Patra Travels Pvt. Ltd.

Cancellation And Refund Policy
Patra Travels Private Limited (Formerly Known as Patra Tours And Travels)

Registered Office:
Plot No. 1151, 1st Floor, Royal Palace Campus, Tankapani Road, Adjacent to Radhika Tower, Near Rabi Talkies, Bhubaneswar, Odisha – 751018, India

CIN: U79120OD2026PTC052252
PAN: AAQCP6094A
GSTIN: 21AAQCP6094A1ZH

Toll-Free: 1800-120-8464
WhatsApp: +91 83379-11111
Landline: +91-674-3558890
Website: www.patratravels.com
Email: [email protected]

Effective Date: 01 June 2026

INTRODUCTION

This Cancellation & Refund Policy governs cancellations, modifications, refunds, no-shows, payment disputes, chargebacks, and related matters concerning services offered by Patra Travels Private Limited

By making a booking, payment, reservation, enquiry, or service request, the customer agrees to be bound by this Policy, the Terms & Conditions, Privacy Policy, supplier rules, and service-specific conditions.

GENERAL CANCELLATION RULES

All cancellation requests must be submitted through official communication channels, including:

Email
WhatsApp
Customer Support
Authorized Office
Written Communication

A cancellation request shall be considered effective only upon written acknowledgment by Patra Travels Private Limited. Verbal cancellation requests shall not be considered valid unless confirmed in writing by the Company.

BOOKING MODIFICATIONS

Any request for date changes, itinerary changes, vehicle changes, passenger changes, hotel changes, destination changes, or service modifications shall be subject to:

Availability
Supplier Approval
Operational Feasibility
Additional Charges

Patra Travels Private Limited reserves the right to accept or reject modification requests.

NON-REFUNDABLE CHARGES

Unless otherwise expressly agreed in writing, the following charges shall remain non-refundable:

Service Charges
Convenience Fees
Payment Gateway Charges
Bank Charges
Processing Fees
Documentation Charges
Courier Charges
Visa Charges
Insurance Premiums
Government Fees
Permit Charges
Taxes already deposited with authorities
Foreign Exchange Conversion Charges
Administrative Charges
Third-Party Supplier Charges

Any amount designated as non-refundable at the time of booking

TOUR PACKAGE CANCELLATION POLICY

Unless specifically mentioned otherwise in the quotation, itinerary, invoice, voucher, or booking confirmation:

More than 30 days before departure:
25% of total package cost shall be deducted.

15 to 30 days before departure:
50% of total package cost shall be deducted.

7 to 14 days before departure:
75% of total package cost shall be deducted.

Less than 7 days before departure:
100% of total package cost shall be forfeited.

No Show:
100% cancellation charges shall apply.

Special packages, festive departures, charter departures, group departures, international departures, and promotional packages may be subject to separate cancellation conditions.

HOTEL CANCELLATION POLICY

Hotel reservations are subject to the cancellation rules of the respective hotel, resort, camp, guest house, homestay, or accommodation provider. Patra Travels Private Limited shall not be liable where a hotel refuses cancellation or refund under its own policy. Peak season bookings, festive season bookings, event period bookings, and promotional rates may be completely non-refundable.

FLIGHT TICKET CANCELLATION POLICY

Flight ticket cancellations shall be governed by airline rules.

Refunds are subject to:

Airline Cancellation Charges
Airline Penalties
Fare Restrictions
No Show Policies
Supplier Service Charges
Patra Travels Private Limited Service Charges
Certain promotional, discounted, corporate, group, and special fares may be non-refundable.

Patra Travels Private Limited shall not be responsible for airline schedule changes, cancellations, delays, route changes, or refund decisions.

TRAIN TICKET CANCELLATION POLICY

Railway ticket cancellations shall be governed by applicable railway regulations and supplier policies. Patra Travels Private Limited acts only as a booking facilitator and shall not be responsible for railway refund decisions.

VEHICLE RENTAL CANCELLATION POLICY

For car rentals, tempo travellers, minibuses, coaches, luxury coaches, employee transportation services, and charter transportation:

More than 72 hours before reporting:
25% cancellation charge.

24 to 72 hours before reporting:
50% cancellation charge.

Less than 24 hours before reporting:
100% cancellation charge.

No Show:
100% cancellation charge.

Multi-day transportation contracts, corporate transportation contracts, and event transportation bookings may be subject to separate terms.

VISA ASSISTANCE SERVICES

Visa processing fees, consultation fees, embassy charges, government fees, courier charges, service charges, and documentation charges shall remain non-refundable. Patra Travels Private Limited does not guarantee visa approval. Visa rejection, delay, additional documentation requests, or refusal by any embassy or authority shall not create any refund obligation beyond recoverable supplier amounts.

