Cancellation & Refund Policy
This Cancellation & Refund Policy explains how cancellation and refunds are handled by Travel Sapphire DMC for travel bookings and related services. By booking with Travel Sapphire DMC, you agree to this policy and the terms set by airlines, hotels, DMCs, transport operators, and other third-party suppliers.
CANCELLATION BY YOU
You may cancel your booking by giving written notice to us through email. We will make refunds to you less cancellation fees in accordance with the table below, calculated from the date which we receive written notice:
- 60 days and over before commencement: Deposit
- 59 days to 31 days before commencement: the value of the Deposit and 50% of the booking value, whichever is the greater
- 30 days or less before commencement: 100% of the booking value
Please note that for certain travel arrangements cancellation charges may be higher than those set out above. In certain cases, a 100% cancellation fee applies as soon as the booking is made, and the ticket is issued. You will be advised of any different cancellation charges prior to us confirming services. The cancellation charges specified above represent a genuine pre-estimate of the losses we have incurred if you cancel at particular points in time. For group departures, a transfer of a confirmed booking to another departure date is deemed to be cancellation of the original booking.
ILLNESS OR VACCINATION STATUS PREVENTING TRAVEL
If due to any illness, suspected illness or failure to satisfy any required tests or vaccination requirements:
- an airline or other common carrier refuses you carriage;
- a hotel or vessel refuses to accommodate you; or
- we or our suppliers (acting reasonably) exclude you from the trip and you are consequently prevented from commencing or continuing your trip, then:
- if you have already commenced your trip, we will provide you with reasonable assistance to arrange alternative travel arrangements or to continue the trip. This will be at your cost.
- if you have not commenced your trip then we regret we will not be in a position to provide such assistance.
We will not be liable to refund the cost of your trip (or any part of it) because we would have already paid (or committed to pay) suppliers and we would have already performed significant work preparing for the delivery of your trip and servicing your booking. We will not be responsible for any other loss or loss you incur in connection with your booking (for example, airfares and visa expenses) if you are prevented from commencing or continuing your trip in these circumstances. We strongly encourage you to purchase travel insurance that adequately responds to cancellations and curtailments associated with illness and other unforeseen events as soon as you have paid your deposit.
OTHER CANCELLATIONS
In these Booking Conditions, the term Force Majeure means an event or events beyond our control and which we could not have reasonably prevented, and includes but is not limited to: (a) natural disasters (including not limited to flooding, fire, earthquake, landslide, volcanic eruption), adverse weather conditions (including hurricane or cyclone), high or low water levels; (b) war, armed conflict, industrial dispute, civil strife, terrorist activity or the threat of such acts; (c) epidemic, pandemic; (d) any new or change in law, order, decree, rule or regulation of any government authority (the events in (d) being “Government Restrictions”)).
Force Majeure – Prior to travel
If:
- in our reasonable opinion we (either directly or through our employees, contractors, suppliers or agents) determine that your travel arrangements cannot safely, lawfully or reasonably proceed due to a Force Majeure event; or
- you give us notice no more than 14 days prior to commencement of your booked travel arrangements that you cannot reasonably make use of them due to Government Restrictions (for example due to border closures) then we may:
- reschedule your travel arrangements, but only if you are agreeable to the rescheduled arrangements; or
- cancel your travel arrangements, in which case our contract with you will terminate.
- If we cancel your travel arrangements, neither of us will have any claim for damages against the other for the cancelled arrangements. However, we will either:
- issue you with a credit equal to payments received by us for the cancelled travel arrangements, redeemable within 12 months of issue against any travel services offered by us; or
- refund payments attributable to the cancelled travel arrangements less: (a) unrecoverable third party costs and other expenses incurred or payable by us for the cancelled travel arrangements; (b) overhead charges incurred by us relative to the price of the cancelled travel arrangements; and (c) fair compensation for work undertaken by us in relation to the cancelled travel arrangements until the time of cancellation and in connection with the processing of any refund.
Please note that our ability to issue you with a credit may be dependent on our suppliers issuing corresponding credits to us. We cannot guarantee that our suppliers will issue corresponding credits and so in such circumstances we may opt to pay you a limited cash refund as outlined.
Force Majeure – During travel
If due to Force Majeure we cancel travel arrangements after your trip has commenced, we will provide you with a refund of recovered third party costs plus any third party costs we don’t incur for cancelled travel arrangements only.
Force Majeure – General
Where a limited cash refund is to be paid by us, we will use reasonable endeavours to recover payments from third parties attributable to your booking, but we make no guarantee that we will be able to recover these payments either partially or at all. If after we have paid you a limited cash refund (or after we determine that no cash refund is currently payable) we recover payments from third parties attributable to your booking, then we will pass on this payment to you.
We will not be responsible for any other loss or costs you incur in connection with your booking (for example, airfares, insurance and visa expenses) if your trip or particular travel arrangements are cancelled due to an event of Force Majeure.
If we provide you with any alternative services or assistance where travel arrangements are cancelled or rescheduled due to Force Majeure which you accept, then you agree the amount to be refunded to you will be reduced by the value of these services and assistance.
You acknowledge that the terms in this section are reasonably necessary to protect our legitimate business interests. We strongly encourage you to purchase travel insurance that adequately responds to cancellation and rescheduling risks associated with Force Majeure events as soon as you have paid a deposit.
Other cancellations
If we cancel your travel arrangements for reasons other than Force Majeure or a failure to satisfy minimum numbers, you will be offered (at your election) a refund of all funds paid, or the offer of travel arrangements of substantially equal quality if appropriate. To the fullest extent permitted by law, we will not be responsible to you for any other expenses or loss you incur resulting from our cancellation.
Refund Processing Time
Once your refund is approved by the supplier:
- Processing may take 7 to 45 working days depending on airlines, banking systems, or international suppliers.
- International refunds may take longer due to currency settlements.
- Refunds will be issued to the original payment method used during booking, unless otherwise agreed.
Travel Sapphire DMC does not guarantee timelines controlled by third-party providers or financial institutions.
Non-Refundable Services
The following are typically non-refundable:
- Visa fees
- Travel insurance
- Service or convenience fees
- Booking deposits
- Wildlife Jeep Safaris
- Certain promotional fares, last-minute deals, or special offers
- No-show bookings or unused services (e.g., missed tours or transfers)
Duplicate Payments
If you accidentally make a duplicate payment, we will process a refund after verifying the issue. Refunds usually take 10–15 working days.
This Policy was last updated 23rd December 2025
Email: hello@travel-sapphire.com
Address: B3/303, M3M Woodshire, Sector 107, Gurugram, Haryana – 122006
