Cancellation and Refund Policy

We understand that unforeseen events can occur which alter your plans. After booking a trek and investing weeks/months into training and preparation, there is no greater disappointment than having to cancel or facing a trek cancellation. This is why we have structured a fair, transparent, and reasonable cancellation policy for our nomads.

Important Tax Notice: All cash refunds and trek vouchers are calculated based strictly on the base trek fee. Any GST, government taxes, or payment gateway fees already remitted by TrekNomads are legally non-recoverable and strictly non-refundable.

1. Expeditions, International Treks, Himalayan Treks, and Spiritual Treks

Applicable strictly to bookings where 100% of the trek fee has been paid in full:

45 days or more before departure: 100% refund issued as a Trek Voucher, OR a 90% cash refund to the original source of payment (a 10% administrative cancellation fee is deducted from the total trek cost).
44 days to 30 days before departure: 50% refund issued as a Trek Voucher, OR a 40% cash refund to the original source of payment (a 10% administrative cancellation fee is deducted from the total trek cost).
29 days to 15 days before departure: 25% refund issued as a Trek Voucher, OR a 15% cash refund to the original source of payment (a 10% administrative cancellation fee is deducted from the total trek cost).
14 days or less before departure / No Show: Strictly No Refund and No Voucher.

2. One-Day, Two-Day, or Western Ghats Treks

Applicable strictly to bookings where 100% of the trek fee has been paid in full:

14 days or more before departure: 100% refund issued as a Trek Voucher, OR a 90% cash refund to the original source of payment (a 10% administrative cancellation fee is deducted from the total trek cost).
13 days to 7 days before departure: 50% refund issued as a Trek Voucher, OR a 40% cash refund to the original source of payment (a 10% administrative cancellation fee is deducted from the total trek cost).
6 days or less before departure / No Show: Strictly No Refund and No Voucher.

3. Other Cancellation Scenarios and Policies

A. Partial Payments / Non-Refundable Booking Deposits
Any initial or partial payment made to reserve a slot—instead of paying the full trek fee upfront is legally classified as a Non-Refundable Booking Deposit. If you cancel your booking at any time after paying only a deposit, strictly NO REFUND and NO VOUCHER will be issued.

B. Late Payment Penalties & Default
To confirm participation, the remaining balance of your trek fee must be cleared at least 30 days before the departure date. Should you fail to meet this deadline, late penalties apply automatically:

30-21 Days Before Departure: A 5% late fee (calculated on the total trek cost) is added to your pending balance.
20-15 Days Before Departure: A 10% late fee (calculated on the total trek cost) is added to your pending balance.
Booking Default: Failure to clear the full balance and applicable late fees by 11:59 PM IST, 15 days before departure will result in the automatic cancellation of your booking. Your initial booking deposit remains strictly forfeit and non-refundable.

C. Flexible Date, Batch, or Trek Changes
We permit rescheduling to a different date, batch, or trek, strictly subject to operational availability:

Same-Season Changes: Rescheduling within the same trekking season incurs a 5% administrative fee (calculated on the total trek cost).
Next-Season Changes: Postponing your booking to the subsequent trekking season incurs a 10% administrative fee (calculated on the total trek cost).
Fare Differences & Accommodation: If the newly selected trek has a higher base cost, you must pay the difference. If the cost is lower, the difference will be issued exclusively as a Trek Voucher (no cash refunds). If a batch change results in an odd number of participants in your group, you must pay the listed single-room occupancy supplement.

D. Medical & Legal Emergency Rescheduling (Expeditions, International, Himalayan & Spiritual Treks ONLY)
In the event of a genuine medical emergency (e.g., severe injury, serious illness, or formal medical disqualification) or mandatory legal duty (e.g., court summons or government order), the following terms apply:

Mandatory Notice Period (Minimum 15 Days): You must submit verifiable official documentation (signed doctor's medical certificate or official government/court order) at least 15 days prior to the departure date.
Within 15 Days of Departure: Emergency rescheduling requests submitted 14 days or less before departure are strictly ineligible for rescheduling. They will be processed as standard cancellations with no refund or voucher.
Deposit & Fee Handling: For valid requests submitted 15+ days in advance, your non-refundable deposit/trek fee will be converted into a Trek Voucher valid for one (1) year. A 5% administrative fee (same season) or 10% administrative fee (next season) will apply, and any non-recoverable third-party expenses already incurred in your name (e.g., non-refundable government forestry permits or flight bookings) will be deducted from the voucher balance.
Exclusion of Short Treks: This emergency rescheduling exception does not apply to One-Day, Two-Day, or Western Ghats Treks.

