Terms and Conditions

Before handling any business with Holidays to Nepal (P) Ltd, we strongly encourage all our clients to thoroughly read our “terms and conditions”, which are organized into various sections to ensure clarity and ease of understanding. 

At the time of booking, you are expected to read all the terms and conditions carefully. The booking confirmation will be given, thinking that you have read all the terms and conditions entitled by the core values of this company. After the booking process, you are completely obliged by the conditions mentioned below.

These conditions are only applied to the bookings you have made with this company. The following terms and conditions apply; however, the circumstances and regulations, contractual obligations to suppliers, affairs related to locations, and product type may slightly vary depending upon the situation.

This section contains Holidays to Nepal (P) Ltd’s general terms and conditions and outlines the company’s information, affiliation, and booking/payment protocols, along with other essential details.

1. KEY DEFINITIONS

• Company refers to: Holidays to Nepal (P) Ltd. ("We," "Us," "Our") acts as the tour operator/retailer putting together the travel package.
• Participant/Client/Traveler refers to: Individuals booking the tour ("You," "Your") and all persons named on the booking.
• The Package: The combination of services like transportation, accommodation, flights,  and other travel services purchased from a single point of sale for the same trip. 
• Services refer to: All services provided by the company.

2. GENERAL PROVISIONS AND GOVERNING LAW

• Applicability: These terms and conditions apply exclusively to all bookings, packages and individual services through Holidays to Nepal (P) Ltd.
• Company Affiliation: All the prices and tour details mentioned on this website are exclusively governed by the terms and conditions of “Holidays to Nepal (P) Ltd” and have no affiliation with other travel companies.
• Third Party Terms: Services provided by independent suppliers, for instance, airlines, hotels, and transport operators, are subject to those suppliers’ respective terms and conditions in addition to ours.
• Governing Law: These Terms and Conditions shall be governed by and construed in accordance with the laws of Nepal. Any disputes arising out of or in connection with these terms shall be subject to the exclusive jurisdiction of the courts of Nepal.
• Amendments: The company reserves the right to modify or update the terms and conditions at any time without prior notice. The version in effect at the time of booking confirmation governs the contract. 

3. BOOKING, PAYMENT, AND PRICE CONFIRMATION

• Booking Request: Bookings must be requested in writing via email or official WhatsApp. A booking is considered confirmed only upon the issuance of a written confirmation.
• Deposit: To confirm your booking, a partial deposit, which is calculated from the total package price, is required. While this deposit reserves your spot, final pricing cannot be guaranteed for reservations made far in advance.
• Final Balance: The full balance of the package is due no later than 10 days prior to the travel departure date. If the full payment is not received by the due date, we reserve the right to treat your booking as cancelled and retain your deposit. 
• Booking within 10 days of departure: If you book within 10 days of departure, then full payment of the package is required immediately.
• Non-Payment: Failure to pay the final balance by the specified due date may cancel the booking, apply standard cancellation charges, and retain the deposit. 

4. PRICE GUARANTEE AND SURCHARGES

• Price Guarantee: We can guarantee the price of your package once the full balance of the tour has been paid. 
• Surcharges Prior to Full Payment: Prior to receipt of full payment, prices are subject to change, as there are many factors that are beyond our control, like fluctuations in transportation costs (fuel), changing travel dates, dues, taxes, surcharges, holiday periods, strikes, exchange rates, and many other additional factors/unforeseen factors. If there is any price difference, then we’ll notify you. 

5. CANCELLATION AND REFUND POLICIES

Our cancellation policies for tours provided by our company are determined by several factors, including the type of service provided, the proximity to the departure date, and the specific terms set by our third-party vendors. 

The following section outlines our policies regarding visa costs, flight costs, and land package costs including their respective cancellation periods.  All requests for changes or cancellations must be submitted to the company in writing. The effective date of cancellation or change is the date on which the written notice is received by the company. 

