Cancellation Policy & Trip Rescheduling Guidelines
Statutory cancellation frameworks, timeline slabs, itinerary rescheduling rules, and non-refundable deposit terms for private charter fleet operations across Shree Ji Travels.
⚠️ IMPORTANT NOTICE REGARDING RESERVATION CANCELLATIONS
Commercial fleet charter bookings with Shree Ji Travels represent dedicated vehicle allocations. Unlike automated ride-hailing services, our luxury Maharaja Tempo Travellers, Force Executive Coaches, and Urbania vans are pre-allocated, mechanically pre-inspected, and reserved exclusively for your designated travel itinerary. All advance token deposits remitted at the time of booking are strictly non-refundable upon cancellation. Cancellations initiated within 48 hours of scheduled departure attract additional liquidated liability to compensate for deadhead mileage, lost opportunity costs, and chauffeur roster displacement.
1. Purpose, Scope & Commercial Transport Economics
Shree Ji Travels (hereinafter "SJT", "the Company", "we", or "the Carrier") maintains an uncompromising commitment to customer service and journey reliability. However, managing high-value commercial tourist vehicles across North India entails substantial pre-trip operational and financial commitments.
When a reservation is confirmed, the specific tempo traveller is withdrawn from public availability across all our dispatch offices (Noida, Ghaziabad, and Delhi). Potential clients seeking the same vehicle configuration for identical dates are turned away. Chauffeurs are assigned, vehicle inspections are completed, and legal permits are pre-processed through state transport departments.
This Cancellation Policy transparently delineates client obligations, timeline brackets, rescheduling procedures, and financial liabilities associated with journey cancellations or schedule adjustments.
2. Standard Cancellation Slabs & Financial Liability Schedule
If a hirer elects to cancel a confirmed booking, financial liability is determined strictly based on the verifiable timestamp when official written notice is received by our central operations desk:
| Notice Submission Window | Advance Booking Deposit Status | Balance Trip Liability & Penalties |
|---|---|---|
| More than 15 Days Before Departure | 100% Forfeited & Non-Refundable | Zero liability for balance trip fare. Client released from all remaining financial obligations. |
| 7 to 14 Days Before Departure | 100% Forfeited & Non-Refundable | Client eligible to request conversion to a conditional SJT Travel Credit Voucher (subject to Section 4 terms). |
| 48 to 72 Hours Before Departure | 100% Forfeited & Non-Refundable | Hirer liable for 50% of the minimum one-day journey billing to cover driver reservation and garage dry-run costs. |
| 24 to 48 Hours Before Departure | 100% Forfeited & Non-Refundable | Hirer liable for 100% of the minimum one-day package rental (standard 250/300 km daily baseline) as liquidated damages. |
| Less than 24 Hours / Same-Day Cancellation | 100% Forfeited & Non-Refundable | Vehicle already prepared or in transit: Hirer liable for full 100% contracted journey value including driver bhatta. |
| Passenger No-Show at Boarding Point | 100% Forfeited & Non-Refundable | Chauffeur reported at site: 100% total trip contract value strictly payable. No exceptions granted. |
3. Formal Cancellation Procedure & Verification Protocol
To prevent miscommunication, unverified claims, or unauthorized cancellations by third parties, Shree Ji Travels enforces a strict verification protocol:
A. Mandatory Written Notification
All cancellation requests must be formally transmitted in writing from the primary email address registered on the original booking voucher to info@shrijeetravels.com, or transmitted through our verified WhatsApp Business desk (+91 74570 73773). The communication must state the Booking Voucher Number, Hirer Legal Name, Scheduled Travel Dates, and Reason for Cancellation.
B. Invalidity of Verbal / Casual Notices
Verbal cancellation statements conveyed over casual phone calls, text messages, or direct remarks to assigned commercial chauffeurs are legally null, void, and unacknowledged. A booking remains fully active and billable until our central operations desk issues a formal digital Cancellation Acknowledgment Receipt with a stamped reference number.
4. Itinerary Rescheduling, Date Amendments & Fleet Category Modifications
Shree Ji Travels recognizes that travel plans occasionally require tactical adjustments due to evolving family, corporate, or pilgrimage schedules:
A. Travel Date Rescheduling
Requests to shift departure dates must be submitted in writing at least seven (7) calendar days prior to original scheduled departure. Approved date adjustments attract a nominal 15% administrative re-indexing fee. The revised travel date must fall within 180 calendar days of the original date, subject to fleet availability and prevailing seasonal tariffs.
