These Terms and Conditions form a legally binding contract between Cordial Trek Pvt. Ltd. and our travelers. Please review them carefully prior to completing your booking.
Article 1. Booking Your Trip
Clause 1.1 Online Reservations: Select your preferred itinerary and payment option on our website, then complete your purchase in the View Cart section and proceed to checkout.
Clause 1.2 Instant Confirmation: Our system issues an automated confirmation receipt upon successful payment. Our team will follow up personally with detailed pre-trip guidance.
Clause 1.3 Pickup and Transfer Details: Depending on your selected package, complimentary airport transfers or hotel pickups may be included.
Please Note: If your trip includes pickup service and you have already arranged hotel accommodations or flight arrival details, please specify them in the checkout notes. You may also email or WhatsApp us your booking details at a later date once your flights or hotels are confirmed.
Clause 1.4 Direct Bank Transfer: You may complete your booking via direct wire transfer using our official corporate bank account details.
Clause 1.5 Balance Due: Any remaining package balance must be settled prior to departure or during your pre-trip briefing in Kathmandu.
Article 2. Payment Methods and Accepted Currencies
Clause 2.1 Online Credit and Debit Card Payments: We accept VISA, Mastercard, UnionPay, SCT, and American Express. Card payments are processed in USD using the live international exchange rate at the exact time of transaction.
Clause 2.2 POS Terminal: Physical card processing is available directly with our representatives at your hotel or our office in Kathmandu, using the same live USD conversion rates.
Clause 2.3 Direct Bank Transfer: Wire transfers can be sent directly to our official corporate bank account.
Clause 2.4 Cash Payments in Convertible Currencies: If you prefer to settle your remaining balance or full trip payment in cash due to online transaction limits, we accept all major convertible currencies.
Accepted Currencies: USD, Euro, GBP, AUD, SGD, INR, RMB Chinese Yuan, KRW South Korean Won, JPY Japanese Yen, RUB Russian Ruble, PHP Philippine Peso, MYR Malaysian Ringgit, AED UAE Dirham, and other major global currencies based on current daily official exchange rates.
Article 3. Last-Minute Bookings
Clause 3.1 Within Nepal: We welcome last-minute bookings for all day tours, excursions, and trekking itineraries within Nepal.
Clause 3.2 International Destinations: Last-minute bookings for India, Bhutan, and Tibet cannot be accepted due to strict regional permit and visa processing timelines.
Article 4. Cancellation, Rescheduling, and Refund Policy
Because we secure non-refundable national park permits, domestic flight tickets, hotel accommodations, and guide assignments in advance, we enforce the following cancellation terms:
Clause 4.1: Multi-Day Trips and Trekking Expeditions
Clause 4.1.1: Cancellations made more than 48 hours before departure are eligible for a 100% full refund.
Clause 4.1.2: For cancellations made between 24 and 48 hours before departure, the deposit becomes non-refundable. You may reschedule your trip to a future date at no additional charge by providing written notice at least 24 hours prior to departure.
Clause 4.1.3: Cancellations made less than 24 hours before departure or failure to show up (no-show) receive no refund or rescheduling, as all operational logistics, permits, flights, and guide allocations are fully locked in.
Clause 4.2: Single-Day Tours and Excursions
Clause 4.2.1: Cancellations made more than 24 hours before departure are eligible for a 100% full refund.
Clause 4.2.2: Cancellations made between 12 and 24 hours before departure are non-refundable, but remain eligible for free rescheduling to a future date.
Clause 4.2.3: Cancellations made less than 12 hours before departure or failure to show up (no-show) receive no refund or rescheduling, as guide and transport arrangements are finalized.
Clause 4.3 Refund Terms and Exchange Rates
Clause 4.3.1: All eligible refunds will be returned in full directly to the original payment method with zero deductions for third-party bank or credit card processing fees from our side. Due to formal accounting verification, written documentation, and banking procedures, refund processing takes at most seven business days from the date of formal approval.
Please Note: Cordial Trek issues refunds for the exact net amount received in the original billing currency (USD). Any minor variance in the final amount deposited into your local account caused by foreign exchange rate fluctuations, daily currency conversion spreads, or intermediary receiving bank fees applied by your card issuer remains beyond our control and is the sole responsibility of the cardholder.
Article 5. Single Supplement Charge
Clause 5.1 Twin Sharing Standard: All package prices assume twin-sharing room accommodations.
Clause 5.2 Private Room Fee: A single supplement charge applies if you request a private room or travel without a sharing partner.