5.1  Visa and Consultancy Services

• Visa Costs: All visa fees are strictly non-refundable, as these fees are paid to the relevant authorities in advance and cannot be recovered. 
• Embassy Discretion: Holidays to Nepal (P) Ltd cannot guarantee the visa issuance, as we are not the decision making authority, as the final decision rests entirely upon the respective embassy of the destination country. We are not liable for any visa denials, delays, or rule changes mandated by the embassies. Along with this applicable visa, biometric, appointment, and courier charges mandated by the respective embassy or consulate are also non-refundable, even if the visa is denied or the application is withdrawn. 
• Consultancy/Service Fee: The service fee that you pay to the company is also non-refundable as this covers the professional assistance provided by our team. This covers counseling, document checklist preparation, application form review, appointment scheduling, and submission logistics along with other services. 
• Withdrawal After Submission: Cancellation of a visa application after documentation has been submitted to the embassy will result in the forfeiture of 100 percent of all the fees paid. 
• Payment Schedule: The full payment (service fees + estimated government fees) is required upfront before any documentation is submitted or appointments are booked.

5.2  Flight Costs

Refunds for flight tickets are subject to the specific rules and regulations set by the operating airline (from which the flight tickets are purchased). We also kindly suggest to all our clients to check flight type and the associated cancellation policies in advance before making the final booking. Holidays to Nepal (P) Ltd. only acts as a travel company and is not an airline operator, and we do not control flight schedules, airport operations, or onboard services. 

• In case of refundable tickets: If the tickets are refundable, you’ll receive a refund of the amount returned by the airline, minus the cancellation charges deduced by the airline. 
• In case of non-refundable tickets: In case the tickets are not refundable, then you’ll not receive any refunds for the flight costs.
• Flight Cancellation Notice: All clients must also provide the company with at least 2 days of prior notice in case of flight cancellations.  
• No-Show Policy: Failing to show up for a flight without prior notice will result in the automatic cancellation of all remaining flight segments, including connecting and return flights, with zero refunds. 
• Change Fees: Airlines typically charge a fee for any changes, plus the difference in airfare. We will also charge an administrative service fee for processing the change on your behalf.

5.3 Land Package Costs

This includes things like accommodation, transportation, and tour guide services. All cancellation requests must be submitted in writing. The cancellation effective date will be the date on which we receive the written request, which is listed below:

• 20 or more days before departure: Eligible for a full refund but subject to any non-refundable vendor fees or processing/booking charges.
• 5 to 19 days before departure: Only a certain amount can be refunded but is subject to individual vendor policies and non-refundable deposit terms.
• Less than 5 days before departure: Strictly non-refundable. 
• Rescheduling Trip Policy: You may reschedule your travel date if you cancel 8 or more days prior to your departure. For this additional vendor change, fees and seasonal rate adjustments may apply and have to be paid by the clients. Rescheduling is not available for cancellations made 7 days or fewer before departure.

6. INFORMATION ACCURACY

Additionally, although we take utmost care and attention to detail to ensure that all the information provided to clients is accurate and up to date, the information is compiled from third party vendors and cannot be liable for inaccuracies or misunderstandings.

7. INSURANCE POLICY

Insurance requirements may vary according to the country that you’re planning to visit. As a tour company, we advise you to apply for one that covers trip cancellation, emergency medical expenses, personal liability, and repatriation. 

8. SPECIAL REQUESTS AND FREQUENT FLYER PROGRAMS

• Special Assistance and Meals: Special requests, for instance, dietary meals, wheelchair assistance, and seat selection (to name a few), are services provided by the airline but cannot be guaranteed by the company. Clients are requested to confirm any special arrangements with the company prior to one’s departure date.  
• Frequent Flyer Miles: It is your responsibility to provide your correct frequent flyer number at the time of booking. We are not liable for miles not credited to your account.

9. SUPPLIER LIABILITY AND OUR LIMITATIONS 

• Independent Suppliers: We have a contract with independent suppliers (airlines, hotels, transport companies, guides) to provide your holiday. Their terms and conditions apply to your booking as well. 
• Liability: We accept liability for the performance of our contract with you. However, we limit our liability in accordance with international conventions (e.g., The Montreal Convention for air travel, The Athens Convention for sea travel). Where a claim relates to death, injury, or illness, we are entitled to the same defenses as the supplier.
• Force Majeure: We are not liable for any failure to perform our obligations caused by "Force Majeure" – events beyond our reasonable control, including but not limited to war, threat of war, riots, civil strife, terrorist activity, industrial disputes, natural or nuclear disasters, fire, epidemics/pandemics, adverse weather conditions, or technical/operational problems with transport.
• Complaints: If you have a problem during your tour, you must immediately inform the relevant supplier (hotel manager, tour guide) and direct to us (if applicable) to give them the opportunity to rectify the issue. If the issue remains unresolved, you must contact our emergency number or email us within 10 days of your return. Failure to notify us during the tour may affect your rights to compensation, as it deprives us and our suppliers of the chance to resolve the issue on the spot.

