Cancellation policy

Cancellation & Refund Policy

OnRoadTrips | Your Journey, Our Passion

At OnRoadTrips, we understand that travel plans can sometimes change due to unexpected circumstances. We aim to provide a transparent and fair cancellation process while considering the advance arrangements made with hotels, transport providers, airlines and other travel partners.

Please carefully review the following cancellation and refund conditions before confirming your booking.

1. Booking & Pending Payment Policy

• Bookings are confirmed upon receipt of the required advance payment and confirmation from OnRoadTrips.
• The outstanding package amount must be paid at least 5 days before departure, unless a different payment schedule is specified during booking.
• International and customised packages may require earlier or additional payments based on supplier deadlines.
• Failure to complete payment within the communicated deadline may result in cancellation of the booking after appropriate notification.
• Applicable cancellation charges and documented non-refundable booking expenses may be deducted from the amount already paid.
• Participants with outstanding payments may be denied boarding or participation until the payment is cleared.

2. Domestic Cancellation & Refund Policy

A. Short Trips (1–4 Nights)

Applicable to short domestic group trips, weekend getaways, spiritual tours, heritage trips and similar fixed departures.

The percentages shown are the amounts remaining from a fully paid booking after the corresponding cancellation charges. For partially paid bookings, the applicable cancellation charge is calculated against the total package cost and deducted from the amount received.

B. Long Tours (5 Nights or More)

Applicable to extended domestic tours, long backpacking trips and multi-destination journeys.

Important Conditions

• Cancellation charges are calculated on the total confirmed package cost per traveller.
• Refunds and credits cannot exceed the amount actually paid.
• For partially paid bookings, the cancellation charge is deducted from the payment received, with any remaining eligible amount refundable or creditable under the selected option.
• OnRoadTrips will not demand additional cancellation penalties beyond the amount already paid unless a separate, clearly disclosed contractual obligation applies.
• Charges relating to separately booked, non-refundable flights, visas, permits or other third-party services may apply where disclosed before booking.
• The same expense will not be charged twice.
• Any package-specific non-refundable booking deposit must be clearly identified in the booking confirmation.

C. Christmas & New Year Special Departures

For departures specifically advertised and confirmed as Christmas or New Year special packages, cancellations made 15 days or fewer before departure will be non-refundable, subject to applicable law and any mandatory refund entitlements.

This special condition will be clearly disclosed before the customer confirms the booking.

3. International Cancellation & Refund Policy

International bookings involve advance commitments for accommodation, flights, sightseeing, transfers, visas and local arrangements.

Cancellation terms may therefore differ from domestic packages.

A. Short-Haul International Destinations

Examples include Thailand, Singapore, Bali, Dubai, Kazakhstan, Bhutan, Azerbaijan and Vietnam.

Conditions

• Monetary refunds are not ordinarily offered under the above package cancellation slabs, except where required by applicable law or a specific supplier refund entitlement.
• The booking deposit amount and its non-refundable status will be communicated before booking confirmation.
• Airline cancellation rules, refundable statutory taxes and any applicable passenger rights will be respected.

B. Long-Haul International Destinations

Examples include Europe, the United Kingdom, Turkey, Egypt, Australia, New Zealand and South Africa.

Important International Booking Conditions

• Airfare cancellation charges and non-refundable supplier costs will be disclosed where applicable.
• Unused refundable airline taxes and other refunds legally payable to the traveller will not be automatically converted into OnRoadTrips credit.
• Visa application fees, insurance premiums and other non-refundable services may not be recoverable once processed.
• Destination-specific cancellation conditions may apply to customised itineraries, cruises, special events and peak-season packages.
• Any variation must be communicated and accepted before booking confirmation.
• Applicable GST and other taxes will be handled according to prevailing tax regulations.

4. OnRoadTrips Travel Credit Note Policy

Where a travel credit note is issued following an eligible cancellation, the following proposed conditions will apply:

• Validity: 12 months from the date of issuance.
• Usage: Redeemable against eligible future domestic or international bookings operated or sold by OnRoadTrips.
• Partial redemption: Any unused balance remains available until the original expiry date.
• Higher-value bookings: Customers must pay the additional amount.
• Transferability: Credit notes are issued to the original booking customer. Transfers require written approval.
• Cash conversion: Credit notes cannot ordinarily be exchanged for cash, except where the customer has a statutory right to a monetary refund.
• Redemption: Customers must provide their credit-note reference number when making a new booking.
• New booking cancellations: Any subsequent cancellation will be governed by the cancellation terms applicable to the new booking, without extending the original credit-note expiry date unless agreed in writing.

5. Trip Cancellation by OnRoadTrips

A. Cancellation Due to Insufficient Participation

If a fixed-departure group trip is cancelled by OnRoadTrips because the minimum required number of participants has not been achieved, customers may choose betweebvn:

1. A 100% refund of the amount paid for the cancelled package; or
2. Transferring the amount to another available OnRoadTrips departure, subject to customer consent and any agreed fare difference.

No standard customer cancellation charge will apply.

OnRoadTrips will make reasonable efforts to communicate decisions about minimum-participation cancellations as early as possible.

