Refund, Return & Replacement Policy
Effective Date: [Insert date] · Vaayutrip Pvt Ltd
VaayuTrip ("VaayuTrip", "we", "us", "our") is a B2B Destination Management Company (DMC). We arrange travel packages, itineraries, hotel bookings, transfers and related travel services for travel agent partners and their clients ("customers"). Because our services are travel bookings rather than physical goods, this policy explains how cancellations, refunds and changes are handled instead of a traditional "return" process.
Scope
This policy applies to all bookings, quotations and confirmed packages made through VaayuTrip's agent portal, public website, or direct arrangement with our sales team. It applies to travel agent partners and, where relevant, to the end customers they represent.
No Physical Returns or Replacements
VaayuTrip sells travel services, not physical products. There is no "return" of a delivered service in the retail sense. Where a service is delivered incorrectly or fails to match a confirmed booking (for example, a hotel category, transfer, or activity that differs from what was confirmed in the Letter of Confirmation), we will investigate and offer one of the following as a remedy at our discretion:
- Correction of the service to match the confirmed booking, where feasible.
- A comparable substitute service of equal or greater value.
- A partial or full refund of the affected component, per the Refunds section below.
Cancellations
Cancellation by the customer/agent. Cancellation requests must be submitted in writing (email or through the agent portal) and are effective from the date received by VaayuTrip. Cancellation charges depend on how close the request is to the travel date and on supplier-specific terms (hotels, activity operators, transport providers), which may carry their own non-refundable or restrictive cancellation policies communicated at the time of quotation or confirmation.
As a general guide, unless a specific package or supplier states otherwise:
| Time before travel date | Cancellation charge |
|---|---|
| 30+ days before travel | Nominal / administrative charge only |
| 15–29 days before travel | Partial charge (percentage of package cost) |
| 7–14 days before travel | Higher partial charge |
| Less than 7 days / no-show | Full package cost, non-refundable |
Exact percentages and any supplier-imposed non-refundable amounts will always be disclosed in the quotation or Letter of Confirmation (LOC) before payment is requested.
Cancellation or change by VaayuTrip. If VaayuTrip or a supplier must cancel or materially change a confirmed package (for example, due to supplier unavailability, force majeure, or circumstances beyond our control), we will offer either a comparable alternative or a full refund of amounts paid for the affected component.
Refunds
- Approved refunds are processed to the original payment method or account used, unless otherwise agreed.
- Refunds are net of any non-refundable supplier costs already incurred on the customer's/agent's behalf (e.g., pre-paid hotel deposits, visa fees, or non-refundable activity bookings), itemized on request.
- Processing time for approved refunds is typically 7–14 business days from approval, subject to the payment method and banking timelines.
- Refunds for payments made via the agent portal ("Pay Now") will be credited using the same channel once online payment is live; until then, refunds are coordinated manually with the agent's finance contact.
Force Majeure
VaayuTrip is not liable for delays, cancellations, or changes caused by events beyond reasonable control, including but not limited to natural disasters, extreme weather, war, civil unrest, epidemics/pandemics, government travel restrictions, strikes, or supplier insolvency. In such cases, we will work in good faith with agents and suppliers to rebook, offer credit, or refund whatever portion is recoverable from suppliers.
Amendments to a Confirmed Booking
Date changes, itinerary changes, or upgrades to a confirmed package are treated as amendments, not cancellations, and may incur a change fee plus any price difference or supplier-imposed amendment charge. Requests should be submitted in writing as early as possible, as availability and pricing are not guaranteed until reconfirmed.
How to Request a Cancellation or Refund
Travel agent partners can raise a cancellation or refund request through:
- The agent portal (Assigned Queries / Quotation Orders), or
- Email to our sales/support team with the booking reference (query number, e.g. VT-YYYY-NNNNNN) and reason for the request.
We aim to acknowledge all requests within 2 business days and provide a resolution timeline based on supplier response times.
Contact
For questions about this policy or an active booking, contact your VaayuTrip sales representative or support@vaayutrip.com.