10. CODE OF CONDUCT

We expect all clients to behave with consideration for others. If in the opinion of any airline pilot, hotel manager, or our representative, your behavior is disruptive or dangerous, they may refuse to carry you or accommodate you. In such cases, our contract with you will end immediately, and we will have no further responsibility for you (including any costs for return travel).

11. DATA PROTECTION AND PRIVACY

Holidays to Nepal P (Ltd) also works on safeguarding all clients’ personal information (including passport copies and financial records) which is collected during the booking/payment stages or while updating on any changes that are made during the tour. 

Please note that client’s information might be shared with third party service providers, which usually include airlines, hotels, insurance, or any other service providers or even law enforcement (if needed). To learn about these matters, please refer to our Privacy Policy page for more details. 

12. ITINERARY CHANGES

• Minor Itinerary Changes: We reserve the right to make minor changes to your itinerary (e.g., change of flight time by a few hours, change of aircraft type, or room change to a similar standard) due to operational reasons. We will inform you of any changes as soon as reasonably possible.
• Major Changes: In the rare event that we must make a major change (e.g., change of accommodation to a lower standard, change of departure airport, or departure date change of more than 12 hours), we will inform you as soon as possible of alternative changes. 

13. VISA PROCESSING TIMES AND DELAYS

Visa processing periods are provided based on the embassy guidelines and are not guaranteed. The company is not responsible for delays caused by embassies, public holidays, strikes, peak seasons, or technical failures.

• Truthful Information: You certify that all information provided in the application forms, visa documents, and other travel information is truthful, complete, and accurate. 
• Client Responsibilities and Accurate Documentation: You must ensure that  documents you submit are genuine, complete, and accurate. The provision of false or misleading information is a criminal offense and will result in the immediate termination of our services without refund.
• Document Collection: You are responsible for gathering the required documents as per the checklist provided. We reserve the right to refuse to submit an application if we reasonably believe the documents are forged, fraudulent, or insufficient.
• Biometrics and Interviews: You are required to attend any in-person biometric appointments or Embassy interviews at the scheduled time. Failure to attend may result in the cancellation of your application and forfeiture of all fees.

14. REGULATORY CHANGES BY CONSULAR AUTHORITIES

Embassies and consulates reserve the right to alter visa requirements, document guidelines, fees, or processing rules without prior notice. The company is not responsible for any application delays, rejection, or additional expenses that come out from any such unannounced policy changes. 

15. LIMITATION OF LIABILITY (Visa Decisions)

The final outcome of any visa application rests solely at the discretion of the issuing embassy or consulate. 

Holidays to Nepal P (Ltd) is not liable for application refusals, and a few common reasons for refusal include insufficient/incorrect document submission, insufficient proof of financial means, and previous cases of rejection, among others. 

15.1 Application Withdrawal and Client Cancellation

• Withdrawal Requests: If you wish to withdraw your application after submission to the Embassy, you must inform us immediately. However, we cannot guarantee that the Embassy will return your passport or documents before their standard processing time.
• Fee Forfeiture: Cancellation by the Client after documentation has been scanned or submitted to the Embassy will result in forfeiture of 100% of all fees paid.

16. DOCUMENT HANDLING

While our team handles all passports and supporting documents with utmost care, the company is not liable for any loss or damage that can occur while these documents are in our custody except in cases of proven gross negligence on our part.

17. FLIGHT BOOKING SERVICES

17.1 Role of the Company

Holidays to Nepal (P) Ltd operates a travel company and facilitates flight bookings with third party airlines and consolidators. We are not an airline operator and do not control flight schedules, airport operations, or onboard services. 