Article 6. Early Departure and Voluntary Dropouts
Clause 6.1 No Partial Refunds: No refunds, credits, or compensation will be granted if you voluntarily leave or drop out from an itinerary early for any reason once the journey has commenced.
Article 7. Unforeseen Circumstances, Force Majeure, and Trip Interruption
Events beyond our control—including war, armed conflict, natural disasters, severe weather, landslides, political strikes, epidemics, or damage to regional infrastructure—can render specific trekking routes, villages, or transportation impassable or unsafe.
Clause 7.1 Cancellation Prior to Departure: If Cordial Trek must cancel your trip prior to departure due to force majeure or unsafe conditions before any services have commenced, we offer three options:
Clause 7.1.1 Full Refund: Receive a 100% full refund of your payment with zero penalty.
Clause 7.1.2 Flexible Rescheduling: Postpone your booking to any future date that suits your travel plans.
Clause 7.1.3 Deposit Transfer: Transfer your full deposit or payment toward any alternative tour or trek package offered by Cordial Trek.
Clause 7.2 Trip Interruption After Departure (Mid-Trip Disruption): If a trip is interrupted, curtailed, or terminated after departure due to force majeure, natural disasters, sudden route closures, or extreme weather requiring an immediate return or evacuation, no full or pro-rated refunds, credits, or compensation will be issued.
Please Note: Any additional costs incurred during an early return or alternative arrangement—including emergency transport, extra hotel stays, or flight changes—remain the sole financial responsibility of the traveler. We strongly advise relying on your compulsory travel insurance to cover unexpected trip interruption expenses.
Clause 7.3 Personal Travel Expenses Note: Any personal or third-party travel expenses incurred outside the official Cordial Trek package, such as international airfare, domestic flights, or external hotel bookings, remain the sole financial responsibility of the traveler.
Article 8. Price Guarantee, Fee Protection, and Chargeback Waiver
Clause 8.1 Full Price Protection: Once your booking deposit is confirmed and the price is finalized, your package rate is completely locked in.
Clause 8.2 Absorbing Extra Charges: If government park fees, TIMS permit rates, or local tax structures change unexpectedly prior to your trip, Cordial Trek will absorb all additional costs entirely. Consequently, you will never be asked to pay extra for fee increases on an already finalized booking.
Clause 8.3 Chargeback Protection: By completing a booking, you acknowledge that our cancellation policies represent fair pre-estimates of operational loss and administrative commitment.
Please Note: You explicitly agree not to initiate a credit card chargeback with your issuing bank for any non-refundable deposit or cancellation fee applied in strict accordance with these Terms and Conditions.
Article 9. Health, Fitness, and Dietary Requirements
Clause 9.1 Physical Requirement: By booking, you confirm that you possess the physical fitness required for high-altitude trekking and outdoor travel activities.
Clause 9.2 Medical Disclosure: Travelers must inform us of any pre-existing health conditions prior to departure.
Please Note: We reserve the right to decline participation if an undisclosed condition compromises individual or group safety.
Clause 9.3 Special Dietary Requests: Please inform us of any severe food allergies or dietary needs at the time of booking. While our team makes every effort to accommodate dietary needs, meal options in remote teahouses depend on local availability, and strict allergy isolation cannot be guaranteed in mountain kitchens.
Article 10. Limitation of Liability and Consequential Losses
Clause 10.1 Liability Cap: Cordial Trek, its staff, and partners operate with due care. To the maximum extent permitted by law, our total financial liability for any loss, claim, injury, or dispute is capped at the total amount paid by the client for the specific booking.
Clause 10.2 Waiver of Indirect Damages: Under no circumstances shall Cordial Trek be liable for indirect, special, incidental, or consequential damages. This includes lost wages, missed international connecting flights, unused third-party accommodations, visa fees, or emotional distress.
Clause 10.3 Equipment and Personal Property: Travelers are solely responsible for their personal equipment, electronics, and valuables throughout the trip.
Article 11. Mandatory Travel Insurance and Emergency Evacuation
Clause 11.1 Compulsory Coverage: All clients must hold comprehensive travel insurance prior to starting their journey.
Clause 11.2 Required Policies: Your insurance policy must explicitly cover emergency medical treatment, high-altitude helicopter evacuation, trip cancellation, and lost luggage.
Clause 11.3 Evacuation Logistics: In the event of severe altitude sickness or medical emergencies, our guide holds full authority to initiate helicopter evacuation.
