Effective & last updated: September 24, 2026 • Samrat Tours & Travels Pvt. Ltd.
Samrat Nepal / Samrat Tours and Travels
Website: samratnepal.com
This Booking and Cancellation Policy (“Policy”) governs bookings, reservations, payments, cancellations, amendments, refunds, no-shows, and related travel arrangements made through Samrat Nepal / Samrat Tours and Travels (“Samrat Nepal,” “we,” “us,” or “our”).
This Policy applies to bookings made through our website, offices, telephone, email, WhatsApp, social media, messaging platforms, travel consultants, representatives, agents, or any other authorized booking channel.
By requesting, confirming, or making payment for a booking, you (“Customer,” “Traveler,” “you,” or “your”) acknowledge that you have read, understood, and agreed to this Policy, together with our Terms of Use, Privacy Policy, applicable booking confirmation, quotation, invoice, itinerary, and any supplier-specific terms communicated to you.
This Policy may apply to:
Different services may have different cancellation and refund rules. The specific cancellation terms stated in your quotation, booking confirmation, invoice, ticket, itinerary, or supplier terms may override the general provisions of this Policy where expressly stated.
A booking inquiry, quotation request, provisional reservation, application, or submission of traveler information does not necessarily constitute a confirmed booking.
A booking shall generally be considered confirmed only after:
Certain services may require full payment before confirmation.
Availability, pricing, taxes, fees, foreign exchange rates, supplier conditions, and inventory may change before confirmation.
The total amount payable will depend on the selected travel services and may include:
Unless expressly stated otherwise, a quotation is not a guarantee that the quoted price will remain available indefinitely.
Payment deadlines stated in quotations, invoices, booking confirmations, or communications must be observed.
Failure to make payment by the specified deadline may result in cancellation of the provisional reservation, loss of availability, repricing, or additional charges.
Some bookings require an advance payment or deposit to secure accommodation, transportation, flights, permits, guides, suppliers, or other travel arrangements.
A deposit may be:
The refundability of an advance payment will depend on the specific service and the applicable terms communicated at the time of booking.
Customers should not assume that an advance payment is automatically refundable.
Customers wishing to cancel a booking must notify Samrat Nepal in writing through an authorized communication channel.
Cancellation requests may be submitted through email, written communication, or another communication channel specifically designated by Samrat Nepal.
The effective cancellation date will generally be the date on which Samrat Nepal receives the cancellation request, subject to verification.
Telephone or verbal requests may be insufficient where written confirmation is required.
Cancellation charges will depend on:
Many travel services are supplied by third parties, including airlines, hotels, transportation providers, tour operators, pilgrimage operators, activity providers, visa authorities, insurance companies, and other suppliers.
Where a supplier imposes cancellation charges, those charges may be deducted from the amount otherwise refundable to the Customer.
Examples include:
Samrat Nepal will not represent a supplier-imposed amount as a Samrat Nepal cancellation fee where the amount is actually imposed by the supplier.
In addition to supplier cancellation charges, Samrat Nepal may charge reasonable service, administrative, processing, documentation, booking, amendment, or cancellation fees where such charges were disclosed or are reasonably applicable to the service provided.
Such charges may cover work already performed, including:
Service fees may be non-refundable where the relevant service has already been performed.
Airline bookings are subject to the fare rules, ticket conditions, airline policies, and applicable aviation requirements governing the ticket.
Depending on the fare and airline, a ticket may be:
Any refund for an airline ticket will generally be calculated according to the applicable airline and fare rules.
Taxes, airline charges, service fees, booking fees, and other components may be treated differently under the applicable fare conditions.
Where an airline cancels or materially changes a flight, Samrat Nepal will assist the Customer in communicating with the airline or processing the available options, subject to the airline's applicable rules.
Hotel and accommodation bookings are subject to the cancellation, amendment, payment, and no-show conditions of the relevant property or booking supplier.
Some hotel bookings may allow free cancellation until a specified deadline.
Others may be:
The specific conditions applicable to the Customer's reservation will normally be communicated during booking or shown on the applicable confirmation.
Cancellation terms for tours, trekking, pilgrimage journeys, and holiday packages may vary substantially according to the nature of the trip.
Once Samrat Nepal or its suppliers have committed funds toward:
those amounts may become partly or entirely non-refundable.
For customized, private, group, pilgrimage, charter, peak-season, or specially arranged travel, cancellation charges may therefore be substantially different from standard travel bookings.
The cancellation schedule communicated in the relevant quotation or booking confirmation will apply where one has been provided.
Customized itineraries may involve advance commitments to multiple suppliers.
Once arrangements have been made specifically for a Customer, cancellation may result in costs that cannot be recovered.
These may include:
Customized bookings may therefore be subject to stricter cancellation terms than standard bookings.
