Company Policy
Everything you need to know about bookings, payments, cancellations, and your responsibilities as a traveller with HSJ.
Down Payment
To reserve your spot on any HSJ trip, a minimum down payment of 20% of the total trip cost is required at the time of booking.
The remaining balance must be settled 30 days prior to departure, or upon arrival in Kathmandu — whichever comes first.
If this payment schedule poses any difficulty, please contact us at [email protected]. We will do our best to accommodate your needs.
Pay Your Deposit
We offer three convenient payment methods:
WeTravel Link
Our team will send you a personal WeTravel payment link for advance or full payment.
Payment of the Balance
The remaining balance is due one month prior to your arrival in Nepal.
Last-Minute Booking
We accept last-minute bookings only for Nepal excursions.
Refund Policy
In the event of trip cancellation, the 20% deposit is non-refundable.
However, clients may reschedule their trip for a later date at no additional cost — we encourage this option whenever possible.
Written notification via email is required to process any cancellation or reschedule request.
Cancellation Policy
| Tour Type | Cancellation Window | Outcome |
|---|---|---|
| Day Tour | Within 24 hours of departure | No refund |
| Multi-Day Tour / Trek | Less than 48 hours before departure | No refund |
| All other cases | Outside the above windows | Deposit credited to future trip |
The deposit amount can be used as credit toward a future HSJ trip, subject to availability.
Single Supplement Charge
Our tour and trek packages are based on twin-sharing accommodation.
A single supplement charge will apply if a participant does not have another traveller to share a room or tent. Please contact us for the applicable rate for your chosen trip.
Incomplete Tour
We strongly recommend comprehensive travel insurance to cover any costs that may arise from early departure due to medical or personal reasons.
Unforeseen Circumstances
If Himalayan Social Journey must cancel a trip due to unforeseen circumstances — including war, natural disasters, political conflict, or severe unfavorable weather — we will offer an alternative trip of comparable value.
Clients' Responsibility
The tour or trek guide representing Himalayan Social Journey holds full authority during the trip and must be respected at all times.
The guide's decisions — particularly regarding route, pace, and safety — are final and made in the best interests of all participants.
Travel Insurance
Your policy must cover at minimum:
- Medical emergencies and hospitalisation
- Natural calamities and evacuation
- Helicopter evacuation to altitude
- Personal accidents
- Trip cancellation and curtailment
Tour Amendment
Advance notice is required for any changes to an agreed itinerary. Please contact us as early as possible if you wish to amend your programme.
In certain circumstances — including adverse weather, trail closures, or local conditions — changes may need to be made during the trip itself. Our guides will always aim to offer the best available alternative.
Papers & Documents
Clients are responsible for providing all required travel documents — including valid passport, visas, trekking permits, and any other documentation — in the correct order before departure.
Flight Delay / Cancellation
Flight delays and cancellations are common in Himalayan regions due to unpredictable weather — particularly in mountain airstrips including:
- Lukla (Tenzing-Hillary Airport)
- Jomsom
- Dolpa
- Simikot
- Jumla
HSJ Mission
Our mission extends beyond travel. Through the Himalayan Community Project, 7% of proceeds from all HSJ-organised trips and treks are dedicated to improving educational opportunities for underprivileged children in rural Nepal.
By choosing to travel with Himalayan Social Journey, you are not only experiencing the beauty of the Himalayas — you are directly contributing to a better future for the communities that call these mountains home.