Payment, Cancellation & Refund Policy
At Kolkata City Tour, we aim to provide reliable, comfortable, and memorable travel experiences. To ensure a smooth booking process, please read our Payment, Cancellation & Refund Policy carefully before confirming your reservation.
By making a booking or paying an advance, you agree to follow the terms and conditions outlined below.
1. Booking Confirmation
Once you confirm your booking, your contract for the selected tour or travel services will be with Kolkata City Tour.
We consider a booking confirmed only after we receive the required advance payment and issue an official booking confirmation for the selected services.
2. Payment Policy
We require customers to pay a minimum advance of 50% of the total tour or service cost at the time of booking.
This advance payment allows us to secure your requested arrangements, including:
- Hotel and accommodation reservations.
- Transportation and vehicle arrangements.
- Sightseeing activities.
- Other services included in your tour itinerary.
Balance Payment
Customers must pay the remaining balance at least 15 days before the tour or travel service begins.
However, we treat bookings made within 15 working days of the service commencement date as late bookings. In such cases, customers must pay the full amount at the time of booking.
Please ensure that you clear all outstanding payments before your tour begins.
Special and Peak-Season Bookings
Certain bookings require additional payment arrangements. For example, we may require 100% advance payment for:
- Special train journeys.
- Hotels and resorts.
- Christmas and New Year holidays.
- Diwali and other major festivals.
- Pushkar Fair.
- Other peak-season events.
We will inform customers about the applicable payment conditions before confirming their bookings.
3. Cancellation Policy
Cancellation, No-Show and Early Departure
If you need to cancel a confirmed tour or travel service for any reason, please submit your cancellation request to Kolkata City Tour in writing through our official communication channels.
We calculate cancellation charges according to the date we receive your written cancellation request.
The following cancellation charges apply:
| Cancellation Period Before Arrival | Cancellation Charges |
|---|---|
| 60 days or more | 10% of the total tour/service cost |
| 59 to 30 days | 20% of the total tour/service cost |
| 29 to 15 days | 25% of the total tour/service cost |
| 14 to 8 days | 50% of the total tour/service cost |
| 7 days or less / No-show | No refund |
Important Cancellation Conditions
Please review the following conditions before making your booking:
- We charge a minimum 10% service and processing fee for cancellations made after booking confirmation, regardless of the applicable cancellation period.
- If you cancel a tour after it begins, we will calculate any eligible refund based on the amount we can recover from the respective hotels, transport operators, and other service providers.
- We cannot refund unused or partially used hotel accommodation, transportation, sightseeing, meals, or other services when the respective service provider refuses to issue a refund.
- We do not provide refunds for cancellations during the following periods, regardless of the reason:
- High Peak Season: 20 December to 15 January.
- Major festivals, including Diwali, Dussehra, Holi, Pushkar Fair, and similar events.
- Long weekends.
- Special-event and peak-season bookings where the supplier requires full payment under its cancellation policy.
- Some hotels, resorts, special trains, transport services, and event bookings follow stricter cancellation rules. Therefore, we will apply the relevant supplier-specific cancellation policy in such cases.
4. Refund Policy
We calculate refunds for unused or unutilized services according to our applicable cancellation policy and the amount we can recover from the respective service providers.
Once we approve a refund, we will:
- Transfer the refund to the original payment source or account used for the booking, unless we agree otherwise in writing.
- Allow approximately 2–4 weeks to process the refund, depending on banking procedures and the time required to recover payments from service providers.
- Deduct applicable transaction, banking, or payment gateway charges from the refundable amount when necessary.
Please note that your bank or payment provider may require additional processing time.
5. Hotel Check-In and Check-Out Policy
To help you plan your journey, please review the standard hotel timings below.
Standard Check-In Time
12:00 PM
You may request early check-in. However, the hotel will confirm it according to room availability and its individual policies.
For guaranteed early check-in, you may need to reserve the room from the previous night. In that case, the hotel may charge an additional amount.
Standard Check-Out Time
12:00 PM
You may also request late check-out. However, the hotel will confirm availability and communicate any additional charges.
Please remember that individual hotels may follow different check-in and check-out schedules.
6. Extra Usage of Vehicles
Our agreed tour cost covers only the vehicle transfers, sightseeing, and travel arrangements listed in your confirmed itinerary.
