Cancellation Policy

Cancellation Policy

Last Updated: September 17, 2026

This Cancellation Policy explains the booking, payment, cancellation, refund, and related conditions applicable to trekking and travel services booked with Kanchenjunga Guides, owned and operated by Touch The Himalaya Treks and Expedition Private Limited.

By confirming a booking, paying a deposit, making a full payment, or participating in a trip arranged by us, you acknowledge that you have read and accepted this policy.

1. Booking Confirmation

A booking is considered confirmed when:

• The required deposit or payment has been received.
• Required traveler information and documents have been provided.
• Kanchenjunga Guides has issued written booking confirmation.

Until these requirements are completed, a reservation may remain provisional and subject to availability.

2. Deposit and Payment

The deposit required to confirm a trek depends on the package and services involved.

For standard trekking packages, the applicable deposit amount will be communicated during the booking process.

Customized treks, private groups, expeditions, peak climbing, or trips involving significant advance permit or supplier commitments may require a different deposit or payment schedule.

The remaining balance must be paid according to the payment schedule stated in the booking confirmation.

Bank charges, payment gateway fees, international transfer fees, and currency conversion charges may apply.

3. Cancellation by the Traveler

Cancellation requests must be submitted in writing by email or another officially accepted communication channel.

The effective cancellation date is the date Kanchenjunga Guides receives the written cancellation request.

Refunds are calculated after deducting applicable cancellation charges and any non-refundable expenses already incurred.

Standard Cancellation Guidelines

Unless a different cancellation schedule has been agreed in writing:

• More than 30 days before departure: The applicable booking deposit may be retained.
• 8–30 days before departure: Cancellation charges may apply based on costs already committed to the trip.
• Within 7 days of departure: A substantial portion of the trip cost may be non-refundable.
• Within 24 hours of departure or after the scheduled start: The booking may be treated as fully non-refundable.

The exact refund amount may vary depending on permits, accommodation, transportation, domestic flights, supplier policies, government charges, and other commitments already made for the trip.

4. Non-Refundable Expenses

Certain expenses may become non-refundable once purchased or processed.

These may include:

• Trekking permits
• Restricted-area permits
• Conservation-area fees
• National park fees
• Domestic flight tickets
• Hotel or teahouse bookings subject to non-refundable conditions
• Transportation arrangements
• Government charges
• Visa-related charges
• Payment gateway fees
• Bank and transfer charges
• Travel insurance premiums
• Other third-party services already purchased

Where these expenses have already been incurred, they may be deducted from any applicable refund.

5. Changes Requested by the Traveler

Travelers may request changes to their booking, including:

• Travel dates
• Number of participants
• Trekking itinerary
• Accommodation
• Transportation
• Domestic flights
• Additional nights
• Trek duration

We will make reasonable efforts to accommodate requested changes.

Additional costs may apply where suppliers, airlines, hotels, transportation providers, or government authorities charge amendment fees.

Some changes may not be possible after permits, tickets, or other services have been issued.

6. Cancellation by Kanchenjunga Guides

Although trip cancellations are uncommon, Kanchenjunga Guides may need to cancel or substantially modify a trip because of circumstances including:

• Severe weather
• Natural disasters
• Landslides or avalanches
• Government restrictions
• Trail closures
• Political or civil disturbances
• Transportation disruptions
• Safety concerns
• Border or route restrictions
• Other circumstances beyond our reasonable control

Where reasonably possible, we may offer:

• Alternative travel dates
• An alternative itinerary
• A credit toward a future trip
• A refund of recoverable amounts after unavoidable third-party costs are deducted

Any refund or alternative arrangement will depend on the circumstances and amounts recoverable from suppliers and service providers.

7. Force Majeure

Kanchenjunga trekking takes place in a remote and unpredictable mountain environment.

We are not responsible for losses or additional expenses caused by circumstances beyond our reasonable control, including:

• Earthquakes
• Avalanches
• Floods
• Landslides
• Severe snowfall
• Extreme weather
• Epidemics or pandemics
• War or civil unrest
• Government actions
• Strikes
• Road blockages
• Flight cancellations
• Trail closures
• Other extraordinary events

Additional expenses resulting from such circumstances may be the responsibility of the traveler unless covered by travel insurance.