B. Vehicle Category Upgrades
If your group size expands and you wish to upgrade (e.g., transitioning from a 12-seater Force Traveller to a 16-seater or 20-seater Maharaja coach), you may request an upgrade up to 48 hours prior to departure. The full advance already paid will be credited toward the upgraded vehicle, with the difference in advance and tariff settled immediately.
C. Route & Destination Amendments
Modifications to the contracted travel circuit (e.g., adding an extra sightseeing detour or changing an outstation route) must be pre-authorized by our central dispatch desk. Adjusted distance is recalculated on our published per-kilometer rates, and any extra state commercial entry taxes are added to the billing ledger.
5. Passenger No-Show Protocols & Depot Departure Verification
A "No-Show" occurs when passengers fail to report at the designated pickup address within sixty (60) minutes of the scheduled departure time without prior written notification to our operations desk.
- Chauffeur Protocol: Upon arriving at the pickup landmark at the scheduled reporting time, the assigned chauffeur logs arrival with our GPS operations desk, takes a timestamped geolocation photograph, and initiates telephonic contact with the primary passenger and alternate emergency contact.
- Grace Waiting Limit: The chauffeur will maintain station at the pickup point for a maximum complimentary window of thirty (30) minutes. If the party requests extended waiting, standard hourly waiting charges apply.
- No-Show Determination: If neither the primary nor secondary contact can be reached after sixty (60) minutes from the reporting time, the dispatch supervisor officially declares a No-Show. The vehicle is recalled to the depot, the advance payment is 100% forfeited, and the hirer remains legally liable for the full contracted charter value.
6. Force Majeure, Severe Weather & Mountain Road Blockages
North Indian travel circuits—particularly Himalayan corridors across Uttarakhand (Char Dham, Mussoorie, Nainital), Himachal Pradesh (Shimla, Manali), and high-altitude desert routes in Rajasthan—are susceptible to seasonal environmental disruptions:
- Pre-Departure Highway Blockage: If national highways, mountain passes, or interstate expressways are formally declared closed by the National Highways Authority of India (NHAI), state disaster management authorities, or district police prior to vehicle departure from our garage, Shree Ji Travels will issue a 100% Non-Expiring SJT Force Majeure Travel Credit Note for the entire advance deposit. No cash refunds are disbursed.
- Mid-Journey En-Route Obstructions: If a landslide, cloudburst, civic agitation, or sudden highway blockade halts travel while the vehicle is already en route, our operations command will coordinate safe alternative routes with the chauffeur and group leader. Kilometer tallies will be computed on actual distance traveled. If the party elects to abort the tour and return to the origin, fare is billed strictly on a garage-to-garage basis for actual distance and days utilized.
7. Carrier-Initiated Cancellations & Service Disruption Guarantee
Shree Ji Travels takes immense pride in our flawless record of on-time vehicle dispatch. However, in the extraordinarily rare event that an unforeseen internal operational breakdown compels the Carrier to cancel a confirmed reservation:
Immediate Full Refund Commitment
If Shree Ji Travels is compelled to cancel your booking due to internal fleet shortfall, vehicle mechanical failure, or administrative crisis, and is unable to provide an equivalent or upgraded replacement vehicle within 120 minutes of the scheduled departure time, we will immediately refund 100% of all advance monies paid via original digital payment channels within twenty-four (24) banking hours.
Complimentary Vehicle Upgrade
If the exact reserved vehicle category suffers an unexpected technical glitch prior to dispatch, our primary standard operating procedure is to deploy an upgraded higher-capacity luxury vehicle (e.g., deploying a 16-seater Maharaja in place of a 12-seater standard) at zero additional rental surcharge to the client.
8. Multi-Vehicle Convoys, Corporate Offsites & Wedding Charters
Chartering multiple vehicles (three or more tempo travellers or luxury buses) for corporate summits, industrial delegations, or wedding entourages entails specialized logistical planning:
- Thirty-Day Cancellation Threshold: For multi-vehicle fleet reservations, cancellations must be formally submitted in writing at least thirty (30) calendar days prior to departure to avoid full contract value liability.
