How We Handle Cancellations, Refunds, and Trip Emergencies at Memorable India

Travel plans change. Planes are re-booked, families are called home, last-minute health concerns arise, or sometimes it is not the right time for travel.

There is nothing wrong with any of this, and there is nothing for the traveller to be scared of. Memorable India has been organising domestic and international tours since 2005, and during that time, we have processed thousands of tour modifications, cancellations, and in-the-field emergencies. What we have learned is that transparency is essential. That is what this post is all about.

This is a plain, exact overview of our tour cancellation, refunds, and trip-emergency policy, and what to expect at each step of the way. No legal jargon, no hidden gotchas.

Why a Transparent Travel Cancellation Policy Matters

Many travellers are reluctant to book tours due to the fear of having to cancel them. And rightly so. Tourism is a business: hotels are booked months ahead of time, transport is organised, permits are obtained, and local guides are engaged. An open cancellation and refund policy benefits both the traveller and the service provider.

Our approach is reasonable and proportionate. The sooner you let us know, the more time we have to recoup costs and refund your trip cancellation. The later in the game you cancel, the less time we have to make alternative arrangements for resources we set aside for your trip.

This is not a penalty. It is about being transparent and ensuring all our customers know where they stand.

Our Tour Cancellation Charges: A Time-Based Breakdown

We require all cancellations to be in writing. This is mandatory, and the cancellation charges apply from the date we receive your written cancellation. Telephone calls are recorded, but they do not constitute a cancellation request.

Here is a breakdown of our tour booking cancellation fees, depending on the number of days before arrival you cancel:

•       60 days or more before arrival: 10% of the total tour or service cost
•       59 to 30 days before arrival: 20% of the total tour or service cost
•       29 to 15 days before arrival: 25% of the total tour or service cost
•       14 to 8 days before arrival: 50% of the total tour or service cost
•       7 days or fewer before arrival, or no-show: No refund will be provided

Most importantly, regardless of the timeframe of cancellation above, a minimum 10% of the tour or service cost is charged to all cancellations after a confirmed booking with us. This is to cover the work we put into the administration, coordination, and communication with vendors that starts as soon as a booking is confirmed.

Peak Season and Special Booking Cancellations

India’s peak travel season from 20th December to 15th January is treated differently across the entire industry. This is because hotels, transport, and activity vendors book months in advance for this season, and most of them do not provide any compensation for cancellations.

Any bookings made during this high peak season are non-refundable, even in cases of cancellation. This is clearly mentioned at the time of enquiry, and we request travellers to keep this in mind before booking.

Equally, bookings for luxury train itineraries like Palace on Wheels, Royal Rajasthan on Wheels, Deccan Odyssey, Golden Chariot, Indian Maharaja, and Maharajas Express have a different cancellation policy. These trains have their own policy defined by the operating authority, and we disclose these at the time of enquiry, so there are no hidden surprises.

How the India Tour Refund Process Works

Once we have accepted the cancellation request, the refund (if applicable) is calculated as per the cancellation slabs mentioned above. The adjusted refund is then sent as a credit note to the same person who made the payment to Memorable India Journeys Pvt. Ltd.

In case of refunds for unused services in a trip that has already commenced, such as a missed sightseeing tour or a missed hotel night, the refund will be calculated on the basis of what we are able to recover from our service providers. This is crucial to note: after a trip has begun, we are unable to recover costs from hotels, transport companies, and local operators.

We are not liable for refunds of unused hotel accommodation, charter transportation, or missed meals once a trip has started. This practice is common to the entire travel industry.

Flight Booking Cancellations

Where flights are booked through us, the refund will be processed as per the airline’s fare rules and conditions for cancellation. The portal service charge of INR 500 to INR 1,000 per person per sector levied by the airline ticketing agents from whom the tickets are booked is non-refundable and will be adjusted from the amount received from the airline.

In case of natural calamities, force majeure, airline shutdowns, no flight refunds is provided and the decision rests with the terms set by Memorable India.

Deposits, Balance Payments and What They Mean for Cancellations

Our payment policy explains how cancellations are affected by the money you have paid.

• Deposit: 25% minimum of the total cost of the tour is required to secure your booking. 
• Balance payment: Due at least 15 days before the start of services.
• Late bookings (within 15 working days of departure): Full payment is required at the time of booking itself.
• Peak season and luxury train bookings: Full payment is required at the time of booking.

Payments are made in the name of Memorable India Journeys Pvt. Ltd. For domestic travellers, payments can be made via cash, cheque, demand draft, RTGS, NEFT, credit, or debit cards. For international travellers, bank transfers and online payments are accepted via AMEX, Visa, and MasterCard. The bank fee for credit card payments is 3%.

Group Booking Cancellations and Policy Specifics

There are further considerations required for group tours. Group departure is confirmed only when 80% of the group strength is available. In the event of a group not reaching the minimum numbers, Memorable India may change the group tour into a private tour, with the traveller paying for the difference. 

The management reserves the right to decide on group cancellations and tour conversions. This can be discussed during the booking process to prevent confusion at last minute.

How Memorable India Handles Trip Emergencies

Cancellations occur before a trip. Emergencies happen during one. Those are two distinct situations, and we handle them accordingly.

