Refund and Cancellation Policy

Introduction

At Azerbaijan Tours Packages, we understand that travel plans can change unexpectedly. This Refund and Cancellation Policy outlines the terms and conditions for canceling or modifying your Azerbaijan tour packages, Azerbaijan holiday packages, Baku tours, and other travel services booked through us.

We strive to be fair and transparent in all our dealings. Please read this policy carefully before booking your Azerbaijan travel packages to understand your rights and responsibilities.

Important Information Before You Book

Plan Ahead

We recommend booking your trip well in advance to:

• Secure the best rates and availability
• Allow time for visa processing
• Give yourself flexibility if plans change
• Take advantage of lower cancellation fees

Travel Insurance

We strongly recommend purchasing comprehensive travel insurance that covers:

• Trip cancellation for any reason
• Medical emergencies
• Travel delays and interruptions
• Lost baggage

Travel insurance can protect you from cancellation fees and unexpected costs. Many insurance policies offer full refunds if you need to cancel for covered reasons.

Cancellation Policy

How to Cancel Your Booking

To cancel your Azerbaijan trip package, you must:

1. Submit a written cancellation request via email to info@azerbaijantourspackages.com
2. Include your booking reference number and full details
3. Wait for our written confirmation of the cancellation

Your cancellation is official only when we send you written confirmation. The cancellation date is the date we receive your written request, not the date of your phone call or verbal notification.

Cancellation Charges

Cancellation fees are based on how far in advance you cancel before your scheduled travel start date:

Standard Cancellation Fees

Example: If you paid $1,000 for your Baku city trip and cancel 40 days before departure, you will be charged 50% ($500), and you will receive a $500 refund.

Peak Season and Special Events

For bookings during peak travel seasons or special events (such as Formula 1 Azerbaijan Grand Prix, Novruz celebrations, or New Year), different cancellation terms may apply:

• More than 90 days before travel: 20% cancellation charge
• 60 to 90 days before travel: 40% cancellation charge
• 30 to 59 days before travel: 60% cancellation charge
• Less than 30 days before travel: 100% cancellation charge (no refund)

Peak season dates will be clearly indicated at the time of booking.

Group Booking Cancellations

For group bookings (10 or more travelers):

• If the entire group cancels, standard cancellation charges apply to the full amount
• If individual members cancel, we may adjust pricing for the remaining group
• Minimum group size requirements must be maintained
• Different terms may apply for corporate or incentive groups

Partial Cancellations

If you need to reduce the number of travelers in your booking:

• The per-person rate may increase for remaining travelers
• Cancellation charges apply to the canceled portion
• We will recalculate costs based on the new group size
• Changes must be made at least 30 days before travel

Refund Policy

What You Need to Know

Refunds are processed according to the following guidelines:

Eligible Refunds

You may be eligible for a refund in the following situations:

1. Timely Cancellation

• You cancel within the timeframes outlined above
• Refund amount depends on when you cancel

2. Cancellation by Us

• We cancel your tour due to insufficient participants
• Service providers are unable to deliver booked services
• Circumstances beyond our control make the tour impossible
• In these cases, you receive a full refund

3. Service Not Provided

• We fail to provide services as described in your booking confirmation
• You are entitled to a refund for services not delivered

Non-Refundable Items

The following are non-refundable under any circumstances:

• Booking deposit if you cancel within 15 days of travel
• Visa application fees
• Travel insurance premiums
• Airport taxes or fees already paid to third parties
• Services already used or consumed
• Third-party booking fees
• Bank transfer or payment processing fees

Refund Processing Time

Once your cancellation is confirmed and approved:

Processing Timeline:

• Bank Transfer: 7-14 business days
• Credit/Debit Cards: 14-21 business days
• PayPal: 7-10 business days
• International Transfers: Up to 30 business days

Please note:

• Processing times depend on your bank or payment provider
• Refunds are issued in the same currency as original payment
• Refunds return to the original payment method used for booking
• We will send you confirmation once the refund is processed

Deductions from Refunds

Refunds may be subject to deductions for:

• Applicable cancellation charges as per the policy above
• Bank transfer fees or payment processing charges
• Currency conversion fees (if applicable)
• Costs already incurred by us with non-refundable suppliers

You will receive a detailed breakdown of any deductions with your refund confirmation.

