At Varkala.co.in, we understand that travel plans may sometimes change due to unexpected circumstances. This Cancellation and Refund Policy explains the terms applicable when a guest wishes to cancel a confirmed booking for accommodation, activities, tours, packages, transfers or other services booked through our platform.
The refund amount, if applicable, will be calculated based on the date on which the cancellation request is officially received by us and the validity of the reason provided.
1. Advance Payment
A booking may require an advance payment of up to 50% of the total booking value to secure the reservation.
The remaining balance must be paid according to the payment terms communicated at the time of booking.
The cancellation and refund policy applies primarily to the advance amount paid, unless otherwise specified for a particular property, activity, package or service.
2. Cancellation 40 Days or More Before Check-In
If a cancellation request is received 40 days or more before the scheduled check-in date or service date, the advance payment may be eligible for a refund.
Refunds will be considered subject to:
- A valid and genuine reason for cancellation;
- Submission of appropriate supporting documents or proof;
- Confirmation that the booking or service provider permits cancellation;
- Any non-recoverable charges already paid to third-party service providers.
Where approved, the refundable amount may be up to 50% of the total booking value, subject to applicable deductions.
3. Cancellation Between 25 and 39 Days Before Check-In
If a cancellation request is received between 25 and 39 days before the scheduled check-in date or service date, a refund of up to 20% of the total booking value may be considered.
The refund is subject to:
- A valid reason for cancellation;
- Supporting proof or documentation where applicable;
- Review and approval of the cancellation request;
- Any non-refundable commitments made to accommodation providers, operators or other service partners.
The remaining advance amount may be retained as a cancellation charge.
4. Cancellation Within 25 Days
Bookings cancelled within 25 days of the scheduled check-in date or service date will not be eligible for a refund.
This applies because accommodation, activities, transportation and other travel services may already have been reserved, blocked or prepaid.
No refund will normally be provided for cancellations made within this period.
5. Valid Reasons for Cancellation
Refund requests will be considered only when the cancellation is due to a genuine and reasonable circumstance.
Examples may include:
- Serious illness or medical emergency;
- Hospitalisation of the guest or an immediate family member;
- Death or serious emergency involving an immediate family member;
- Flight or transport cancellation that cannot reasonably be resolved;
- Natural disasters or severe weather preventing travel;
- Government-imposed travel restrictions;
- Other exceptional circumstances beyond the reasonable control of the guest.
The acceptance of a reason as valid remains subject to review.
Providing a reason for cancellation does not automatically guarantee a refund.
6. Supporting Documents and Proof
Guests requesting a refund based on exceptional or unavoidable circumstances may be required to provide supporting documents.
Depending on the reason, this may include:
- Medical certificate or hospital documents;
- Official proof of hospitalisation;
- Death certificate or other relevant documentation;
- Airline or railway cancellation confirmation;
- Official government notices or travel restrictions;
- Other documents reasonably required to verify the cancellation request.
All documents must be genuine, relevant and provided within a reasonable period after the cancellation request.
We reserve the right to decline a refund request if sufficient supporting information is not provided or if the submitted information cannot reasonably verify the stated reason.
7. Cancellation Request Procedure
All cancellation requests must be submitted through an official communication channel recognised by Varkala.co.in.
The request should include:
- Guest name;
- Booking reference or booking details;
- Check-in or activity date;
- Reason for cancellation;
- Supporting documents, where applicable;
- Bank account or payment details, if required for an approved refund.
The effective cancellation date will be the date on which the complete cancellation request is received.
Incomplete requests may delay the review and refund process.
8. Refund Processing
Approved refunds will normally be processed within 7 to 21 working days, depending on the original payment method, banking procedures and confirmation from the relevant service provider.
Any applicable deductions may include:
- Payment gateway charges;
- Bank charges;
- Currency conversion charges;
- Third-party booking fees;
- Non-refundable supplier payments;
- Other charges already incurred specifically for the booking.
Refunds will generally be made to the original payment source where possible.
9. No-Show and Early Departure
If a guest fails to arrive for a confirmed booking without prior cancellation, the booking will be treated as a no-show.
No refund will be applicable for:
- No-shows;
- Unused accommodation nights;
- Early check-out;
- Missed activities or transfers due to the guest’s delay;
- Services voluntarily not used by the guest after the booking has commenced.
10. Rescheduling Option
Where possible, guests may request to reschedule their booking instead of cancelling.
Rescheduling is subject to:
- Availability;
- Approval from the accommodation or service provider;
- Applicable price differences;
- Seasonal rates;
- Advance notice.
Approval of a rescheduling request is not guaranteed. Any additional amount resulting from revised dates or services must be paid by the guest.
11. Cancellations by Varkala.co.in or Service Providers
If a confirmed service cannot be provided due to operational reasons, safety concerns or circumstances within our reasonable control, we will attempt to offer:
- An alternative service;
- A different date;
- A credit for future use; or
- An applicable refund.
Where the cancellation is caused by circumstances beyond reasonable control, including severe weather, natural disasters, government restrictions or force majeure events, alternative arrangements may be offered depending on the circumstances.
12. Accommodation and Third-Party Provider Policies
Some properties, activities and services listed through Varkala.co.in may have their own cancellation and refund policies.
Where a specific booking has different cancellation terms, those terms will be clearly communicated during the booking process and may override this general policy.
Any refund involving a third-party provider will remain subject to the amount recoverable from that provider.
13. Right to Review and Reject Claims
Varkala.co.in reserves the right to review every cancellation and refund request individually.
We may reject a refund request where:
- The cancellation reason is not considered valid;
- Required supporting documents are not provided;
- Submitted documents appear false, misleading or unverifiable;
- The cancellation falls within the non-refundable period;
- The guest has already received or used part of the booked service;
- The booking was made under a special non-refundable offer.
Our decision will be based on the booking terms, circumstances of the cancellation and applicable commitments already made to service providers.
14. Important Note
We strongly recommend that guests purchase suitable travel insurance to protect against unexpected cancellations, medical emergencies, travel disruptions and other unforeseen circumstances.
By confirming a booking through Varkala.co.in, the guest acknowledges that they have read, understood and agreed to this Cancellation and Refund Policy.