Since we began in 2005, we have responded to on-ground emergencies and medical situations, everything from a change of itinerary due to weather, road closures, or political instability, to a natural disaster. Our staff is available 24 hours a day, and our on-site representatives are ready to respond, whether things go sideways.

Here is how we respond to travel emergencies:

• Medical emergencies: Coordination with local hospitals, clinics, and pharmacies. Our team coordinates transport to the nearest hospital and keeps family or emergency contacts informed.
• Natural disruptions (landslides, floods, weather events): Immediate rebooking of hotels, rerouting of transport, and real-time communication with the affected travellers. Safety is always the priority.
• Transportation failure: Car breakdowns or domestic flight cancellations in the middle of a trip? We will find alternatives to keep the trip on schedule.
• Documentation support: Lost passport? Stolen wallet? We help with reporting to the local police, contacting the embassy, and making necessary arrangements while the trip continues.

Comprehensive travel insurance is highly recommended for every domestic and international traveller. We at Memorable India do not sell travel insurance, but we do help travellers select appropriate insurance for health, cancellation, baggage loss, and adventure sports. Having the right travel insurance can be a lifeline in the event of a glitch or crisis.

What Sets Our Approach Apart

India’s travel industry has a credibility problem. Travellers have previously experienced a lack of transparency in refund processes, unhelpful operators, and unclear cancellation policies, which are only revealed after payment.

Memorable India operates differently. We are an ISO 9001:2008 certified company operating for nearly 20 years, and we pride ourselves on our open approach. We disclose cancellation charges up-front. Our travel policies are available on our website for perusal. Our travel experts are also on hand to explain the fine print if you have any questions.

We also set aside $5 of every booking to support the Blind Welfare Society, which means that we take more than just great itineraries to heart when it comes to tourism.

How to Initiate a Cancellation or Report a Trip Emergency

To cancel a booking, follow these steps:

• Email a request to cancel to info@memorableindia.com.
• Our team will acknowledge receipt and confirm the applicable cancellation charges based on the timeline.
• The refund or credit note will be processed as per the policy slabs outlined above.

In the case of a trip emergency, reach out to us at +91 9871148514. We are available 24/7 and will be able to provide ground support.

You may also find our contact page, or you can connect with us on WhatsApp during active trips.

Practical Tips to Protect Yourself as a Traveller

• Read the full terms before booking. You can read our terms and conditions page on memorableindia.com to cover all contingencies. It takes only five minutes to read them, and saves hours of confusion.
• Get travel insurance. This is the best way to protect yourself against unforeseen trips and medical expenses during a trip.
• Communicate changes early. The earlier you can notify us of a change, the better options you get. If you are not certain, let us know there may be a problem.
• Keep written records. All cancellation requests need to be in writing, and we suggest you keep a copy of correspondence related to your trip.
• Ask questions before you pay. Our destination specialists will be happy to answer any questions you have. There are no such things as silly questions when it comes to your travel investment at stake.

Plan with Confidence

A well- informed traveller is a confident traveller. At Memorable India, we believe you should book your next trip with full clarity about what will happen from confirmation to completion, including any unexpected changes.

If you are just starting to think about travelling in India or to one of our neighbouring countries, such as Nepal, Bhutan, Dubai, and Thailand, our travel experts can assist in planning a trip that matches your time, budget, and comfort needs. Contact us to plan your trip and leave the rest to us. 

Frequently Asked Questions

What is the cancellation policy for Memorable India tours?

Memorable India has a time-based cancellation policy. It ranges from 10% of the total cost (if cancellation is made 60 days or more before arrival) to 100% (no refund) (if cancellation is made 7 days or less before arrival, or if no show). All cancellation requests on confirmed bookings attract a minimum service charge of 10%.

How can I cancel my tour booking with Memorable India?

You will have to submit a written cancellation request to info@memorableindia.com. Cancellation charges apply from the date of receipt of the written request. A phone call is not acceptable to initiate the process.

Is there any refund for peak season tour cancellations?

No. If the travel is booked during the peak season (20th December to 15th January), then there is no refund on cancellation regardless of the reason. This information is provided clearly at the time of booking.

Does Memorable India provide travel insurance?

Memorable India does not offer travel insurance, but the travel team works with the traveller to ensure they have the right insurance coverage for their trip, including medical, trip cancellation, baggage loss, and adventure sports. We highly advise that you purchase travel insurance for all trips.

What happens if there is an emergency during my trip?

Memorable India provides 24-hour travel emergency services. The operations team will arrange medical assistance, transport options, hotel changes, and document assistance (for example, lost passports) on-the-ground. The team can be reached at +91 9871148514.

How long does the refund process take after cancellation?

Once the cancellation is received in writing and the applicable cancellation charges are calculated, the refund will be issued as a credit note to the original payer. It varies from booking to booking, depending on the complexity of the services and recovery from vendors, but the team will keep you informed throughout.

What is the deposit required to confirm a Memorable India tour?

We require a deposit of at least 25% of the tour cost for a booking to be confirmed. The remaining balance must be paid 15 days prior to services. Bookings made within 15 working days of departure must be paid in full.