Modification Policy

Changing Your Booking

If you need to modify your Azerbaijan travel packages instead of canceling:

Date Changes

More than 45 days before travel:

• Change fee: $50 per booking
• Plus any difference in price for new dates
• Subject to availability

30 to 44 days before travel:

• Change fee: $100 per booking
• Plus any difference in price for new dates
• Subject to availability

Less than 30 days before travel:

• Changes may not be possible
• If allowed, treated as cancellation + new booking
• Standard cancellation fees apply

Service Changes

You can request changes to your package components:

Accommodation Upgrades:

• Available subject to availability
• Pay the price difference plus $25 admin fee
• Must request at least 14 days before travel

Tour Additions:

• Additional Baku tours or excursions can be added
• Subject to availability and guide scheduling
• Payment required before confirmation

Meal Plan Changes:

• Can be upgraded or modified
• Price adjustments will apply
• Request at least 7 days before travel

Transportation Changes:

• Changes to private/shared transfers
• May affect overall package pricing
• Subject to availability

Name Changes

Minor corrections (spelling errors):

• Free of charge if notified immediately
• Must match passport exactly

Complete name changes (transferring booking to another person):

• $75 change fee per person
• New traveler must meet all booking requirements
• Must be done at least 30 days before travel
• Subject to visa and documentation requirements

Special Circumstances

Medical Emergencies

If you need to cancel due to serious illness or injury:

• Submit a medical certificate from a qualified doctor
• We will review your case individually
• Travel insurance should cover most costs
• We may offer reduced cancellation fees or credit for future travel
• Each case is assessed on its merits

Family Emergencies

For cancellations due to death or serious illness of an immediate family member:

• Provide official documentation (death certificate, medical certificate)
• We will work with you to find a fair solution
• May offer travel credit instead of refund
• Reduced cancellation fees may apply
• Travel insurance should provide coverage

Government Travel Restrictions

If your government issues a travel ban or advisory for Azerbaijan:

• We will offer alternative dates or destinations
• Full refund if alternatives are not acceptable
• Must provide official documentation
• Does not apply to general travel advisories

Force Majeure Events

For events beyond anyone’s control (natural disasters, war, pandemic):

• Each situation assessed individually
• We will work to find fair solutions
• Refunds depend on costs already incurred
• May offer travel credits for future use
• See our Terms & Conditions for full details

No-Show Policy

If you do not show up for your scheduled tour without prior cancellation:

• Full payment is forfeited (100% cancellation charge)
• No refund will be provided
• We cannot accommodate late arrivals for group tours
• May affect future bookings with us

Please note: If you know you will be late or unable to make it, contact us immediately. We may be able to help, but cannot guarantee accommodation after the tour has started.

Refund Request Process

How to Request a Refund

Follow these steps to request a refund:

Step 1: Submit Written Request

• Email info@azerbaijantourspackages.com
• Include your booking reference number
• State reason for cancellation
• Provide any supporting documents

Step 2: Receive Cancellation Confirmation

• We will confirm receipt within 24 hours
• Review will take 3-5 business days
• You will receive cancellation confirmation with refund details

Step 3: Refund Processing

• Approved refunds are processed according to timelines above
• You will receive a detailed breakdown of charges
• Refund confirmation will be sent via email

Step 4: Receive Your Refund

• Funds returned to original payment method
• Keep confirmation for your records

Required Documentation

Depending on your cancellation reason, we may require:

• Medical certificates (for health-related cancellations)
• Death certificates (for bereavement)
• Government travel advisories (for restriction-based cancellations)
• Police reports (for theft or emergency situations)
• Visa denial letters (if applicable)

Travel Credit Option

Alternative to Refund

Instead of a cash refund, you may choose to receive travel credit:

Benefits of Travel Credit:

• Receive additional 10% bonus credit on the refundable amount
• Valid for 24 months from issue date
• Can be used for any of our Azerbaijan holiday packages
• Transferable to family members
• No expiration penalties

Example: If you are entitled to a $500 refund, you can choose $550 travel credit instead.

