Cancellation and Refund Policy

OotyBookings

Last Updated: February 14, 2026

Our Commitment to Flexibility

At OotyBookings, we understand that travel plans can change. Our cancellation and refund policy is designed to be fair to both our customers and our business, while supporting the local partners and guides who depend on confirmed bookings.

We strive for transparency. This policy clearly outlines cancellation terms, refund schedules, and modification options for your Ooty tour packages.

Quick Summary

Don’t have time to read everything? Here’s what you need to know:

Cancellation Refund Schedule

Notice PeriodRefund AmountProcessing Fee
15+ days before tour100% refund₹500 deducted
7-14 days before tour50% refundIncluded in reduction
3-6 days before tour25% refundIncluded in reduction
Less than 3 days or No-showNo refundNo refund

Key Points:

  • ✅ Full refund if you cancel 15+ days in advance (minus ₹500 processing fee)
  • ✅ Modification allowed up to 7 days before travel (fees may apply)
  • ✅ Reschedule option available for force majeure events
  • ✅ Refunds processed within 7-10 business days
  • ✅ Written cancellation required (email/WhatsApp)

Read the complete policy below for all details.

Table of Contents

  1. Cancellation by You (Customer)
  2. Cancellation by Us (OotyBookings)
  3. Modification of Bookings
  4. Force Majeure Events
  5. Refund Process
  6. Special Circumstances
  7. Non-Refundable Items
  8. Group Bookings
  9. Package-Specific Terms
  10. How to Cancel
  11. Frequently Asked Questions
  12. Contact Us

1. Cancellation by You (Customer)

1.1 Standard Cancellation Policy

Refund Schedule Based on Notice Period:

15 Days or More Before Tour Start Date

  • Refund: 100% of total package cost
  • Deduction: ₹500 processing fee
  • Net Refund: Total paid – ₹500

Example:

  • Package cost: ₹20,000
  • You paid: ₹20,000
  • Cancellation: 20 days before tour
  • Refund: ₹19,500 (₹20,000 – ₹500 processing fee)

7 to 14 Days Before Tour Start Date

  • Refund: 50% of total package cost
  • Processing fee: Included in the reduction
  • Net Refund: 50% of total paid

Example:

  • Package cost: ₹20,000
  • You paid: ₹20,000
  • Cancellation: 10 days before tour
  • Refund: ₹10,000 (50% of ₹20,000)

3 to 6 Days Before Tour Start Date

  • Refund: 25% of total package cost
  • Processing fee: Included in the reduction
  • Net Refund: 25% of total paid

Example:

  • Package cost: ₹20,000
  • You paid: ₹20,000
  • Cancellation: 4 days before tour
  • Refund: ₹5,000 (25% of ₹20,000)

Less Than 3 Days Before Tour or No-Show

  • Refund: No refund
  • Reason: Too late to reassign services or find replacement bookings
  • Our commitment costs: Hotels, vehicles, guides already confirmed

Example:

  • Package cost: ₹20,000
  • You paid: ₹20,000
  • Cancellation: 1 day before tour or no-show
  • Refund: ₹0

1.2 How Notice Period is Calculated

“Days before tour” means:

  • Count from the date we receive your cancellation notice
  • Counted in calendar days (not business days)
  • Until your scheduled tour start date

Example:

  • Tour starts: March 15 (Friday)
  • You cancel: March 1 (Monday) at 5 PM
  • Days before tour: 14 days
  • Refund tier: 50% (7-14 days category)

Cancellation received after 6 PM is counted as next day.

1.3 Partial Cancellations (Reducing Group Size)

If you reduce the number of travelers:

More than 7 days before tour:

  • Adjusted package cost calculated
  • Difference refunded (minus processing fee if applicable)
  • May affect per-person pricing

Less than 7 days before tour:

  • No refund for reduced travelers
  • Reason: Services already booked for full group

Example:

  • Booked for 4 people: ₹60,000
  • 10 days before, reduce to 3 people
  • New cost: ₹48,000 (recalculated for 3 people)
  • Refund: ₹11,500 (₹12,000 difference – ₹500 fee)

1.4 Cancellation After Tour Starts

If you cancel mid-tour:

  • No refund for unused days or services
  • Already incurred costs non-refundable
  • Future days may be refunded at our discretion on case-by-case basis

Exception: Medical emergencies (see Section 6)

2. Cancellation by Us (OotyBookings)

We may need to cancel your tour in rare circumstances.

