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Booking and Cancellation Policy

Effective date: 12 October 2026

This policy explains how bookings work with Luxury Retreats Nepal, a brand of Zeta Tours and Travels Pvt. Ltd., what happens if plans change, and what you can expect from us at every stage. It forms part of our Terms and Conditions.

Bookings are confirmed in writing by email and are subject to availability at the time of payment. We accept bank transfer, card payment through an official payment link, and payment in person at our Kathmandu office, in US Dollars or the Nepalese rupee equivalent. International transaction fees are borne by the traveller, and a payment counts as made only once the funds reach our account. See Paying safely in our Terms.

1. Booking and payment

Payments are made in three stages:

  1. 30% at booking confirmation. This first payment confirms your dates and lets us secure hotels, permits, domestic and helicopter flights, guides and hosts. Bookings made 15 days or fewer before the start date are payable in full on confirmation.
  2. 40% 15 days before your journey starts. For a group of seven or more travellers it is due 30 days before instead.
  3. The balance 2–3 days before departure, or at your welcome meeting in Kathmandu.

Late payment may result in automatic cancellation of your booking without refund. Where a hotel, retreat or helicopter operator requires a larger or earlier deposit, we tell you in your quotation and that requirement applies.

2. Cancellation charges

All cancellation requests must be made in writing to contact@luxuryretreatsnepal.com. Your refund depends on how many days before your journey starts we receive your request:

  • 30 days or more: full refund.
  • 15–29 days: a fee of 25% of the total journey cost.
  • 8–14 days: a fee of 50% of the total journey cost.
  • 7 days or less: no refund.

Days are counted back from your journey start date, and any fee is a percentage of the total journey cost. A full refund is net of transaction fees, and the non-refundable services listed below are not refunded once issued. Travellers who do not arrive, or who leave the journey early, are charged the full journey cost.

3. Non-refundable services

Some costs are committed to third parties the moment they are issued and cannot be recovered, whatever the cancellation timing:

  • Trekking permits, national-park and conservation-area entry, and restricted-area permits, which are issued in your name.
  • Domestic flight tickets, such as Kathmandu–Lukla or Pokhara sectors, once ticketed.
  • Entrance tickets to parks, monuments and heritage sites, once issued.
  • Chartered helicopters and committed helicopter seats.
  • Pre-paid retreats, spa programmes and activities.
  • Special hotel rates booked on non-refundable terms.
  • Unused services, early descents, early departures and voluntary changes to the journey.

4. Permits and flights

Permits

  • Permits are issued by the relevant government authority and in your name; issuing them is not at our discretion.
  • Permit and park fees are non-refundable once issued, including if you turn back on the trail.

Domestic and helicopter flights

  • Mountain flights, such as to Lukla, and helicopter flights depend on the weather. Delays and cancellations are common in cloud and are outside anyone’s control.
  • All cancellations and changes are subject to the airline’s or operator’s rules.
  • Where a mountain flight is cancelled we will help you rebook or arrange an alternative, but we are not liable for the delay itself or for onward connections you have booked separately.

5. Changes to your booking

If you want to change a confirmed booking, tell us in writing. We will do our best to help. Changes depend on availability and may attract charges from hotels, airlines or other suppliers, which we pass on to you. Moving your journey to new dates counts as a cancellation and a new booking if the supplier treats it that way.

6. How refunds are paid

  • Cancellations must reach us in writing at contact@luxuryretreatsnepal.com. The timeline above runs from the date we receive that email.
  • Approved refunds are processed within 7–15 working days of our acknowledgement.
  • Money is returned by the original payment method and in the original currency.
  • Bank and transaction fees on both the original payment and the refund are borne by the traveller.

7. If we have to cancel

If we have to cancel your journey because of events outside our control, such as natural disaster, severe weather, political unrest, strikes, pandemics or government restrictions, we refund what you have paid, less any non-refundable costs already incurred with suppliers, or you may move your journey to a future date at no extra charge from us, subject to supplier terms. Our Terms and Conditions explain this in full.

8. Your own arrangements

Your international flights, travel insurance and Nepal entry visa are your responsibility. We strongly recommend insurance that covers your activities up to the highest altitude on your itinerary, including helicopter evacuation, and covers cancellation.

9. Talk to us

Questions about a booking or a cancellation? Email contact@luxuryretreatsnepal.com or call +977 9705413894. For urgent questions, WhatsApp us on the same number for a faster reply.