest.
  • Refund Hierarchy:
    • Refunds (if any) will only be processed after SAPHAR TRAVELS has received the corresponding refunds from third-party suppliers (airlines, hotels, transport operators, etc.).
    • The company shall not be liable to make advance refunds from its own funds while awaiting settlements from service providers.
    • The timeline for refund processing will commence only after funds are received by SAPHAR TRAVELS from the concerned suppliers.
  • For Group Tours, guests booking under twin/triple sharing are responsible for arranging their own room partners. SAPHAR TRAVELS does not guarantee a room partner under any circumstances.
  • If a guest books on twin sharing and no suitable partner is available, the booking will be automatically converted to single occupancy, and the guest shall bear the full single occupancy cost.
  • In the event a room partner cancels, the remaining guest must either:
    • Pay the single occupancy supplement, or
    • Find an alternate partner who agrees to share the room (subject to SAPHAR TRAVELS approval).
  • Refunds or credit notes, if applicable, will be strictly as per the standard cancellation policy and no waiver of single occupancy charges will be entertained.
  • Rights Reserved: SAPHAR TRAVELS reserves the right to cancel, reschedule, or modify any tour due to operational reasons, low participation, force majeure, or any circumstances beyond its control.
  • Refund in Case of Cancellation: In the event of tour cancellation by SAPHAR TRAVELS, a full refund of the tour amount paid will be processed within 40–45 business days. No interest or compensation will be payable on any amounts paid.
  • Discretionary Cancellation: SAPHAR TRAVELS reserves the right to refuse, cancel, or modify any booking at its sole discretion, without providing justification, including cases of guest conduct, incomplete documentation, or non-compliance with company policies.
  • Policy: SAPHAR TRAVELS shall not be liable for any refunds, compensation, or claims in case of cancellations, interruptions, or modifications of tours arising from circumstances beyond its control, including but not limited to natural disasters, pandemics, epidemics, war, political unrest, strikes, government regulations, or acts of terrorism.
  • Credit Option: At the sole discretion of SAPHAR TRAVELS, guests may choose to reschedule the tour or receive a credit note, valid for 12 months from the date of issuance.
  • No Refunds: Under force majeure events, no monetary refunds shall be provided. Credit notes, if offered, are non-transferable and subject to company approval and third-party service provider confirmations.
  • In the event of rescheduling caused by force majeure or circumstances beyond the control of SAPHAR TRAVELS — including but not limited to natural disasters, pandemics, political unrest, government restrictions, airline schedule changes, or major local events — no refund shall be provided.
  • Guest Safety Priority: SAPHAR TRAVELS shall prioritize guest safety and may reschedule the tour dates, modify the itinerary, or change operational arrangements to ensure safe and feasible travel.
  • Any additional costs incurred due to rescheduling (e.g., revised flights, accommodations, or transport changes) shall be borne by the guest, if applicable.
  • Guests will be offered a rescheduled tour or credit note, at the sole discretion of SAPHAR TRAVELS, subject to third-party service provider approvals.
  • Cancellation Charges: In the event of a visa rejection, the date of visa rejection will be treated as the cancellation date, and cancellation charges will apply as per the standard policy.
  • Reapplication: Guests may choose to reapply for the visa at their own expense. SAPHAR TRAVELS bears no responsibility or liability for visa rejections.
  • Second Rejection: If a second visa application is rejected, cancellation charges will again be calculated from the date of the second rejection.
  • Group Bookings: For group tours, if a visa rejection or delay leads the group to cancel the entire tour, cancellation charges will apply individually to each member as per the standard cancellation policy.
  • Non-Refundable Costs: Any visa fees, processing charges, or third-party payments made for the visa are strictly non-refundable, regardless of rejection.
  • Default Clause: If a guest fails to make the required payment within the stipulated timelines, the booking will be automatically cancelled without prior notice.
  • Forfeiture of Amount Paid: SAPHAR TRAVELS reserves the right to forfeit any amounts already paid, including registration or partial payments, without any liability.