2.1 Reasons for Our Cancellation

We may cancel if:

  • Minimum group size not met (for group tours)
  • Severe weather conditions make travel unsafe
  • Natural disasters (landslides, floods, earthquakes)
  • Government restrictions or advisories
  • Political unrest or security concerns
  • Service provider failure (hotel closure, transport unavailability)
  • Any force majeure event (see Section 4)

2.2 Your Options If We Cancel

You have TWO choices:

Option A: Full Refund

  • 100% refund of all amounts paid
  • No deductions or processing fees
  • Refunded to original payment method
  • Processed within 7 business days

Option B: Reschedule

  • Move to alternative dates (subject to availability)
  • No additional charges
  • Same package inclusions maintained
  • Upgrade options available (pay difference)

We will contact you immediately if cancellation is necessary.

2.3 Compensation for Our Cancellation

If we cancel:

  • We do NOT charge you anything
  • You receive full refund OR reschedule
  • We may offer discount voucher for future booking (goodwill gesture)
  • If cancelled last-minute (within 3 days), we may offer upgrade on rescheduled tour

We will NOT compensate for:

  • Your travel expenses to reach Ooty (flights/trains not booked by us)
  • Lost wages or business income
  • Emotional distress or disappointment
  • These are covered by travel insurance (we recommend purchasing)

3. Modification of Bookings

3.1 Date Changes

Changing your tour dates:

7+ days before tour:

  • Allowed subject to availability
  • No charges if within same season
  • Price difference applies if moving to peak season
  • ₹500 processing fee for date change

3-6 days before tour:

  • Allowed subject to availability
  • ₹1,000 modification fee
  • Price difference if applicable
  • Limited options due to short notice

Less than 3 days before tour:

  • Generally not allowed
  • Treated as cancellation + new booking
  • Subject to cancellation policy

Example:

  • Original tour: March 15-18 (off-season, ₹15,000)
  • Change to: April 20-23 (peak season, ₹18,000)
  • Notice: 10 days before original tour
  • Additional payment: ₹3,500 (₹3,000 difference + ₹500 fee)

3.2 Package Upgrades

Upgrading your package:

Allowed anytime with 48 hours notice:

  • Pay price difference
  • No downgrade fee
  • Subject to availability
  • Confirm upgrade in writing

Example:

  • Booked: Standard package (₹15,000)
  • Upgrade to: Deluxe package (₹22,000)
  • Notice: 5 days before tour
  • Additional payment: ₹7,000 (no fee for upgrades)

3.3 Package Downgrades

Downgrading your package:

7+ days before tour:

  • Allowed with 20% administrative charge on difference
  • Refund of difference (minus 20%)

Less than 7 days before tour:

  • Not allowed
  • Services already confirmed

Example:

  • Booked: Deluxe package (₹22,000)
  • Downgrade to: Standard package (₹15,000)
  • Notice: 10 days before tour
  • Difference: ₹7,000
  • Admin charge: ₹1,400 (20% of ₹7,000)
  • Refund: ₹5,600 (₹7,000 – ₹1,400)

3.4 Name Changes

Changing traveler names:

Up to 7 days before tour:

  • Allowed with ₹500 name change fee per person
  • Valid ID proof required for new traveler
  • Age and other details must match original booking

Less than 7 days:

  • Not allowed (hotel bookings finalized)

Important: Name must match government ID for hotel check-ins.

3.5 Adding Inclusions/Activities

Adding extras to your package:

Anytime before tour:

  • Subject to availability
  • Pay additional cost
  • Confirm 48 hours in advance

During tour:

  • Subject to availability and feasibility
  • May incur premium pricing
  • Confirm with tour guide

4. Force Majeure Events

Force majeure refers to unforeseeable circumstances beyond our control.

4.1 What Qualifies as Force Majeure

Events include:

  • Natural disasters (earthquakes, floods, landslides)
  • Extreme weather (cyclones, heavy snowfall)
  • Pandemics or health emergencies (like COVID-19)
  • Government travel restrictions or lockdowns
  • Political unrest, riots, or civil disturbance
  • Terrorism or security threats
  • Strikes affecting essential services
  • War or military action

4.2 Policy During Force Majeure

If force majeure prevents your tour:

Option 1: Reschedule

  • Move to future dates with no penalty
  • Credit held for 12 months
  • Same package value guaranteed
  • Flexibility on dates subject to availability

Option 2: Partial Refund

  • Services not used/booked are refunded
  • Already incurred costs (hotel bookings, permits) non-refundable
  • Transparent breakdown provided

Option 3: Credit Voucher

  • 110% credit voucher (10% bonus)
  • Valid for 18 months
  • Use for any package
  • Transferable to family/friends

No additional charges or penalties during force majeure.