E. Cancellations on Voucher Bookings
If you register for a trek using a Trek Voucher and subsequently cancel, the standard percentage tiers outlined in Sections 1 and 2 apply. However, no cash refunds will be issued under any circumstances. Any remaining balance after cancellation deductions will be reissued as a new Trek Voucher. The original expiration date of the voucher remains unchanged and will not be extended.

F. Transferring Your Trek Spot
You may transfer your confirmed trek spot to another individual up to 15 days prior to the departure date.

Transfers are strictly prohibited within 14 days of departure.
The replacement trekker must satisfy all mandatory TrekNomads fitness and medical prerequisites.
A flat 5% administrative transfer fee (calculated on the total trek cost) plus any non-recoverable third-party permit re-issuance costs will apply.
Once a trek spot is transferred, neither the original trekker nor the replacement trekker is eligible for any future refund or voucher if they subsequently cancel.

G. Fitness Disqualification
If TrekNomads disqualifies you from a trek due to failing mandatory fitness criteria at least 15 days prior to departure, you will receive a 90% refund issued strictly as a Trek Voucher (provided 100% of the trek fee was paid).

If you only paid a Non-Refundable Deposit, strictly no refund or voucher will be issued.
This rule applies equally if you voluntarily withdraw from the trek due to a self-assessed lack of physical preparedness within the eligible timeline.

H. Trail Abandonment / Unused Days
If you depart, evacuate, or are sent down from a trek early, all unused trail days are strictly non-refundable. No cash refund or voucher will be issued for any remaining portion of the trek. This applies regardless of whether:

You are sent down by the Trek Leader for safety reasons (including Altitude Mountain Sickness [AMS], abnormal blood pressure, exhaustion, inability to meet turnaround times, injury, illness, intoxication, or rule violations); OR
You voluntarily quit the trek early for personal reasons.

I. Force Majeure (TrekNomads Cancellations)
In the rare event that TrekNomads must cancel a trek due to Force Majeure—including excessive snow/rain, landslides, floods, earthquakes, extreme weather, political unrest, curfews, riots, pandemics, or government/forest department order changes—the following protocol applies:

First Option (Alternate Trek): We will offer an alternate trekking itinerary of comparable value.
If the alternate trek is of lower cost, we will issue a Trek Voucher for the difference.
If the alternate trek is of higher cost, you must pay the difference.
Second Option (Voucher Issuance): If an alternate trek is unavailable, or if you decline the alternate itinerary, TrekNomads will issue a Trek Voucher for 100% of the trek fee paid, minus any unrecoverable third-party insurance premiums already paid on your behalf. No cash refunds are issued for Force Majeure cancellations.

J. Contingencies and Delays
Itineraries are planned based on the best available information but remain subject to field realities. If a trek must be delayed, extended, or altered due to bad weather, road blockages, transportation strikes, airline delays, sickness, or government intervention, all additional costs resulting from such delays (including extra meals, accommodation, or transport) are the sole financial responsibility of the participant.

4. Trek Voucher Terms & Conditions

Validity: All Trek Vouchers are valid for exactly one (1) year (365 days) from the date of issuance.
Redemption: Vouchers can be redeemed against any listed TrekNomads departure.
Transferability: Vouchers are fully transferable to another individual, provided the recipient meets all trek eligibility criteria.

5. Operational Rights & Policy Modifications

Policy Enforcement: TrekNomads reserves the right to modify these policies. The specific policy version in effect at the exact timestamp of your booking will govern your trek.
Operational Control: TrekNomads reserves the right to modify departure dates, itineraries, or assigned Trek Leaders as field conditions warrant, and holds the absolute right to accept or decline any individual as a trip participant for safety or behavioural reasons.

6. Governing Law & Jurisdiction

This Cancellation Policy and all trek agreements are governed exclusively by the laws of India. Any legal claims, disputes, or proceedings arising out of or related to this policy or your booking shall be subject to the exclusive jurisdiction of the competent courts located in Bengaluru, Karnataka.

Last Updated on July 31, 2026