8. Travel Insurance

Travel insurance is strongly recommended for every traveler.

For Kanchenjunga and other high-altitude treks, travelers should ensure their policy covers the activities and maximum altitude of their planned itinerary.

Where available, appropriate coverage should include:

• Emergency medical treatment
• High-altitude trekking
• Emergency evacuation
• Helicopter evacuation
• Trip cancellation
• Trip interruption
• Personal accident
• Baggage loss or delay
• Flight delays or cancellations

Travelers are responsible for purchasing and understanding their own insurance coverage.

9. No-Show and Early Departure

Refunds are generally not provided for:

• Failure to arrive for the scheduled trek
• Late arrival that prevents participation
• Voluntary early departure
• Unused trekking days
• Unused accommodation
• Unused meals
• Unused transportation
• Unused guide or porter services

Any exception will depend on the circumstances and the refundability of services already purchased.

10. Medical or Safety-Related Withdrawal

If a traveler becomes ill, injured, develops symptoms of altitude sickness, or is otherwise unable to continue safely, our guide may recommend descent, evacuation, or termination of the trek.

Any unused services are not automatically refundable.

Additional costs associated with medical treatment, evacuation, accommodation, transportation, or changes to the itinerary may be the responsibility of the traveler or their insurance provider.

11. Weather and Flight Delays

Flights and transportation in remote areas of Nepal may be affected by weather, technical problems, airport restrictions, road conditions, or other operational factors.

If a delay or cancellation affects the itinerary, we will assist with reasonable alternative arrangements where possible.

Additional accommodation, meals, transportation, or flight costs may apply where such costs are not included in the original booking.

12. Permit and Documentation Responsibility

Travelers must provide accurate and complete information required for trekking permits and other travel documentation.

Incorrect, incomplete, or late information may cause:

• Permit delays
• Additional charges
• Changes to the itinerary
• Cancellation of services
• Loss of non-refundable fees

Permit fees and government charges that have already been paid may not be refundable.

13. Refund Processing

Where a refund is approved, Kanchenjunga Guides will make reasonable efforts to process it promptly.

The timing of a refund may depend on:

• Banks
• Payment gateways
• Card providers
• International transfer procedures
• Currency conversion
• Applicable financial regulations

Bank charges, payment gateway fees, currency conversion costs, or other financial institution charges may be deducted from the refundable amount where applicable.

14. Currency and Exchange Rates

Refunds are generally processed using the applicable payment or refund method.

Currency conversion differences may occur between the original payment and the refund.

Kanchenjunga Guides is not responsible for losses resulting solely from changes in exchange rates or financial institution conversion rates.

15. Private and Customized Treks

Private and customized Kanchenjunga treks may involve advance arrangements specifically made for the traveler or group.

Because these trips can require advance permits, transportation, accommodation, guides, porters, and other supplier commitments, cancellation conditions may differ from standard packages.

The applicable cancellation terms will be communicated before confirmation where they differ from this policy.

16. Group Size Changes

Some trek prices are calculated based on the number of participants.

If participants are added or removed after confirmation, the per-person price may change because guide, porter, transportation, accommodation, or other operational costs may be affected.

Any applicable price adjustment will be communicated before proceeding.

17. Policy Exceptions

In exceptional circumstances, Kanchenjunga Guides may consider an alternative arrangement or refund outside the standard cancellation terms.

Any exception must be agreed upon in writing.

An exception granted in one case does not create an obligation to provide the same exception in another case.

18. Relationship With Terms & Conditions

This Cancellation Policy forms part of the Kanchenjunga Guides Terms & Conditions.

If a specific booking confirmation contains cancellation terms that were expressly agreed in writing, those terms may apply to that particular booking.

19. Contact Us

Kanchenjunga Guides
Owned by Touch The Himalaya Treks and Expedition Private Limited

Chhetrapati, J.P. Road Marg, Thamel
Kathmandu, Nepal

For cancellation, refund, or booking-change requests, please contact our team using the official contact information provided on kanchenjungaguides.com.

20. Acceptance of This Policy

By confirming a booking, paying a deposit, making a full payment, or participating in a trek organized by Kanchenjunga Guides, you acknowledge that you have read, understood, and agreed to this Cancellation Policy.