PASSPORT ASSISTANCE SERVICES

Service fees associated with passport assistance, document verification, appointment scheduling, consultation, and administrative support shall generally remain non-refundable once services have commenced.

TRAVEL INSURANCE

Insurance premiums are subject to the terms and conditions of the insurance provider. Refunds, if any, shall be governed by the insurer's rules.

NO SHOW POLICY

A booking shall be considered a "No Show" if the customer:

Fails to report on time;
Fails to check in;
Fails to arrive at the designated pickup point;
Fails to provide required documentation;
Fails to utilize the confirmed service.

In such cases, the booking may be cancelled without refund.

UNUSED SERVICES

No refund shall be provided for any service not utilized by the customer after commencement of travel, including:

Hotel Accommodation
Meals
Transfers
Sightseeing
Transportation
Guided Tours
Activities
Excursions
Entry Tickets
Any Included Service

EARLY DEPARTURE OR VOLUNTARY TERMINATION

If a customer voluntarily terminates a trip, leaves early, shortens a tour, misses a service, or declines any portion of the booked arrangements, no refund shall be payable unless specifically approved by Patra Travels Private Limited and recoverable from suppliers.

FORCE MAJEURE EVENTS

Patra Travels Private Limited shall not be liable for cancellations, interruptions, modifications, delays, losses, expenses, or disruptions arising from:

Natural Disasters
Floods
Cyclones
Earthquakes
Pandemics
Epidemics
Government Restrictions
Political Disturbances
War
Terrorism
Strikes
Transport Disruptions
Supplier Failures
Utility Failures
Cyber Incidents
Acts of God

In such circumstances, refunds shall depend solely upon recoveries obtained from suppliers.

REFUND PROCESSING

Approved refunds shall generally be processed within 7 to 30 working days.

Actual credit timelines depend upon:

Banks
Card Networks
Payment Gateways
Airlines
Hotels
Suppliers
Financial Institutions

Patra Travels Private Limited shall not be responsible for delays caused by third parties.

MODE OF REFUND

Refunds shall normally be processed through the original payment method. Where this is not possible, alternative refund methods may be used at the Company's discretion, subject to verification requirements.

REFUND RESTRICTIONS

Patra Travels Private Limited reserves the right to withhold, offset, reduce, or deny refunds where:

Outstanding amounts remain unpaid;

Fraud is suspected;
Documentation is incomplete;
Chargebacks have been initiated;
Supplier recoveries have not been received;
Legal disputes are pending.

CHARGEBACKS AND PAYMENT DISPUTES

Customers agree not to initiate chargebacks or payment reversals for services duly provided, booked, confirmed, reserved, or arranged by Patra Travels Private Limited

In the event of an unjustified chargeback, the Company reserves the right to recover:

Outstanding Amounts
Chargeback Fees
Bank Charges
Administrative Costs
Collection Costs
Legal Expenses

Customers may be restricted from future bookings until such disputes are resolved.

FRAUD PREVENTION

Patra Travels Private Limited reserves the right to verify identity, payment details, travel documentation, booking information, and supporting records before processing any cancellation or refund. Refunds may be delayed or withheld pending verification.

THIRD-PARTY SUPPLIER REFUNDS

Where services are provided by airlines, hotels, transport operators, cruise companies, insurance providers, or other third-party suppliers, refunds shall remain subject to the policies of such suppliers. Patra Travels Private Limited shall not be responsible for supplier refusal, delay, reduction, or denial of refunds.

DISPUTE RESOLUTION

Any dispute relating to cancellations, refunds, chargebacks, payments, supplier charges, or service fees shall be governed by the dispute resolution provisions contained in the Terms & Conditions of Patra Travels Private Limited

GOVERNING LAW

This Policy shall be governed by the laws of India. Any disputes shall be subject to arbitration, jurisdiction, and legal provisions contained in the Terms & Conditions of Patra Travels Private Limited

POLICY UPDATES

Patra Travels Private Limited reserves the right to amend, modify, replace, update, or revise this Cancellation & Refund Policy at any time without prior notice. The latest version published on the official website shall prevail and become effective immediately upon publication.

CUSTOMER ACKNOWLEDGEMENT

By making any booking, enquiry, reservation, payment, or service request, the customer confirms that:

The customer has read and understood this Cancellation & Refund Policy;
The customer accepts all cancellation charges and refund conditions;
The customer understands supplier-specific restrictions;
The customer agrees to the dispute resolution process specified by Patra Travels Private Limited;
The customer accepts that refunds may be limited to recoveries received from suppliers.