4.3 Your Responsibility

Even during force majeure:

  • Inform us immediately if you cannot travel
  • Provide documentation (government advisory, medical certificate, etc.)
  • Work with us to find alternative solution
  • Travel insurance claims are your responsibility

5. Refund Process

5.1 How to Request Refund

Step 1: Submit Cancellation

  • Send written notice (email or WhatsApp)
  • Include: booking reference, tour dates, reason for cancellation
  • We acknowledge within 24 hours

Step 2: Refund Calculation

  • We calculate refund based on cancellation policy
  • Send breakdown via email
  • You confirm the calculation

Step 3: Provide Bank Details

  • Bank account name
  • Account number
  • IFSC code
  • Bank name and branch

Step 4: Processing

  • Refund initiated within 7 business days
  • Confirmation sent via email

5.2 Refund Timeline

Standard refunds:

  • Bank transfer/UPI: 7-10 business days from cancellation
  • Credit/Debit cards: 10-15 business days (bank processing time)
  • Cash payments: 7 business days (via bank transfer)

Delays may occur due to:

  • Bank processing times (beyond our control)
  • Incorrect bank details provided
  • Holidays or weekends
  • Third-party payment gateway processing

We’ll notify you once refund is initiated.

5.3 Refund Method

Refunds are processed to:

  • Original payment method (preferred)
  • Bank account (if original method unavailable)
  • We do NOT refund via cash or cheque

Credit card refunds:

  • Appear as credit on your statement
  • May take 1-2 billing cycles
  • Contact your bank if delayed beyond 15 days

5.4 Refund Confirmation

You will receive:

  • Email confirmation with transaction ID
  • Refund breakdown (amount, deductions, net refund)
  • Expected date for funds to reach your account

Save this for your records.

5.5 Bank Charges

Transfer charges:

  • NEFT/RTGS: Deducted from refund amount (typically ₹50-100)
  • International transfers: Additional charges apply
  • We inform you of charges before processing

6. Special Circumstances

6.1 Medical Emergencies

If you cannot travel due to medical emergency:

Requirements:

  • Valid medical certificate from registered doctor
  • Certificate must specify inability to travel
  • Submit within 48 hours of cancellation

Our response:

  • Case-by-case assessment
  • More lenient refund terms possible
  • Or reschedule with no penalty

We may offer:

  • 80-100% refund (depending on timing)
  • Rescheduling with flexible dates
  • Transfer to another person (family/friend)

Not covered:

  • Pre-existing conditions known at booking
  • Minor ailments that don’t prevent travel
  • Without valid medical documentation

6.2 Bereavement / Family Emergency

If immediate family member passes away:

Requirements:

  • Death certificate or similar documentation
  • Relationship to deceased
  • Submit within reasonable timeframe

Our response:

  • Compassionate consideration
  • Flexible rescheduling options
  • Higher refund percentage possible

Immediate family defined as:

  • Spouse/partner
  • Parents/in-laws
  • Children
  • Siblings

6.3 Work/Business Emergencies

If unable to travel due to work:

Generally:

  • Standard cancellation policy applies
  • No special exceptions

Exceptional circumstances:

  • Government deployment (armed forces, medical staff)
  • Court summons or legal obligations
  • May be considered with documentation

Recommendation: Purchase travel insurance covering work-related cancellations.

6.4 COVID-19 or Pandemic-Related

If you test positive for COVID-19 or similar:

Requirements:

  • Positive test result (RT-PCR or as per government guidelines)
  • Test taken within 48 hours of tour start

Our response:

  • Free rescheduling (within 6 months)
  • OR 75% refund (25% retained for bookings made)
  • No penalties or fees

Government restrictions:

  • If travel banned to Ooty: Full refund or reschedule
  • Treated as force majeure (Section 4)

6.5 Flight/Train Delays or Cancellations

If your transportation to Ooty is delayed/cancelled:

Not our responsibility:

  • We don’t arrange your transport to Ooty (unless explicitly included)
  • Delays by airlines/railways are beyond our control

What we can do:

  • Adjust itinerary if you arrive late (no refund for missed portions)
  • Reschedule if major delay (fees may apply)
  • Provide local transport from altered arrival point (additional cost)

Recommendation: Book flexible flights/trains and travel insurance.

