At Reed Meadows Ltd ("we," "our," or "us"), we strive to ensure your complete satisfaction with our travel services. We understand that circumstances may arise that require you to cancel or modify your travel plans. This Refund Policy outlines the conditions and procedures for refunds related to our tours, packages, and other travel services.
This policy should be read in conjunction with our Terms & Conditions, which provide additional details regarding cancellations and changes to bookings.
For most of our tours and travel packages, we require a non-refundable deposit at the time of booking to secure your reservation. The deposit amount is typically 20% of the total tour cost, but this may vary depending on the specific tour, destination, or any special promotions that may apply.
The remaining balance (final payment) is due 60 days before the departure date unless otherwise specified in your booking confirmation. For bookings made within 60 days of departure, full payment is required at the time of booking.
We accept payments via major credit cards, bank transfers, and other payment methods as specified on our website. Any refunds will be processed using the same payment method used for the original transaction, unless otherwise agreed upon or required by law.
If you need to cancel your booking, you must notify us in writing via email at [email protected]. The date we receive your written cancellation notice will determine the applicable cancellation fees.
Our standard cancellation fees are as follows:
| Time before departure | Cancellation fee (% of total tour cost) |
|---|---|
| More than 60 days | Loss of deposit only |
| 60-31 days | 50% |
| 30-15 days | 75% |
| 14 days or less | 100% (No refund) |
Tours booked under special offers, early bird discounts, or other promotions may have different, more restrictive cancellation policies. These will be clearly communicated during the booking process and specified in your booking confirmation.
For custom-designed itineraries or tailor-made tours, cancellation fees may be higher due to non-refundable commitments to suppliers. The specific cancellation policy for these bookings will be provided at the time of quotation and included in your booking confirmation.
In rare circumstances, we may need to cancel a scheduled tour or travel service. This could occur for various reasons, including:
If we cancel a tour or travel service for any reason other than force majeure, you will be offered the following options:
In the event of cancellation due to force majeure circumstances (such as natural disasters, pandemic, political instability, or other circumstances beyond our reasonable control), we will offer:
If you wish to make changes to your confirmed booking (such as changing dates, destinations, or services), we will make reasonable efforts to accommodate your request, subject to availability and the following conditions:
Name changes or traveler substitutions may be permitted in certain circumstances, subject to:
Name changes are not permitted within 30 days of departure for most tours.
If we need to make significant changes to your booking after confirmation (such as changing accommodation to a lower standard or altering the itinerary substantially), we will notify you as soon as possible and offer the following options:
Minor changes to itineraries or services may be made without notice, and these do not entitle you to a refund or other compensation.
We will process approved refunds as quickly as possible. However, please be aware of the following typical processing times:
These timeframes may be extended during peak periods or in circumstances requiring investigation.
Refunds will be processed using the same payment method used for the original transaction, unless otherwise agreed upon or required by law. We cannot issue refunds to different credit cards or bank accounts than those used for the original payment.
Refunds will be processed in the same currency as the original payment. If currency exchange is involved, the exchange rate applied by your payment provider at the time of the refund will determine the exact amount you receive. We are not responsible for any exchange rate fluctuations between the time of payment and the time of refund.
The following items are generally non-refundable, regardless of the circumstances of cancellation:
If you arrive late or leave a tour early by choice, no refunds will be provided for the unused portion of your tour or services.
No refunds will be issued for services missed due to:
If an included service is cancelled by a supplier during your trip (e.g., a flight, activity, or excursion), we will make reasonable efforts to arrange a suitable alternative or provide a partial refund for the specific service. The refund amount will be based on the cost of the specific service only, not the entire tour cost.
We strongly recommend that all travelers purchase comprehensive travel insurance that includes trip cancellation and interruption coverage. In many cases where our standard policy does not offer a refund, your travel insurance may provide coverage.
If you need to cancel your trip due to circumstances that may be covered by your travel insurance (such as illness, injury, or family emergency), we will provide documentation to support your insurance claim upon request. Please contact our customer service team for assistance with insurance claim documentation.
If you need to cancel due to serious illness, injury, or death of yourself or an immediate family member, we may, at our discretion, offer more favorable terms than our standard cancellation policy. This may include reduced cancellation fees or credit vouchers for future travel. Written proof from a medical professional or relevant documentation will be required.
If an official government travel advisory is issued after booking, advising against travel to your tour destination (at level "Do Not Travel" or equivalent), we will work with you to:
In exceptional circumstances not covered by this policy, we may, at our sole discretion, offer goodwill gestures such as partial refunds or credit vouchers. Such gestures are made on a case-by-case basis and do not constitute a change to this policy or establish a precedent for future cases.
If you experience issues with the quality of our services during your trip, you must:
Claims for refunds or compensation for service issues that were not reported during the trip and/or submitted in writing within 28 days may not be accepted. Compensation will be assessed based on the nature and severity of the issue, and may take the form of a partial refund, credit voucher, or other appropriate resolution.
We reserve the right to modify this Refund Policy at any time. Any changes will be posted on our website with an updated "Last Updated" date. The policy in effect at the time of your booking will apply to your reservation.
For bookings made through travel agents or third-party platforms, additional terms may apply as specified by those entities.
If you have questions about this Refund Policy or need to request a cancellation or refund, please contact us at:
Reed Meadows Ltd
14 Robertson Burgs
Lake Katiehaven
IG10 3JT
United Kingdom
Email: [email protected]
Phone: +44 7330 473948