At RJ Travel Agency, clarity matters. Although cancellations are uncommon, we understand that unexpected events can affect travel plans. This Cancellation Policy is designed to be transparent, fair, and consistent with our Booking Conditions & Trip Agreement.
How refunds are calculated
If you cancel your booking, any refund is calculated based on:
- the amount of notice given before departure;
- any Irrecoverable Third-Party Costs already paid or irrevocably committed on your behalf; and
- a reasonable administrative and payment-processing charge, where applicable.
Irrecoverable Third-Party Costs are actual costs paid or irrevocably committed for your booking that cannot be recovered after cancellation. These may include, depending on destination and timing, domestic flights, Letters of Invitation, visa fees, consular charges, permits, accommodation deposits, transport reservations, local operator deposits, and similar documented third-party expenses. Evidence of such costs can be provided on request.
Refund Schedule
Refund amounts are based on the notice period provided before your scheduled departure date. The earlier you notify us, the higher your refund.
31+ Days Before
100%
If you cancel 31 or more days before departure, you will receive a full refund of the recoverable sums you have paid, after deduction of any documented Irrecoverable Third-Party Costs and any applicable processing charge.
22 – 30 Days Before
70%
If you cancel between 22 and 30 days before departure, you will receive 70% of the recoverable sums paid, after deduction of any documented Irrecoverable Third-Party Costs and any applicable processing charge.
11 – 21 Days Before
50%
If you cancel between 11 and 21 days before departure, you will receive 50% of the recoverable sums paid, after deduction of any documented Irrecoverable Third-Party Costs and any applicable processing charge.
1 – 10 Days Before
0%
If you cancel 10 or fewer days before departure, or fail to appear for the trip, no refund is available for the recoverable portion of the booking.
Destination-Specific Exceptions
Certain destinations involve advance costs that are non-refundable regardless of when you cancel. These include government fees, pre-purchased flights, and mandatory documentation that cannot be recovered once processed.
- Some destinations, once the booking is confirmed, have a non-refundable deposit rule under any circumstances. Please consult our office.
- If domestic flights are purchased within 60 days of departure, the cost of those flights is non-refundable once ticketed.
- Visa fees, visa processing charges, and related consular costs are non-refundable once paid or submitted.
- Letters of Invitation (LOI) are non-refundable once submitted or paid, as they are processed directly with issuing authorities or local counterparts.
If RJ Travel cancels for force majeure or security reasons
If RJ Travel reasonably determines that war, armed conflict, terrorism, civil unrest, epidemic, pandemic, natural disaster, border closure, sanctions, government restriction, transport disruption, or any other event beyond our reasonable control materially affects the safety, legality, or operational feasibility of the trip, we may cancel, postpone, reroute, shorten, suspend, or modify the trip.
In that situation:
- RJ Travel will refund sums recoverable by it;
- documented Irrecoverable Third-Party Costs already incurred on your behalf may still be deducted;
- alternatively, we may offer a credit note or rebooking option instead; and
- if applicable law requires a different remedy, applicable law will prevail.
Common Reasons for Cancellation
We understand that cancellations are rarely made by choice. Over the years, these are the most common circumstances our travelers have encountered:
- Visa rejection — denial of entry documentation despite a valid application
- Lost or stolen passport — insufficient time to obtain a replacement before departure
- Medical emergency — illness or injury affecting the traveler or an immediate family member
- Family emergency — bereavement or urgent personal matters requiring immediate attention
- Missed flight — unforeseen delays or transportation disruptions on the day of travel
- Work-related conflicts — urgent professional obligations that prevent travel
- Government travel restrictions — advisories, political instability, or natural disasters
- Airline cancellations — carrier-initiated schedule changes or flight disruptions
- Financial hardship — unexpected changes in personal financial circumstances
- Personal reasons — change of plans or other private considerations
How to Cancel a Reservation
To cancel a booking, please email RJ Travel in writing using the contact details provided in your booking confirmation or through the contact page on our website. To formally cancel a booking, please follow these steps:
- Submit a written request — Send an email to our team through the contact form on our website. Include your full name, booking reference number, and scheduled departure date.
- Await confirmation — You will receive an official cancellation confirmation within 48 business hours of your request.
- Refund processing — Once confirmed, the applicable refund will be processed according to the schedule outlined above. Please allow 7 to 14 business days for the refund to appear in your account.
Refund processing time
Once cancellation is confirmed and the refund amount is calculated, refunds are normally processed within 7 to 14 business days, subject to banking channels, card providers, transfer routes, and destination-specific supplier confirmations.
Administrative and payment-processing charge
Where a refund is due, RJ Travel may deduct a reasonable administrative and payment-processing charge reflecting actual merchant, banking, transfer, currency-conversion, and internal processing costs incurred in collecting and refunding the payment.
This charge will not exceed the lower of:
- the actual documented processing cost; or
- USD 75 per booking
This charge is not a penalty.
Refund Processing Fees
In the interest of full transparency, a standard administrative fee of $50 USD per $1,000 refunded is applied to all refunds. This fee covers international transaction costs, banking charges, and administrative processing, and is deducted from the refund amount prior to disbursement.
Questions
If you have any questions about cancellation, rebooking, credit notes, or refund calculations, our team will guide you through the process clearly and promptly. Should you have any questions regarding the refund process, our dedicated support team is available to guide you through every step.
For complete terms regarding your booking, please review our
Booking Conditions & Trip Agreement