  • Cancellation Date: The date of default (i.e., the payment due date) will be treated as the cancellation date, and cancellation charges will be applied as per the standard cancellation policy.
  • Guests remain liable for any third-party costs incurred by SAPHAR TRAVELS on their behalf, such as airline ticketing, hotel bookings, or visa processing, even in case of defaulted payment.
  • SAPHAR TRAVELS reserves the absolute right to refuse any booking or terminate a guest’s participation in a tour at its sole discretion.
  • No prior notice, explanation, or justification is required for such refusal or termination.
  • Grounds for refusal or termination may include, but are not limited to:
    • Incomplete or inaccurate documentation
    • Non-payment or delayed payment
    • Misbehavior, misconduct, or actions affecting the safety or comfort of other guests
    • Non-compliance with SAPHAR TRAVELS policies or instructions
  • Guests who are denied participation or removed from a tour will not be entitled to any refund, compensation, or claim for damages.
  • If a guest fails to report at the designated departure point (airport, railway station, bus pickup point, etc.) on the scheduled date and time, the booking will be treated as a “No-Show.”
  • 100% of the total tour cost will be forfeited, and no refund, credit note, or rescheduling will be provided.
  • SAPHAR TRAVELS will not be responsible for missed flights, transfers, or any services due to the guest’s failure to report on time.
  • Guests are advised to confirm departure timings, locations, and reporting instructions well in advance to avoid No-Show charges.
  • Guests who disrupt the group decorum or exhibit inappropriate, offensive, or unsafe behavior towards co-travelers, tour staff, or local communities may be removed from the tour at the sole discretion of the Tour Manager or SAPHAR TRAVELS.
  • No refund or credit will be provided in such cases.
  • The removed guest is responsible for arranging their own return travel, accommodation, and other expenses arising from the removal.
  • SAPHAR TRAVELS reserves the right to take additional action if the behavior causes legal, safety, or operational issues during the tour
  • Coverage: Travel insurance is included in the tour cost for guests up to 59 years of age on standard group tours.
  • Optional Coverage for Others: Guests above 59 years of age, or those requiring additional coverage, are responsible for purchasing their own travel insurance.
  • Scope & Limitations: Travel insurance covers events as per the insurance provider’s policy terms, including health, accident, luggage, and trip interruption. SAPHAR TRAVELS does not guarantee insurance coverage beyond what the provider offers.
  • Guest Responsibility: Guests are strongly advised to review the insurance policy for coverage details, exclusions, and claim procedures. SAPHAR TRAVELS is not liable for any losses, claims, or disputes arising from the insurance.
  • Mode of Refund: All refunds will be issued in Indian Rupees (INR) via NEFT/RTGS, regardless of whether the original payment was made in foreign currency.
  • No Interest: No interest shall be payable on any amounts held by SAPHAR TRAVELS, including amounts pending for refund.
  • Non-Refundable Charges: Convenience fees for payments made via UPI, payment gateways, or any other mode are strictly non-refundable.
  • Force Majeure / Uncontrollable Situations: In cases of force majeure, unforeseen events, or uncontrollable circumstances, SAPHAR TRAVELS reserves the right to levy non-refundable charges (including, but not limited to, service fees, transfer fees, processing fees, or third-party costs) for standalone services or tours.
  • Third-Party Deductions: Any refund will be processed only after receipt of funds from third-party suppliers (airlines, hotels, transport operators, etc.), and SAPHAR TRAVELS is not responsible for delays caused by them.

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Saphar Travel is more than just a travel company we are the bridge to your global aspirations. For 2026, we’ve redefined the art of exploration by curating the best international group tours for families and youth. Whether you are seeking a seamless, luxury escape with your loved ones or a high-energy adventure group tour with a like-minded squad, we turn your travel dreams into reality. From authentic Indian meals in Europe to hidden gems in Vietnam, every voyage is a testament to our commitment to quality, safety, and the unwavering trust you place in us. Your next great safar begins here

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