Legal Information
Refund & Cancellation Policy
We understand that plans can change. This policy outlines the terms, timelines, and applicable fees for cancellations and refund requests across all Learn Travel and Tours packages.
Last updated: January 2025
General Cancellation Terms
All cancellation and refund requests must be submitted in writing via email to info@learntravelandtours.com or through our official contact form. Verbal cancellation requests — including those made by phone or WhatsApp — will not be processed until confirmed in writing.
The date of cancellation is defined as the date on which Learn Travel and Tours receives and acknowledges your written cancellation request, not the date you send it. Refunds are calculated based on the number of days remaining before the scheduled tour departure date at the time of acknowledgement.
All refunds are subject to the cancellation fees outlined below. Bank transfer charges, credit card processing fees, and any applicable government taxes are non-refundable under all circumstances.
Cancellation Fee Schedule
The following cancellation charges apply to all standard tour packages offered by Learn Travel and Tours. Charges are calculated as a percentage of the total tour cost:
| Cancellation Timeline | Fee Charged | Refund Amount |
|---|---|---|
| 60 or more days before departure | 10% of total cost | 90% refund |
| 45 to 59 days before departure | 25% of total cost | 75% refund |
| 30 to 44 days before departure | 50% of total cost | 50% refund |
| 15 to 29 days before departure | 75% of total cost | 25% refund |
| 14 days or fewer before departure | 100% of total cost | No refund |
| No-show on departure date | 100% of total cost | No refund |
Note: Some premium and peak-season packages may carry stricter cancellation terms, which will be clearly communicated at the time of booking confirmation.
Destination-Specific Conditions
China & Tibet Tours
Tours to China and Tibet require advance visa processing, government-issued travel permits, and pre-booked train or domestic flight tickets. Due to the non-refundable nature of Chinese travel permits (particularly Tibet Travel Permits and Alien Travel Permits) and pre-purchased rail tickets, an additional surcharge of up to USD 200 per person may be deducted from the refund amount, regardless of cancellation timeline. Chinese domestic flight tickets are governed by the issuing airline’s own refund policy.
Bhutan Tours
Bhutan tourism is regulated by the Royal Government of Bhutan, which mandates a Sustainable Development Fee (SDF) of USD 100 per person per night. This fee is paid in advance and is non-refundable once processed by the Tourism Council of Bhutan. Cancellations of Bhutan packages will therefore exclude the SDF from any refund calculations. Additionally, Bhutan visa fees are non-refundable once the visa has been approved.
Nepal Trekking & Adventure Tours
For Nepal trekking packages (Annapurna, Everest, Langtang, Mustang, and similar regions), any national park entry permits, TIMS cards, and conservation area permits that have already been purchased are non-refundable. If helicopters, porters, or specialised equipment have been booked and confirmed, their costs will be deducted from the refund amount. Cancellations due to weather or natural events during the trek are covered under our Force Majeure provisions below.
International Packages (Europe, Southeast Asia, Middle East)
International packages involve third-party bookings including international flights, hotel reservations, and ground transport operators. Refund amounts for these components are subject to the individual cancellation policies of each supplier. Learn Travel and Tours will make every reasonable effort to recover the maximum refund from third-party suppliers on your behalf, but cannot guarantee full recovery of supplier-held deposits.
Non-Refundable Items
The following costs are non-refundable under any circumstances, even when the general cancellation timeline would otherwise allow a partial or full refund:
- Visa application and processing fees
- Travel insurance premiums (once policy has been issued)
- Government-mandated permits and entry fees already purchased
- International and domestic flight tickets governed by airline refund policies
- Bank wire transfer fees and credit card processing charges
- Bhutan Sustainable Development Fee (once submitted to the Tourism Council)
- Tibet Travel Permit fees (once issued by the Tibet Tourism Bureau)
- Special event or festival entry tickets purchased on your behalf
- Personalised services already rendered (translations, notarisations, document preparation)
Tour Amendments & Date Changes
If you wish to change your tour dates rather than cancel entirely, Learn Travel and Tours will make every effort to accommodate your request, subject to availability. Date change requests must be submitted at least 30 days before the original departure date.
