Cancellation & Refund Policy
Document Ref: VIR-OPS-CAN-001 · Last reviewed: September 2026. This policy forms part of our Booking Terms & Conditions and explains what happens if a booking is cancelled, by you or by us.
1. Cancellation by the Guest
To cancel a booking, notify us in writing at info@virginiatoursandtravel.com. The date we receive your written notice determines which refund tier below applies.
| Notice before start of services | Refund (of total paid) |
|---|---|
| More than 30 days | Full refund, less deposit / admin fee |
| 15–30 days | 50% refund |
| 7–14 days | 25% refund |
| Less than 7 days, or no-show | No refund |
2. Non-Refundable Elements
Certain elements may be non-refundable once booked, such as pre-paid supplier fees, permits, or special arrangements made on your behalf. We will identify these clearly at the time of booking where they apply.
3. Cancellation by the Company
If we cancel a confirmed service for reasons within our control and cannot offer a reasonable alternative, you are entitled to a refund of the amount paid for that service, or a credit toward a future booking, at your choice.
4. Weather & Safety Cancellations
Ocean and tide-dependent excursions may be cancelled or rescheduled for safety. Where we provide a reasonable alternative or reschedule within your trip, this is not treated as a cancellation and no refund arises. Where an excursion genuinely cannot be delivered or reasonably substituted, a full refund or credit for that excursion applies, at your choice.
5. No-Shows & Late Arrivals
If you do not arrive at the confirmed pickup time and cannot be reached, the service may be treated as a no-show with no refund. We make reasonable efforts to contact you before reaching that point.
6. Refund Method & Timing
Approved refunds are made by the original payment method, normally within 14 days of approval. Bank or transaction charges may be deducted where applicable.
7. Travel Insurance
Many cancellation situations, illness, missed flights, or personal emergencies, are matters for your travel insurance rather than the tour operator. We strongly recommend comprehensive travel insurance for every trip.
8. Force Majeure
Where cancellation results from events beyond our reasonable control, refunds are subject to the amounts we are able to recover from our suppliers and to applicable law.
Virginia Tours and Travel Company Limited — Zanzibar, Tanzania. Phone / WhatsApp: +255 771 356 900 · Email: info@virginiatoursandtravel.com