B. Natural Disasters, Civil Unrest & Unforeseen Circumstances

Events such as floods, landslides, severe weather, government restrictions, war, civil unrest, transport shutdowns or other circumstances beyond reasonable control may require postponement, itinerary modification or cancellation.

In such situations:

• Customer safety will remain the priority.
• OnRoadTrips will communicate available alternatives and refund options.
• Customers may be offered an alternate departure or travel credit by mutual agreement.
• Monetary refund calculations may take into account genuine, documented and unrecoverable third-party expenses, where legally permissible.
• OnRoadTrips will not impose an additional standard cancellation penalty simply because it has cancelled the tour.
• Any refund rights required by applicable law will take precedence.

6. Medical Emergencies & No-Show Policy

• A customer who cannot travel due to illness, injury or personal emergency should inform OnRoadTrips at the earliest opportunity.
• The applicable package cancellation schedule will ordinarily apply.
• OnRoadTrips may assist with permitted name substitutions, supplier requests or rescheduling, subject to availability and additional costs.
• Medical documentation may be required where a customer requests special consideration.
• Airline refunds or medical-emergency concessions available under applicable aviation regulations will be handled separately.
• Failure to report at the designated boarding point or departure time will generally be treated as a no-show.

7. Booking Transfer & Name Changes

• Requests to transfer a booking to another traveller must be submitted in writing.
• Transfers are subject to approval, supplier rules, availability and verification of the replacement traveller's details.
• Actual name-change charges, fare differences and documented supplier fees may apply.
• Some bookings, including certain airline tickets, visas and permits, may not be transferable.
• Transfer charges, where applicable, will be communicated before the change is processed.

8. Trip Delays & Connecting Transport

Travel itineraries may be affected by traffic, weather, road closures, mechanical problems, transport disruptions or other unforeseen circumstances.

OnRoadTrips will make reasonable efforts to assist travellers and coordinate suitable alternatives.

Where additional expenses arise from circumstances beyond OnRoadTrips' reasonable control, the allocation of those costs will be explained to customers and will remain subject to applicable supplier terms and consumer rights.

This section does not exclude OnRoadTrips' responsibility for its own negligence, deficiencies in service or other legally enforceable obligations.

9. Flight Disruptions, Delays & Cancellations

Flight schedules, aircraft operations, airline-initiated cancellations and schedule modifications are controlled by the respective airlines.

Where OnRoadTrips arranges flights, it will provide reasonable assistance in coordinating with the airline.

• Airline refunds, compensation, applicable taxes and passenger entitlements will be governed by airline conditions and applicable aviation regulations.
• Customers will be informed of available airline alternatives and any additional costs before confirming changes.
• OnRoadTrips will not automatically substitute a company credit note for a monetary airline refund where the traveller is legally entitled to that refund.
• Where flights form part of a combined travel package, OnRoadTrips' contractual responsibilities for the overall package will continue to apply.
• Travellers are strongly encouraged to purchase comprehensive travel insurance covering cancellations, medical emergencies, flight disruptions, missed connections, baggage and other unforeseen events.

10. Personal Belongings & Travel Insurance

Travellers are responsible for taking reasonable care of their personal belongings, valuables, travel documents and luggage.

OnRoadTrips is not responsible for loss, theft or damage caused by events outside its reasonable control, except where liability arises under applicable law.

Travel insurance is not included unless specifically mentioned in the package inclusions.

11. Cancellation Request Procedure

All customer-initiated cancellation requests must be submitted by email to:

support@onroadtrips.com

Please include:

• Booking reference number
• Customer name and contact details
• Trip name and departure date
• Names of travellers being cancelled
• Reason for cancellation
• Refund or credit-note preference, where a choice is available

Effective Cancellation Date

The cancellation date will be determined by the timestamp of receipt of the written request at the designated email address, calculated in Indian Standard Time (IST).

Phone calls and WhatsApp messages may be used for assistance, but email confirmation is required to formally process customer-initiated cancellations.

OnRoadTrips will acknowledge the request and provide the applicable cancellation calculation.

12. Refund Processing Timeline

• OnRoadTrips aims to initiate approved refunds for its directly controlled bookings within 2–5 working days after eligibility and payment details have been verified.
• The actual date funds reach the customer may depend on banks and payment processors.
• Refunds involving airlines or other suppliers will follow applicable regulatory timelines and contractual obligations.
• Customers will be informed of material delays or additional verification requirements.
• Where legally required, refunds will be made through the appropriate monetary payment method rather than compulsory travel credits.

13. General Terms

• Cancellation charges and conditions will be disclosed before payment.
• Package-specific cancellation terms, where applicable, will be included in the booking confirmation.
• Changes to the policy will not retrospectively disadvantage customers with already-confirmed bookings.
• All refunds and credits are subject to the applicable booking terms and consumer protection requirements.
• Statutory customer rights prevail over any conflicting provision of this policy.
• OnRoadTrips will review exceptional circumstances reasonably and in good faith.

OnRoadTrips – Your Journey, Our Passion

Website: www.onroadtrips.com
Email: support@onroadtrips.com
WhatsApp: +91 8600007176
Instagram: @onroadtripsindia