How to Request Travel Credit:

• Indicate your preference in your cancellation request
• We will issue a credit voucher with unique code
• Use the code when making your next booking
• Credit can be combined with special offers

Cancellation by Azerbaijan Tours Packages

When We May Cancel

We reserve the right to cancel your booking in these situations:

Insufficient Participants:

• Minimum group size not met (usually 4 people)
• We will notify you at least 14 days before departure
• Full refund or alternative date offered

Service Provider Issues:

• Hotel closure or transportation unavailability
• We will offer comparable alternatives
• Full refund if alternatives are not acceptable

Safety Concerns:

• Natural disasters or weather conditions
• Political instability or security threats
• Health emergencies or outbreaks

Non-Payment:

• Failure to pay deposit or final balance by due date
• Deposit retained as cancellation fee

Our Cancellation Terms

If we cancel your Baku tours or Azerbaijan trip packages:

• You receive a full refund of all amounts paid
• Or we offer an alternative date/package of equal value
• We are not responsible for non-refundable expenses you incurred (flights, visa fees)
• Refund processed within 14 business days

Booking Protection Tips

How to Protect Your Investment

1. Purchase Travel Insurance

• Most important protection for your trip
• Covers cancellation for numerous reasons
• Often includes “cancel for any reason” options

2. Book Early

• Better availability and pricing
• More flexibility if plans change
• Lower cancellation fees if you cancel early

3. Review Your Travel Dates

• Ensure dates are correct before booking
• Check passport validity (6+ months from return)
• Verify visa requirements early

4. Read the Fine Print

• Understand what’s included and excluded
• Know the cancellation deadlines
• Keep all booking documents safe

5. Communicate with Us

• Contact us immediately if issues arise
• We’re here to help find solutions
• Early communication allows more options

Frequently Asked Questions

Can I get a refund if I change my mind?

Refund amounts depend on when you cancel. The earlier you cancel, the more you get back. Standard cancellation charges apply as outlined in this policy.

What if I need to cancel due to COVID-19?

We handle pandemic-related cancellations on a case-by-case basis. If there are government travel restrictions, we will work with you on a solution. Travel insurance with pandemic coverage is highly recommended.

Can I transfer my booking to someone else?

Yes, with a $75 change fee per person, if done at least 30 days before travel. The new traveler must meet all requirements.

What if my flight is delayed and I miss my tour?

This is considered a no-show unless you contact us immediately. We will try to accommodate you, but cannot guarantee adjustments. Travel insurance typically covers this situation.

Do you offer partial refunds for unused services?

Refunds for unused services during your trip are evaluated individually. Some services may be non-refundable once the trip begins.

How long do I have to request a refund?

You should submit your cancellation request as soon as you know you cannot travel. However, refund requests must be made within 30 days after your scheduled travel start date.

What if I booked through a third party?

Contact the third party who made your booking. They will coordinate with us regarding cancellations and refunds according to their policies.

Can I cancel just one tour from my package?

Partial cancellations may affect your overall package price, as packages offer bundled discounts. Contact us to discuss your specific situation.

Contact Us for Cancellations

We understand that canceling travel plans can be stressful. Our team is here to make the process as smooth as possible and answer any questions you may have about refunds for your Azerbaijan travel packages or Baku city trips.

To cancel or modify your booking:

Azerbaijan Tourism Incentives LLC

📍 Address: Ali Asheref Alizade Ev 120 – First Floor, Narimanov Rayonu – AZ 1008, Baku City, Azerbaijan

📧 Email: info@azerbaijantourspackages.com (Required for all cancellation requests)

📱 WhatsApp: +994508860543 (For urgent inquiries)

Please include in your cancellation email:

• Your full name and booking reference number
• Reason for cancellation
• Preferred refund method (refund or travel credit)
• Any supporting documentation

We will respond to all cancellation requests within 24 hours and process approved refunds according to the timelines stated in this policy. Our goal is to treat every customer fairly while being transparent about our processes.

Thank you for understanding our Refund and Cancellation Policy. We hope to welcome you to Azerbaijan soon, and we’re here to support you every step of the way!