Visa assistance does not constitute a guarantee that a visa will be granted.
Visa decisions are made by the relevant embassy, consulate, immigration authority, government department, or other competent authority.
Visa application fees, government fees, appointment fees, service fees, documentation charges, courier charges, and other third-party costs may be non-refundable regardless of the outcome of the application.
If a visa is refused, delayed, cancelled, or issued with conditions, the refund or cancellation consequences will depend on the relevant supplier and service terms.
Samrat Nepal is not responsible for a visa authority's independent decision.
Customers are responsible for providing accurate and valid information and documents required for their booking.
This may include:
Customers are responsible for checking that names and other details on tickets, reservations, visas, and travel documents are correct.
Errors caused by inaccurate or incomplete information supplied by the Customer may result in amendment fees, cancellation charges, rebooking costs, denied boarding, visa problems, or loss of travel arrangements.
Customers are responsible for ensuring that they possess valid passports, visas, permits, entry documents, transit permissions, vaccination certificates, insurance, and other documents required for their journey.
Travel-document requirements may differ according to nationality, destination, transit country, purpose of travel, and date of travel.
Samrat Nepal may provide assistance or information but does not guarantee that a Customer will satisfy the requirements of any foreign government, airline, border authority, embassy, consulate, or immigration authority.
Requests to change a booking may be subject to:
A change request does not automatically cancel the original booking.
Customers should obtain written confirmation before assuming that a requested change has been completed.
Name corrections or name changes may be subject to strict airline, hotel, supplier, immigration, or ticketing rules.
Some suppliers may not permit name changes after confirmation or ticket issuance.
Where permitted, the Customer may be responsible for all applicable charges.
Customers should therefore carefully verify the spelling of every traveler's name before confirming a booking.
A “no-show” occurs when a Customer fails to use a confirmed service without properly cancelling or changing the reservation within the applicable cancellation period.
No-shows may result in:
Unless the applicable supplier's rules provide otherwise, Samrat Nepal does not guarantee a refund for unused services resulting from a no-show.
Failure to arrive at the required departure point, hotel, airport, meeting point, or other location on time may result in the loss of the relevant service.
Unused portions of a package generally do not automatically qualify for a refund.
This may include:
Customers should contact Samrat Nepal as soon as possible if circumstances may cause them to miss a scheduled service.
Samrat Nepal may cancel, suspend, modify, or decline to provide a booking where reasonably necessary, including where:
Where Samrat Nepal cancels a service for reasons within its responsibility, Samrat Nepal will communicate the available remedy in accordance with the applicable booking terms and applicable law.
Where cancellation results from a supplier or event outside Samrat Nepal's reasonable control, any refund will generally be limited to amounts actually recoverable from the relevant supplier, subject to applicable law and the specific booking terms.
A supplier may change or cancel a service after a Customer has made a booking.
Examples include:
Samrat Nepal will make reasonable efforts to notify affected Customers and assist with available alternatives.
Any refund, credit, rebooking, replacement service, or other remedy will depend on the supplier's applicable rules and the circumstances of the change or cancellation.
Samrat Nepal shall not be responsible for cancellation, delay, interruption, modification, or inability to provide services caused by circumstances beyond its reasonable control.
Such circumstances may include:
In such circumstances, refunds, credits, postponements, or alternative arrangements will depend on the amounts recoverable from suppliers and the applicable terms.
Where a supplier provides a credit or postponement rather than a cash refund, Samrat Nepal may offer the Customer the corresponding option where commercially and operationally practicable.
For trekking, mountain, helicopter, pilgrimage, and adventure travel, weather and environmental conditions may affect the itinerary.
Flights, helicopter services, roads, trails, accommodation, permits, and other arrangements may be delayed, changed, or cancelled due to safety or operational considerations.
Safety-related decisions may be made by airlines, pilots, authorities, guides, operators, or other competent parties.
Additional costs caused by weather-related delays or changes may not automatically be refundable or included in the original package price.
Where additional accommodation, transportation, flights, meals, or other services become necessary, the Customer may be responsible for such costs unless otherwise covered by the applicable booking terms or insurance.
Customers should notify Samrat Nepal as soon as reasonably possible when cancellation results from illness, injury, death of a family member, or another emergency.
Supporting documentation may be requested where a Customer seeks special consideration.
An emergency does not automatically guarantee a refund.
Any refund, waiver, credit, or cancellation exception will depend on the applicable supplier's rules, insurance coverage, and the circumstances of the case.
Customers are strongly encouraged to obtain appropriate travel insurance.
A refund will be processed only to the extent that an amount is actually refundable under the applicable booking, supplier, and service terms.
The refundable amount may be reduced by:
A booking confirmation or invoice may specify different refund conditions.
