At Darya Expeditions, we understand that sometimes travel plans change unexpectedly. While we aim to ensure a smooth and hassle-free experience for all of our customers, we have established a clear cancellation and refund policy to maintain transparency and fairness. Below, we outline how cancellations work, when refunds are applicable, and what steps you need to take if you need to cancel your trip.
1. Refund Policy Based on Cancellation Timing
The amount of refund you are entitled to depends on how far in advance you cancel your trip. Below is a breakdown of the refund amounts based on the timing of your cancellation:
- More than 31 days before the service start date
You will receive a 100% full refund of the amount paid. This is the most favorable option for cancellations made well in advance of your scheduled trip. - 22 to 30 days before the service start date
You will receive a 70% partial refund. This covers most of your payment but deducts 30% to account for reservation and logistical costs incurred. - 11 to 21 days before the service start date
You will receive a 50% partial refund. As the start of your trip approaches, fewer expenses can be refunded. - 1 to 10 days before the service start date
Unfortunately, cancellations made within this time frame are non-refundable. Due to the late notice, 100% of the trip cost is retained.
2. How to Cancel Your Reservation
If you need to cancel your reservation, it is important to follow the official cancellation procedure to ensure your request is processed properly. Here’s how:
- Send an email: Use our contact form or send a direct email with your personal details (name, contact information) and reservation number.
- Confirmation email: After submitting your cancellation request, wait for a confirmation email. You will receive this within 48 hours to acknowledge that your cancellation has been processed.
Your cancellation is only considered official once you receive this confirmation. Please note that cancellation requests not made through this process may not be recognized, and refunds may be delayed.
3. Refund Process and Administrative Fees
While we strive to process all refund requests as quickly as possible, all refund requests are subject to an administration fee. This fee covers office processing, currency exchange, and international transfer costs.
- Refund Process: Once your cancellation is confirmed, we will begin the refund process. We understand that you may be eager to receive your funds, and we assure you that we are working diligently to process your refund as efficiently as possible.
- Administrative Fee: A flat fee of 50 USD will be deducted from any refundable amount to cover office processing, currency exchange, and international transfer costs.
4. Important Considerations
There are a few additional points to keep in mind regarding cancellations and refunds with Darya Expeditions:
- Refund Timing: The time it takes to process refunds may vary depending on the payment method and the volume of requests we are handling at any given time. Rest assured, our team is working as fast as possible to complete all requests.
- Last-Minute Cancellations: If you cancel within 1 to 10 days of your service start date, please note that no refund will be provided. This is due to the costs already incurred for accommodation, guides, transportation, and other logistics that have been arranged.
- Non-refundable Items: Please note that the Letter of Invitation (LOI) — valued at 200 USD — is non-refundable under any circumstances, regardless of the reason for cancellation. Additionally, any flights or tickets purchased on your behalf are non-refundable, as these costs are bound by airline and operator terms and cannot be recovered once issued.
5. Frequently Asked Questions (FAQs)
Q: What happens if I need to cancel due to a personal emergency?
A: In case of emergencies, we encourage you to contact us as soon as possible. While we adhere to our standard refund policy, we may consider exceptional circumstances on a case-by-case basis.
Q: How long will it take to receive my refund?
A: Refunds are typically processed within 10 to 15 business days after the cancellation is confirmed. The exact timing depends on your payment method and financial institution.
Q: What if I cancel my trip after the service has already started?
A: Once your trip has started, refunds are not applicable. However, we recommend contacting us to discuss possible solutions or alternative arrangements.
Q: Can I transfer my reservation to someone else?
A: Yes, in some cases you may be able to transfer your reservation to another person. Please contact us at least 10 days before the service start date to inquire about this possibility. Since we already have your tourist file registered with the Ministry in Kabul, we need to create a new file or obtain a new visa permit with a different reference number. Transferring the booking to another person incurs an additional administrative fee of $50 to cover office expenses.
At Darya Expeditions, we are committed to providing the best possible travel experience while ensuring flexibility and transparency in our cancellation policy. We encourage you to reach out to our team with any questions or concerns you may have regarding your reservation or the cancellation process.