A single date change is permitted free of charge, provided it does not incur additional costs from third-party suppliers (hotels, airlines, permit authorities). If supplier penalties arise from the date change, those costs will be passed on to the traveller. A second or subsequent date change will be treated as a cancellation and rebooking, subject to the cancellation fee schedule above.
Requests to upgrade or amend tour itineraries (adding destinations, changing hotel categories, extending duration) are welcome and will be quoted separately. Amendments are not subject to cancellation fees unless they involve a reduction in tour scope, in which case the difference in cost will be assessed under the cancellation timeline.
Force Majeure
Learn Travel and Tours shall not be held liable for cancellations, delays, or itinerary changes caused by events beyond our reasonable control, including but not limited to:
- Natural disasters (earthquakes, floods, avalanches, landslides)
- Severe weather conditions making travel unsafe
- Epidemics, pandemics, or government-imposed health restrictions
- Political unrest, civil disturbance, or government travel advisories
- Border closures or sudden changes in visa/permit regulations
- Airline cancellations, strikes, or transportation disruptions
- Acts of war, terrorism, or threats thereof
In force majeure situations, Learn Travel and Tours will offer affected travellers the choice between a full credit toward a future tour (valid for 18 months from the original departure date) or a refund of recoverable costs minus any non-refundable items already expended. We will work transparently with each traveller to reach the most favourable outcome possible under the circumstances.
Refund Processing
Once a cancellation request is acknowledged and the applicable fees have been calculated, Learn Travel and Tours will process the refund within 15 to 30 business days. The exact timeline depends on the payment method used and the involvement of third-party suppliers in recovering costs.
Refunds will be issued to the same payment method used for the original booking. If payment was made via bank wire transfer, the refund will be returned to the originating bank account. Credit card refunds are subject to the card issuer’s processing timeline, which typically takes an additional 5 to 10 business days beyond our processing period.
For payments made in multiple instalments, the refund will be calculated on the total amount received and returned as a single payment. Partial payments that have not yet been completed at the time of cancellation will be adjusted accordingly — the traveller is only liable for the cancellation fee based on the total tour cost, not the amount already paid.
Cancellation by Learn Travel and Tours
In rare cases, Learn Travel and Tours may need to cancel a confirmed tour due to insufficient group size, safety concerns, government advisories, or supplier-related issues. In such cases:
- You will be notified at least 14 days before the scheduled departure (except in emergencies).
- You will be offered the choice between a full refund of all amounts paid (including permits and non-recoverable costs absorbed by us) or transfer to an alternative tour of equal or greater value.
- If you choose an alternative tour of lesser value, the difference will be refunded.
- Learn Travel and Tours will not be liable for any incidental expenses you may have incurred (international flights booked independently, travel gear, accommodation outside the tour).
We strongly recommend purchasing comprehensive travel insurance that covers trip cancellation, interruption, and associated expenses to protect against these eventualities.
Travel Insurance Recommendation
Learn Travel and Tours strongly recommends that all travellers purchase comprehensive travel insurance at the time of booking. A robust policy should cover trip cancellation, trip interruption, medical emergencies, emergency evacuation (particularly important for trekking in Nepal and Tibet), baggage loss, and travel delay.
We can assist you in arranging travel insurance through our partnered providers. Please contact our team for recommendations tailored to your destination and itinerary.
Disputes & Grievances
If you believe your refund has been calculated incorrectly or wish to dispute a cancellation fee, please submit a written grievance to our management team at info@learntravelandtours.com within 30 days of receiving your refund statement. Include your booking reference number, a description of the dispute, and any supporting documentation.
Learn Travel and Tours will review your case and respond within 15 business days. We are committed to resolving disputes fairly and transparently. If a resolution cannot be reached through direct negotiation, the matter will be subject to the jurisdiction of the courts of Kathmandu, Nepal, in accordance with the prevailing laws of Nepal.
Contact Us About Refunds
For any questions regarding this Refund and Cancellation Policy, or to submit a cancellation request, please reach out to our team:
Learn Travel and Tours Pvt. Ltd.
Thamel, Kathmandu, Nepal
Email: info@learntravelandtours.com
Phone: +977-1-XXXXXXX
WhatsApp: +977-98XXXXXXXX
Our team is available Sunday through Friday, 9:00 AM to 6:00 PM Nepal Standard Time (GMT +5:45). We aim to acknowledge all cancellation and refund queries within two business days.