7. Non-Refundable Items

7.1 Always Non-Refundable

The following are never refunded:

  1. Booking/Processing Fee: ₹500 (when refund is given)
  2. Third-Party Tickets: If you asked us to book specific tickets (train, attractions) that are non-refundable
  3. Special Permits: Government permits for restricted areas (non-refundable)
  4. Customization Charges: Special arrangements made specifically for you
  5. Travel Insurance: If purchased through us (refund from insurer directly)

7.2 Already Consumed Services

If tour has started:

  • Days completed: Non-refundable
  • Meals consumed: Non-refundable
  • Activities done: Non-refundable
  • Only future days/services eligible for consideration

7.3 No-Show Policy

If you don’t show up:

  • No refund
  • No reschedule
  • Full amount forfeited

Exception: Emergency with documentation (see Section 6)

8. Group Bookings

8.1 Group Definition

Group bookings:

  • 10 or more people
  • May have special terms
  • Discussed at time of booking

8.2 Group Cancellation Policy

For groups of 10+:

Special terms (typically):

  • 30+ days: 100% refund (minus ₹1,000 processing)
  • 15-29 days: 60% refund
  • 7-14 days: 40% refund
  • Less than 7 days: No refund

Group reductions:

  • Reduce by up to 20% of group size (2 people from group of 10): No penalty if 15+ days notice
  • Beyond 20% reduction: Treated as partial cancellation with refund per standard policy

8.3 Corporate Bookings

Corporate/company bookings:

  • Custom terms negotiated
  • May require advance contract
  • Typically more flexible terms
  • Refer to your contract agreement

9. Package-Specific Terms

Some packages have unique cancellation terms.

9.1 Peak Season Packages

April-June, December-January:

  • Higher booking volumes
  • Stricter cancellation terms may apply
  • Specified at booking time
  • Typically:
    • 30+ days: 100% refund (minus ₹1,000)
    • 15-29 days: 50% refund
    • 7-14 days: 25% refund
    • Less than 7 days: No refund

9.2 Adventure Activity Packages

Trekking, camping, adventure tours:

  • Weather-dependent activities
  • More flexible rescheduling if weather unsuitable
  • Safety-first approach
  • Alternative activities offered if primary activity cancelled due to weather

9.3 Luxury/Premium Packages

High-end packages (₹30,000+ per person):

  • May include non-refundable luxury accommodations
  • Special cancellation terms disclosed upfront
  • Often require higher advance payment
  • Limited availability requires earlier notice for refunds

9.4 Customized/Bespoke Tours

Fully customized itineraries:

  • Unique cancellation terms discussed at planning stage
  • May include non-refundable deposits for exclusive arrangements
  • Documented in your custom agreement
  • Generally: 45+ days for significant refund

10. How to Cancel or Modify

10.1 Cancellation Process

To cancel your booking:

Step 1: Notify Us in Writing

  • Email: ootybookings@gmail.com
  • WhatsApp: Customer care Number (with text message, not just call)
  • Subject: “Cancellation Request – [Booking Reference]”

Step 2: Include Required Information

  • Full name of primary booker
  • Booking reference number
  • Tour package name and dates
  • Reason for cancellation (brief)
  • Preferred refund method

Step 3: Await Confirmation

  • We acknowledge within 24 hours
  • Provide refund calculation
  • Explain next steps

Step 4: Provide Refund Details

  • Bank account information
  • Confirm refund amount

Step 5: Track Refund

  • We send confirmation when processed
  • Funds arrive per timeline (Section 5.2)

IMPORTANT: Cancellation is effective from the date/time we receive your written notice, not when you decide to cancel.

10.2 Modification Process

To modify your booking:

Step 1: Contact Us

Step 2: Specify Changes

  • What you want to change (dates, package, names, etc.)
  • Preferred alternatives
  • Booking reference

Step 3: Check Availability

  • We check feasibility
  • Provide options and costs
  • Respond within 24-48 hours

Step 4: Confirm Modification

  • Review new terms and cost
  • Provide written confirmation
  • Make additional payment if required

Step 5: Receive Updated Confirmation

  • New booking confirmation sent
  • Updated itinerary provided

10.3 Contact During Business Hours

Best times to reach us:

  • Phone: Monday-Sunday, 9:30 AM – 6:00 PM IST
  • Email: Response within 24 hours
  • WhatsApp: Quickest response, 8 AM – 10 PM IST

Outside business hours:

  • Leave message; we’ll respond next business day
  • Email preferred for detailed requests

11. Frequently Asked Questions

Q1: Can I get a refund if I cancel due to bad weather?