Please Note: Travelers and their insurance providers remain fully responsible for all direct costs and upfront financial guarantees required by evacuation providers.
Clause 11.4 Proof of Coverage: Verification of active insurance policy details must be submitted prior to departure. Failure to present valid proof of insurance constitutes a client-initiated cancellation, and standard cancellation charges will apply.
Article 12. Guide Authority and Safety
Clause 12.1 Guide Discretion: Our licensed guides hold full authority during the trip for group welfare, decision-making, and safety.
Clause 12.2 Compliance: Travelers must follow all safety directions provided by the guide throughout the journey.
Clause 12.3 Field Safety Overrides: If a guide determines that a traveler is physically or mentally unfit to safely continue high-altitude trekking, the guide reserves absolute authority to alter the route or return the traveler to a lower altitude.
Article 13. Code of Conduct, Cultural Respect, and Dismissal
Clause 13.1 Respectful Conduct: Travelers are expected to behave responsibly, show respect for local cultures and traditions, and treat fellow travelers, local communities, and support staff with dignity.
Clause 13.2 Unilateral Termination: We reserve the right to terminate trip participation without refund for any individual whose behavior is illegal, disruptive, abusive, or harmful to group safety.
Clause 13.3 Immediate Removal Costs: If dismissed from a trip due to policy violations or unsafe behavior, the participant must arrange their own return transport, lodging, and logistics at their own expense without any right to partial or full refunds.
Article 14. Himalayan Flights, Extra Hotel Bookings, Weather Delays, and Itinerary Discretion
Clause 14.1 Flight Disruptions: Domestic flights to mountain sectors like Lukla, Jomsom, Dolpa, Simikot, and Jumla depend heavily on local weather conditions and frequently face unexpected delays, rerouting, or cancellations.
Clause 14.2 Additional Traveler Expenses: When weather disruptions alter trip timelines, any extra costs incurred—including additional hotel stays, domestic flight changes or rebookings, helicopter upgrades, and ground transportation—remain the financial responsibility of the traveler.
Please Note: We advise ensuring your travel insurance policy covers trip delay and interruption expenses.
Clause 14.3 Itinerary Discretion: Field conditions, weather, or landslides may necessitate route or lodging modifications before or during a trip. Cordial Trek reserves full discretion to adjust itineraries in the interest of safety.
Please Note: Equivalent alternative arrangements will be provided where available, and no refunds or partial compensation will be owed for safety-driven route modifications.
Article 15. Travel Documents and Visas
Clause 15.1 Traveler Responsibility: You must carry a valid passport with at least six months validity remaining and obtain necessary entry visas for Nepal, Tibet, India, or Bhutan.
Clause 15.2 Documentation Issues: Cordial Trek holds no accountability for interrupted trips caused by missing or invalid documentation.
Article 16. Personal Belongings
Clause 16.1 Luggage Handling: Our team exercises utmost care when handling your luggage.
Clause 16.2 Damage Exclusions and Personal Property Insurance: Cordial Trek is not liable for loss, damage, theft, or wear and tear to personal belongings, luggage, or equipment transported by porters, pack animals, support staff, or vehicles.
Please Note: We strongly recommend that all travelers obtain adequate personal property and baggage insurance coverage as part of their comprehensive travel policy.
Article 17. Complaints and Dispute Resolution
Clause 17.1 On-Site Reporting: Any issue during the trip must be reported immediately to your guide so we can resolve it promptly.
Clause 17.2 Formal Claims: Unresolved complaints must be submitted in writing within 30 days of trip completion.
Article 18. Privacy and Data Security
Clause 18.1 Data Protection: Personal details provided during booking are kept confidential and used solely to deliver your requested services.
Article 19. Media and Marketing Consent
Clause 19.1 Promotional Content: We occasionally capture photos or videos during trips for promotional materials.
Clause 19.2 Opt-Out Notice: You may opt out at any time by notifying us in writing prior to trip departure.
Article 20. Social Responsibility
Clause 20.1 Community Contribution: Cordial Trek commits a guaranteed 10% of its total annual profit directly to local community development programs across Nepal.
Please Note: These contributions support vital local initiatives, including educational support, healthcare access, environmental conservation, and sustainable infrastructure project funding in remote trekking regions.
Article 21. Governing Law
Clause 21.1 Jurisdiction: These Terms and Conditions are governed exclusively by the laws of Nepal. Consequently, any legal claims fall under the exclusive jurisdiction of the courts of Nepal.