Refund Policy
Last updated: 1 January 2025
We understand that travel plans change. Our refund policy is designed to be straightforward and fair. All amounts below refer to the total amount you have paid to We Care Holidays at the time of cancellation, excluding non-refundable permit fees.
1. Cancellation refund tiers
| Notice given before departure | Refund amount | Notes |
|---|---|---|
| 30 days or more | 90% | Only non-refundable permit fees deducted |
| 15 – 29 days | 60% | Accommodation deposits may reduce refund |
| 7 – 14 days | 30% | Pre-paid guides and vehicles non-recoverable |
| Less than 7 days | No refund | Full trip cost is forfeited |
| No-show | No refund | Treated as same-day cancellation |
| Force majeure | Credit note or reschedule | Full value credit, valid 12 months |
* Permit fees (RAP, PAP, Inner Line, Nathu La) are submitted to government authorities and are non-refundable once processing begins, regardless of cancellation date.
2. How to request a refund
To initiate a cancellation and request a refund, please follow these steps:
- Email us at support@wecareholidays.com with the subject line: “Cancellation Request — [Your Name] — [Departure Date]”.
- Include your booking reference number and a brief reason for cancellation.
- We will acknowledge your request within 4 business hours and confirm the applicable refund amount based on the date of your email.
- Provide your bank account details or UPI ID for the refund transfer.
The cancellation date is the date we receive your email, not the date you send it. We recommend following up by phone if you do not receive acknowledgement within 6 hours.
3. Processing time
Approved refunds are processed within 7–10 business days from the date we confirm your cancellation. Refunds are made to the original payment method where possible:
- Bank transfer/NEFT: 2–3 business days after processing
- UPI: 1–2 business days after processing
- Credit/debit card: 5–7 business days after processing (depends on your card issuer)
- International wire transfer: 5–10 business days, minus any intermediary bank charges
If you do not receive your refund within the stated timeframe, please email us with your transaction details and we will investigate promptly.
4. Exceptions & special cases
Peak season bookings: Trips confirmed during peak season (April–June and October–November) require 50% deposit (instead of 30%) and cancellations within 21 days (instead of 14) of departure are treated as less-than-7-days cancellations. This is due to the difficulty of releasing blocked accommodation and vehicle contracts during these periods.
Permit-only cancellations: If you cancel after permits have been applied for but before accommodation is confirmed, permit fees are non-refundable but the balance of your deposit is returned per the standard schedule.
Partial cancellations: If one member of a group cancels while others proceed, the refund is calculated on a per-person basis and the remaining group's itinerary will be adjusted where possible at no additional charge.
Trip interruptions: If you need to leave a trip early, We Care Holidays will assist with return logistics where possible. Refunds for unused services are assessed case-by-case; unused accommodation nights are refundable if cancelled with at least 24 hours notice to the property.
5. Force majeure & rescheduling
In cases of genuine force majeure — natural disasters, sudden road closures due to landslides or avalanches, government-declared emergencies, or pandemic-related travel restrictions — we do not charge cancellation penalties. Instead, we offer:
- A full-value credit note valid for 12 months from the original departure date, usable on any trip of equal or greater value.
- A rescheduled departure within the same season or the following year, with no date-change fee.
- A partial cash refund representing unused third-party costs, where such costs are recoverable from our suppliers.
The choice between these options is yours. We will not apply force majeure rules opportunistically — this clause is intended for genuine, verifiable situations affecting the safety of travel.
6. Questions
If you have any questions about this policy or need to discuss a specific situation, please contact us:
We Care HolidaysEmail: support@wecareholidays.com
Phone: +91 70767 84742
Office hours: Mon–Sat, 9am–6pm IST