Once the refundable amount has been determined and all required cancellation procedures have been completed, Samrat Nepal will process the applicable refund within a reasonable administrative period.
The actual time required for a refund may depend on:
Samrat Nepal cannot guarantee the processing time of an external supplier or financial institution.
Refunds will generally be made through the original payment method where reasonably practicable.
Where payment and refund occur in different currencies, the amount received by the Customer may differ from the original amount paid due to:
Unless required otherwise by applicable law, Samrat Nepal is not responsible for losses caused solely by exchange-rate movements or third-party financial charges.
The following may be non-refundable depending on the applicable booking terms:
The Customer will be informed of material non-refundable conditions where reasonably practicable before confirmation.
Where only part of a booking is cancelled or unused, any refund will be calculated according to the individual components of the booking.
A package price does not necessarily mean that every component has the same cancellation value.
For example, a package may contain flight, hotel, transportation, meals, permits, activities, and service components, each governed by different cancellation rules.
Therefore, a partial cancellation may result in a partial refund rather than a proportional percentage of the total package price.
Customers are responsible for deciding whether to purchase travel insurance appropriate to their circumstances.
Travel insurance may provide protection for certain circumstances such as:
Coverage depends entirely on the applicable insurance policy.
Samrat Nepal does not guarantee that an insurance provider will accept a claim.
Where Samrat Nepal facilitates a booking through another travel company, airline, hotel, online booking platform, tour operator, transportation provider, visa provider, or other third party, the relevant third party's terms may also apply.
Customers may be required to comply with both:
Group bookings may have separate payment and cancellation conditions.
A group booking may require:
Cancellation by one or more members may affect the pricing or availability applicable to the remaining group.
The specific group booking terms provided to the Customer will govern where applicable.
Certain travel products may have a dedicated cancellation schedule.
Examples include:
Where a specific cancellation schedule has been provided with the quotation, invoice, package description, or booking confirmation, that schedule will apply to the relevant booking.
To cancel a booking, the Customer should:
Samrat Nepal may require identity verification before processing cancellation or refund requests.
If a Customer believes that a refund has been incorrectly calculated, the Customer should contact Samrat Nepal promptly with the relevant booking reference and supporting information.
Samrat Nepal may review:
Where a dispute involves a third-party supplier, Samrat Nepal may assist the Customer in communicating with that supplier but cannot guarantee a particular outcome where the supplier controls the refund decision.
Samrat Nepal may suspend or cancel a booking where there are reasonable grounds to suspect:
Where legally permissible, refunds may be withheld or handled according to the applicable payment, legal, and investigative requirements.
Customers must not attempt to circumvent applicable cancellation or payment rules through:
Nothing in this section limits a Customer's lawful rights to dispute an unauthorized transaction or seek a remedy available under applicable law.
Nothing in this Policy is intended to exclude, restrict, or waive any mandatory consumer protection, contractual, statutory, regulatory, or other legal rights that cannot lawfully be excluded or limited.
Where applicable law provides a Customer with rights that are more favorable than the provisions of this Policy, those mandatory legal rights will prevail to the extent required by law.
Bookings are generally subject to the laws applicable to the relevant transaction and services, together with the applicable terms of airlines, hotels, tour operators, transportation providers, government authorities, visa authorities, insurers, and other suppliers.
Where Samrat Nepal's Terms of Use specify governing law and dispute-resolution provisions, those provisions will apply subject to mandatory applicable law and the specific booking arrangements.
Samrat Nepal may update this Booking and Cancellation Policy from time to time to reflect changes in:
The version applicable to a booking will generally be the version communicated or incorporated into the booking at the relevant time, subject to applicable law.
For booking cancellations, amendments, refunds, or questions regarding this Policy, please contact:
Samrat Nepal / Samrat Tours and Travels Pvt. Ltd.
Address: Gairidhara, Kathmandu, Nepal
Email: info@samratnepal.com
Phone: +977 9851361414
WhatsApp: wa.me/9851361414
Website: samratnepal.com
When contacting us about an existing booking, please include your booking reference/invoice number and traveler's name.
Travel services are often supplied by multiple independent providers, each of which may impose its own booking, cancellation, refund, amendment, and no-show conditions.
The exact cancellation and refund conditions applicable to a Customer's booking will therefore depend on the specific service purchased and the terms communicated at the time of booking.
Customers should review the applicable quotation, invoice, ticket, voucher, itinerary, booking confirmation, and supplier conditions before making payment.
By making a booking, the Customer acknowledges that cancellation and refund amounts may differ between components of the same trip and that some amounts may become non-refundable once arrangements have been made or services have been issued.
This Policy should be read together with Samrat Nepal's Terms of Use and Privacy Policy.