Answer: If we cancel due to weather (safety concern), you get full refund or reschedule. If YOU cancel due to weather forecast, standard cancellation policy applies. We recommend travel insurance for personal weather concerns.

Q2: What if I cancel one day of a multi-day tour?

Answer: Partial cancellations (reducing days) are not typically allowed. Package pricing is based on the complete itinerary. If you miss a day voluntarily, no refund for that day. Medical emergencies evaluated case-by-case.

Q3: Can I transfer my booking to a friend?

Answer: Yes, name changes allowed up to 7 days before tour with ₹500 fee per person. New traveler must provide ID proof. After 7 days, not allowed due to hotel bookings finalized.

Q4: Do you offer travel insurance?

Answer: We strongly recommend purchasing travel insurance but don’t sell it directly. Insurance typically covers trip cancellations, medical emergencies, and other unforeseen events.

Q5: What if OotyBookings changes my itinerary?

Answer: Minor changes (restaurant, specific vehicle) are normal. Major changes (removing key attraction, significantly altered timeline) entitle you to cancel with full refund OR accept modified itinerary with partial refund for reduced value.

Q6: Can I get a refund if I don’t enjoy the tour?

Answer: Refunds are for cancellations before/during tour start, not for subjective dissatisfaction after completion. If service quality was genuinely poor, file complaint within 7 days for review (see Terms & Conditions). We value feedback and work to resolve issues.

Q7: What if flight prices drop and I want to rebook?

Answer: Standard modification policy applies. Changes due to external price drops are not grounds for free modifications. We set pricing based on services provided, not market fluctuations.

Q8: Is there a fee for rescheduling?

Answer: Rescheduling within same season 7+ days before tour: ₹500 fee. Less than 7 days or different season: may incur higher fees or price differences. Force majeure: free rescheduling.

Q9: How long does refund take?

Answer: 7-10 business days for bank transfers, 10-15 days for card refunds (including bank processing time). We initiate refund within 7 days of cancellation approval.

Q10: Can I cancel just one person from a group?

Answer: Yes, if 7+ days before tour. Package cost recalculated for remaining travelers (may increase per-person cost). Less than 7 days: no refund for reduced person, package cost unchanged.

12. Contact Us

12.1 Cancellation and Refund Inquiries

Contact our Bookings Team:

📧 Email: ootybookings@gmail.com

For cancellations, written notice (email/WhatsApp) required.

12.2 General Questions

For other inquiries:

📧 Email: ootybookings@gmail.com
🌐 Website: www.ootybookings.in
📍 Office: [Full Address], Ooty, Tamil Nadu, India

Office Hours: Monday-Sunday, 9:30 AM – 6:00 PM IST

12.3 Complaints or Disputes

If you’re unsatisfied with cancellation handling:

  1. Email: ootybookings@gmail.com
  2. Include: Booking reference, issue description, supporting documents
  3. Response: Within 48 hours
  4. Resolution: Within 15 days

Escalation: See Terms & Conditions for dispute resolution process.

Important Reminders

✅ DO:

  • Cancel in writing (email/WhatsApp)
  • Provide booking reference
  • Cancel as early as possible for better refund
  • Keep all communication records
  • Provide accurate bank details for refund
  • Respond promptly to our queries

❌ DON’T:

  • Assume verbal cancellation is valid
  • Wait until last minute to cancel
  • Expect refund for no-show without valid emergency
  • Provide incorrect bank details (delays refund)
  • Make assumptions; ask if unsure

Final Notes

This Cancellation Policy:

  • Works in conjunction with our Terms & Conditions
  • Is subject to change (current version applies to your booking)
  • Applies to all bookings made through OotyBookings
  • Is governed by Indian law

We Balance:

  • Customer flexibility (fair refund terms)
  • Business sustainability (supporting local partners)
  • Transparency (clear, upfront policy)

Our Philosophy: We understand plans change and life happens. We’ve designed this policy to be as fair as possible while ensuring we can support the local guides, hotels, and communities that make your Ooty experience authentic and memorable.

Document Information

Version: 2.0
Last Updated: February 14, 2026
Effective Date: Immediately upon publication

Changes from Previous Version:

  • Added COVID-19 specific terms
  • Clarified force majeure provisions
  • Enhanced special circumstances section
  • Expanded FAQ section

Thank you for understanding our cancellation policy. We hope to host you in Ooty soon!

OotyBookings
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