17.2 Pricing, Quotes, and Payment 

• Quote Validity: Airfares are dynamic and can change without notice due to airline inventory, fuel surcharges, and currency fluctuations. Any quote provided verbally or in writing is valid only for a specific period (e.g., 24 hours) unless otherwise stated.
• Payment Requirement: Full payment is required at the time of booking to generate a confirmed ticket. Seats cannot be reserved without the complete payment. 
• Errors and Omissions: While we strive for accuracy, we reserve the right to correct pricing errors. If a fare was quoted or booked in error (e.g., system glitch, human data entry mistake), we reserve the right to cancel the booking and offer a full refund or the option to pay the correct fare.

17.3 Fare Rules, Refunds, and Changes

You acknowledge that you have been informed of the type of fare booked (e.g., Basic Economy, Non-Refundable, Semi-Flexible, Fully Flexible). The terms of your ticket are governed by the Airline's Conditions of Carriage. 

If you wish to change or cancel your flight, you must notify us in writing. We will facilitate the request in accordance with the airline's fare rules.

• Non-Refundable Tickets: Non-refundable tickets cannot be strictly refunded if you choose to cancel. However, if the airline cancels your flight due to unforeseen circumstances, then you’re most likely eligible for a full refund, as this depends upon each airline’s policies and protocols. 
• Refundable Tickets: If you cancel a refundable ticket, then you’ll receive a refund for the ticket price minus any applicable cancellation fees. If the cancellations occur from the airlines, then you’re most likely eligible for a full refund, as this depends upon each airline’s policies and protocols. 
• No-Show Policy: If you fail to show up for your flight without notifying the airline or us, the remaining sectors of your ticket (including return flights) will likely be automatically canceled by the airline, and you will not be entitled to any refund.

17.4 SCHEDULE CHANGES and AIRLINE OPERATIONS

Airlines reserve the right to alter flight schedules, re-route flights, change aircraft types, or cancel flights entirely. The company has no operational control over these decisions and will not be held liable for costs arising from any of the matters stated above. 

17.5 SPECIAL REQUESTS AND FREQUENT FLYER PROGRAMS

• Special Requests: Special requests (e.g., meals, wheelchair assistance, seating) are forwarded to the airline but are not guaranteed. Please verify these directly with the airline 72 hours before departure.
• Frequent Flyer Programs: It is your responsibility to provide your correct frequent flyer number at the time of booking. We are not liable for miles not credited to your account.

18. PASSPORT, HEALTH, AND ENTRY REQUIREMENTS

Clients are fully responsible for ensuring all the essential documents needed while traveling:

• Original passport with at least 6 months of validity that extends beyond the intended date of return.
• All visa related documents (if required)
• Health and travel insurance (if required)
• Other travel documents like accommodation/flight details (if required)

Holidays to Nepal P (Ltd) is not liable for costs incurred if you’re denied boarding or entry to any destination due to improper or incomplete travel documentation. 

19. LIMITATION OF LIABILITY AND INDIRECT DAMAGES

• Force Majeure: We are not liable for any delays, cancellations, or losses caused by events beyond our reasonable control, including but not limited to acts of God, weather, strikes, pandemics, government restrictions, or technical issues with airline systems.
• Indirect Damages: To the maximum extent permitted by law, our liability is limited to the amount paid to us for the flight booking. We are not liable for any indirect, consequential, or incidental damages (e.g., missed cruise departures, hotel cancellations, lost wages) resulting from flight delays or cancellations.

20. MEDIA, PHOTOGRAPHY, AND MARKETING

The company may take photographs and videos during the service for marketing purposes. If travelers do not wish to be photographed, they must inform the company beforehand.

21. ACCEPTED PAYMENT METHODS

We accept payments through the following secured payment channel methods:

• Credit/Debit Cards: Visa, Mastercard, Discover, and American Express.
• Digital Payments: PayPal

22. ACKNOWLEDGMENT AND ACCEPTANCE

By paying any deposit or balance, submitting travel documents, or receiving a written booking confirmation from Holidays to Nepal (P) Ltd., you confirm that:

• You have read, understood, and agreed to all the terms, conditions, and policies set forth in this document.
• You are authorized to accept these terms on behalf of all participants listed in the booking.
• You acknowledge that failure to comply with payment deadlines, travel documentation rules, or local laws may result in trip cancellation without a refund.