Cancellation Policy
Clear, upfront terms for cancelling or modifying your travel booking.
1. Introduction
At Holidays Decode, we understand that travel plans can change. This Cancellation Policy explains how cancellations, modifications, and no-shows are handled for bookings made through our website or team.
Please read this policy alongside our Refund Policy and Terms & Conditions.
2. Cancellation Charges
Cancellation charges depend on how far in advance you cancel. Cancellations must be made in writing (email or WhatsApp) and are effective from the moment we acknowledge them.
| Cancellation Window | Cancellation Charge | Refund Issued |
|---|---|---|
| More than 30 days before travel | 10–25% | 75–90% of booking value |
| 15–30 days before travel | 25–50% | 50–75% of booking value |
| 7–14 days before travel | 50–75% | 25–50% of booking value |
| Less than 7 days before travel | 75–100% | 0–25% of booking value |
| No-show (did not travel) | 100% | No refund |
3. Non-Refundable Components
Certain components of your booking are non-refundable, regardless of when you cancel:
- Visa & embassy fees already submitted
- Travel insurance premiums
- Non-refundable / promotional airline tickets
- Airport taxes already paid to authorities
- Booking or transaction fees charged by payment gateways
- Any add-on services already delivered (e.g. consultation, permits)
4. How to Cancel Your Booking
Email us at info@holidaysdecode.com or message us on WhatsApp with your booking reference.
We may ask for additional details to verify your identity and booking.
We confirm your cancellation in writing and share the cancellation charge breakdown.
Any eligible refund is processed to your original payment method (see Refund Policy for timelines).
5. Modifications Instead of Cancellation
If you can't travel on your original dates, consider modifying your booking instead of cancelling — it's often cheaper and easier.
- Date Change: Subject to availability and supplier change fees.
- Destination Change: Possible in most cases; price difference is payable.
- Traveler Name Change: Some airlines and hotels allow this for a small fee.
Contact us with your request and we'll share the modification options available.
6. Force Majeure Events
In case of events beyond our control — natural disasters, government orders, pandemics, strikes, or civil unrest — we will work with suppliers to minimise your losses. Depending on the situation:
- We may offer a travel credit valid for 12 months instead of a cash refund.
- Any refunds issued are subject to what suppliers (airlines, hotels, etc.) return to us.
- We do not charge additional cancellation fees for force majeure events.
7. Partial Cancellations
If only part of your trip is cancelled (e.g. one traveler drops out of a group booking), cancellation charges apply to the affected portion only. The remaining trip continues as planned. Any unused services (unbooked hotel nights, unavailed transfers) are subject to the supplier's individual policy.
8. Cancellation by Holidays Decode
In rare cases, we may need to cancel your booking due to circumstances such as:
- Insufficient travelers on a fixed-departure group tour
- Supplier unavailability at the confirmed price
- Safety or security concerns at the destination
- Any other circumstance making travel impossible
In such cases, you receive a full refund of any amounts paid to us, or the option to transfer your booking to an alternative date/destination. No cancellation charges apply.
9. Contact for Cancellations
To cancel or modify your booking, contact us through any of these channels:
Subject: "Cancellation Request — [Booking ID]"
Fastest way to reach us
We respond to all cancellation requests within 24 hours (business days).
10. Policy Updates
This Cancellation Policy may be updated from time to time to reflect changes in our suppliers' terms or industry practice. The policy in effect at the time of your booking applies to that booking.
Need to Cancel or Modify?
Our team is here to help — get in touch and we'll take care of it.