Therefore, the package does not include additional or unauthorized vehicle usage, including extra use of cars, coaches, or other driver-operated transportation, unless we specifically mention it in your itinerary.
If you need additional vehicle services beyond the agreed schedule, we may charge extra fees depending on vehicle availability.
7. Changes and Modifications to Bookings
If you want to modify your reservation, please contact Kolkata City Tour as soon as possible.
You can request changes to:
- Travel dates.
- Passenger details.
- Hotel or accommodation arrangements.
- Transportation services.
- Other booked travel services.
However, we can approve your requested modifications only after checking:
- Availability of the requested services.
- Applicable supplier terms and conditions.
- Modification or cancellation charges, where applicable.
- Any difference in the revised booking cost.
Modification Charges
Hotels, airlines, railways, transport operators, and other service providers may charge additional fees for booking modifications.
We will inform you about any applicable charges before confirming your requested changes.
Difference in Booking Price
If your requested modification increases the total booking cost, you must pay the additional amount before we confirm the changes.
On the other hand, if the modification reduces your booking cost and qualifies for a refund, we will process the eligible amount according to our applicable terms and conditions.
Where applicable, we may also credit eligible refunds to your Kolkata City Tour wallet or account if both parties agree.
8. Communication and Notifications
Customer Contact Information
When making a reservation through https://kolkatacitytour.co.in/ or our other official booking channels, please provide accurate and up-to-date contact information.
We may use your contact details to share important travel and booking updates, including:
- Booking confirmations.
- Payment reminders.
- Tour itinerary updates.
- Changes to booked services.
- Cancellation and refund information.
- Other important travel-related notifications.
Communication Channels
We may contact you through email, SMS, WhatsApp, telephone, or other available communication channels.
Please check your messages regularly and respond promptly whenever necessary. Otherwise, missed notifications or delayed responses may affect your booking arrangements.
9. Third-Party Service Providers
Kolkata City Tour may act as an intermediary between customers and third-party travel service providers.
These providers may include:
- Hotels and resorts.
- Airlines and railway operators.
- Transport and vehicle operators.
- Tour guides.
- Activity and sightseeing providers.
- Other travel-related suppliers.
We make reasonable efforts to coordinate with reliable service providers and arrange the services included in your confirmed booking.
However, we do not control the independent actions, omissions, errors, delays, service failures, or policy decisions of third-party providers. This limitation applies subject to applicable consumer protection laws.
Additionally, the respective service providers may apply their own terms and conditions wherever relevant.
10. Limitation of Liability
To the extent permitted by applicable law, Kolkata City Tour will not be liable for losses, delays, cancellations, or travel disruptions caused by circumstances beyond our reasonable control or by the independent actions or omissions of third-party service providers.
Such circumstances may include:
- Transportation delays or cancellations.
- Changes to airline, railway, or other travel schedules.
- Hotel-related issues.
- Natural disasters and adverse weather conditions.
- Government restrictions or regulatory changes.
- Strikes and public disturbances.
- Other unforeseen circumstances beyond our reasonable control.
However, nothing in this policy excludes or restricts any liability that applicable law does not allow us to exclude or restrict.
11. Travel Insurance
We strongly recommend that all customers purchase suitable travel insurance before starting their journey.
A suitable travel insurance policy should ideally cover:
- Trip cancellation and interruption.
- Medical emergencies and hospitalization.
- Loss of baggage and personal belongings.
- Travel delays and missed connections.
- Other unforeseen travel-related circumstances.
Please choose insurance coverage that matches your individual travel needs and requirements.
12. Acceptance of Terms and Conditions
Before making a reservation through Kolkata City Tour, please read and understand this Payment, Cancellation & Refund Policy carefully.
By paying an advance or confirming your booking, you acknowledge that you have read, understood, and agreed to the terms and conditions outlined in this policy.
Kolkata City Tour reserves the right to amend, modify, or update this policy from time to time.
Generally, the terms in effect on your booking date will apply to your reservation, unless applicable law requires otherwise or both parties agree to different terms in writing.
13. Contact Information
For booking assistance, payment-related questions, cancellations, booking modifications, or refund requests, please contact us through our official website.
Business Name: Kolkata City Tour
Website: https://kolkatacitytour.co.in/
Our team will be happy to assist you with your travel questions and booking requirements.
Thank you for choosing Kolkata City Tour!
We look forward to helping you enjoy a comfortable, memorable, and hassle-free travel experience.