- Non-Transferability of Partial Fleet Reductions: If a client charters four vehicles and subsequently scales down to two vehicles, advance deposits remitted for the two cancelled vehicles cannot be credited toward the remaining active vehicles. Each vehicle booking stands as an independent commercial contract.
9. Seasonal Peak Travel Periods, Blackout Dates & Specialized Circuits
Commercial fleet operations in Northern India experience severe demand surges during specific holiday and religious calendar windows. Special non-cancellable terms apply to these specialized circuits:
Char Dham Yatra & Himalayan Circuits
Due to mandatory Uttarakhand transport permits, green cess, and specialized mountain chauffeurs, bookings between May 1 and June 30 are strictly 100% non-cancellable and non-reschedulable within twenty-one (21) days of departure.
Winter Wedding Season (Nov – Feb)
Fleet allocations during auspicious wedding dates (Saya dates) command extensive advance staging. Cancellations requested within fourteen (14) days of Saya dates forfeit 100% of the advance and incur 50% of the balance rental.
New Year & Long Weekend Blackouts
Reservations covering December 24 to January 2, Independence Day / Republic Day extended weekends, and Holi holidays require 100% full prepayment 7 days prior to departure and are entirely non-refundable.
10. Chauffeur Welfare, Fleet Maintenance & Ethical Carrier Practices
Behind every Shree Ji Travels journey stands a professional commercial chauffeur and a dedicated garage maintenance team. Our cancellation fees directly support driver equity and fleet preservation:
- Driver Loss-of-Income Compensation: When an outstation trip is cancelled on short notice, the assigned driver loses several days of prospective earning. A substantial portion of late-cancellation fees is distributed directly to the affected chauffeur as guaranteed retention allowance.
- Maintenance & Sanitization Recovery: Every vehicle undergoes mandatory fluid top-ups, wheel alignment, brake checks, and complete interior steam cleaning before scheduled departure. Late cancellations leave these operational expenses completely unrecovered without strict forfeiture terms.
11. Frequently Asked Questions (FAQ) Regarding Cancellations
Q1: What happens if an immediate family member falls seriously ill before our trip?
Answer: While advance cash refunds remain precluded under all individual contingencies, in cases of verified severe medical hospitalization supported by certified hospital admission documentation submitted at least 48 hours prior to departure, Shree Ji Travels management will sympathetically evaluate issuing an SJT Travel Credit Voucher valid for future travel within 180 days, subject to a nominal 10% administrative rescheduling fee.
Q2: What if our incoming flight to Delhi Airport is cancelled or delayed by the airline?
Answer: If your airline cancels or reschedules your inbound flight, notify our dispatch desk immediately. We will reschedule your airport pickup time for your newly allocated flight arrival within the same calendar day at zero penalty. If your flight is shifted to a subsequent date, standard rescheduling policies apply.
Q3: How long does it take to process an approved company-initiated refund?
Answer: In the rare event of an approved company-initiated refund (under Section 7), refunds are initiated digitally via original payment rails (UPI / NEFT / Gateway) within 24 banking hours. Depending on your financial institution, funds typically reflect in your account within 3 to 5 business days.
Q4: Can I cancel my booking if the weather forecast predicts heavy rain at my destination?
Answer: Routine seasonal rain, cloudy weather, or mild fog does not constitute Force Majeure. Unless government authorities issue mandatory red alerts or close public transport highways, standard cancellation slabs apply.
Q5: Can I downgrade my vehicle from a 26-seater to a 12-seater if passenger turnout decreases?
Answer: Downgrading to a smaller vehicle category requires at least seven (7) days advance written notice and is subject to smaller vehicle availability. Because the larger 26-seater vehicle was blocked and cannot be easily re-booked on short notice, the original advance token is adjusted toward the smaller vehicle less a 20% fleet category adjustment levy.
12. Dispute Resolution & Territorial Judicial Jurisdiction
Any contestation, dispute, or legal proceeding arising out of or in connection with the cancellation of fleet charter reservations, forfeiture of advance deposits, or liquidated damages assessments shall be governed exclusively by the laws of the Republic of India.
The competent civil and commercial courts situated within Gautam Buddha Nagar (Noida) and Ghaziabad, Uttar Pradesh, along with the High Court of Judicature at Allahabad, shall possess exclusive territorial and subject-matter jurisdiction over all disputes to the exclusion of all other courts across India.