Most Nepal trekking companies use booking terms designed to protect the company from the client. Our terms are designed differently — to protect you, whatever life throws at your travel plans.
Your money is always available for a Nepal trek with us. Whether you complete your booked trek, postpone it, substitute a different trek, or need to reschedule due to emergencies, every dollar you pay us remains available for your Nepal adventure. Cash refunds are available in specific scenarios detailed below, but our fundamental commitment is that you never lose your investment.
This philosophy shapes every clause below.
1. About Majestic Trails Nepal
Majestic Trails Nepal Pvt. Ltd. is a Nepal-registered trekking and tour operator specializing in guided treks and cultural tours across Nepal. We are legally registered with:
- Nepal's Office of the Company Registrar (Registration No. 396834/83/84)
- Nepal Tourism Board (NTB)
- Trekking Agencies' Association of Nepal (TAAN)
- Nepal Government Department of Tourism
Our physical office is located in Thamel, Kathmandu — verifiable on Google Maps and open for visits by appointment.
Unlike some Nepal operators who exist only online without physical presence, we maintain a licensed physical operation with verifiable credentials any prospective guest can independently confirm before booking.
2. What Does Booking Confirmation Require?
Booking is confirmed upon:
- Receipt of your 20% deposit
- Written confirmation from Majestic Trails Nepal via email or WhatsApp
- Your acceptance of these Terms and Conditions
What information we need for booking:
- Full legal name (as on passport)
- Passport copy (for permit processing)
- Trek dates and preferences
- Emergency contact person details
- Travel insurance policy details
- Any pre-existing medical conditions
Confirmation timeline: All bookings are confirmed within 24 hours of receiving your deposit and required information.
3. What Are the Payment Terms?
Deposit: 20% of total trek cost required to confirm your booking.
Balance: 80% due upon arrival in Kathmandu, before your trek begins.
Accepted payment methods:
- International bank transfer (SWIFT)
- Credit card (Visa, Mastercard, American Express, UnionPay) via secure online payment
- Cash payment in Kathmandu (USD, EUR, GBP, AUD, or NPR accepted)
- Digital payments (Wise, PayPal, Remitly, Western Union)
Currency: All prices quoted in USD. Payments in other currencies converted at current exchange rate.
Transaction fees: Credit card payments incur a 3.5% processing fee. Bank transfer fees are the responsibility of the sender.
Refund processing time: Approved cash refunds processed within 7 business days via the original payment method.
4. What Is Your Cancellation Policy?
Our cancellation policy is built on one principle: you never lose your money.
The 20% Deposit — Non-Expiring Future Trip Credit
Your 20% booking deposit is non-refundable in cash but converts automatically to non-expiring future trip credit. This credit:
- Never expires — use it whenever you're ready to travel
- Applies to any trek — not just the one you originally booked
- Is transferable — can be gifted to immediate family members
- Requires no application — automatically converts upon cancellation
This means the money you paid us for your booking is never lost, regardless of when or why you need to cancel.
The Remaining 80% Balance — Your Choice
For the balance beyond the 20% deposit, you have two options based on your situation:
Option A: Cash Refund (with schedule):
- 45+ days before trek start: 100% of the balance refunded in cash
- 30-44 days before trek start: 75% of the balance refunded in cash
- 15-29 days before trek start: 50% of the balance refunded in cash
- Less than 15 days before trek start: 25% of the balance refunded in cash
Option B: Full Future Trip Credit (recommended):
- 100% of your entire payment (including deposit and balance) converts to non-expiring future trip credit
- No time restrictions on when you can use it
- Applies to any Majestic Trails Nepal trek or tour
- Transferable to immediate family members
- Available regardless of cancellation timing
Why choose Option B? Your money remains yours to use for a Nepal adventure. The credit approach protects your investment fully — you gain flexibility to reschedule when life allows.
Cancellation by Majestic Trails Nepal
If we cancel your trek for any reason within our control, you receive:
- 100% cash refund of all payments including the 20% deposit
- OR full booking transferred to alternative dates at no cost
- OR full booking transferred to an alternative trek
Contact for cancellations: WhatsApp +977 9700937981 or email info@majestictrailsnepal.com. All cancellation requests processed within 24 hours with written confirmation for insurance documentation.
5. What Are Your Postponement and Trek Substitution Policies?
Free Postponement to Any Future Date
You can postpone your trek to any future date at no charge. There are no time restrictions on how far in the future you postpone, and no fees for date changes regardless of when you notify us.
Free Trek Substitution
You can switch from your originally booked trek to any other Majestic Trails Nepal trek. Pay only the price difference if the new trek costs more. Receive future trip credit for the difference if the new trek costs less.
Notice Preferred, Emergencies Handled Compassionately
For non-emergency postponements or substitutions, please give us at least 7 days notice so we can adjust arrangements smoothly. Emergency situations (medical, family emergency, natural disaster, flight delays) are handled compassionately regardless of notice period.
Family Transferability
Your booking can be transferred to immediate family members (spouse, parents, children, siblings) at no cost. This includes both the deposit credit and any balance payment already made.
6. What Happens During Natural Disasters?
Nepal is a mountainous country where natural events can affect trek operations. Our natural disaster policy provides full protection during events beyond anyone's control.
Events Covered Under Force Majeure
- Earthquakes, landslides, avalanches
- Floods (including glacial lake outburst floods)
- Volcanic activity
- Government-declared emergencies
- Political situations affecting trek safety
- Extreme weather closing mountain passes
- Global health emergencies affecting travel
- Airline strikes or aviation disruptions
- Any other event beyond reasonable operator control
Our Commitment During Force Majeure
During declared Force Majeure events, we offer:
- Full cash refund of the 80% balance
- 20% deposit converts to non-expiring future trip credit
- OR full booking (100%) converts to non-expiring future trip credit at your choice
- OR free postponement to any future date
- OR free substitution to a trek in an unaffected region
- All processing fees waived during declared emergencies
- Proactive communication within 24 hours of major events
August 2026 Flood Precedent
During the August 26, 2026 Nepal flood affecting Rasuwa district and Langtang region trek access, we activated our Force Majeure protocol within 4 hours:
- Contacted every affected Langtang-region trekker personally within 24 hours
- Assessed all Nepal trekking regions and confirmed which remained safely operational
- Offered every affected trekker free postponement, free substitution to unaffected regions, or full refund options
- No fees applied during the emergency period
- Continued to assist even non-clients seeking guidance about the affected region
This is our documented standard for all Force Majeure events, not an exception.
7. What Protection Do You Offer for Medical Emergencies?
If you cannot travel due to a documented medical emergency (yours or immediate family member), we offer:
- Full cash refund of the 80% balance
- 20% deposit converts to non-expiring future trip credit
- OR free postponement with no time restriction
- OR free transfer to a different trek when you're able to travel
Documentation Required
- Medical certificate from a licensed physician confirming inability to travel
- Documents must be dated and specific to your trek dates
- Documents can be submitted in any language (we'll translate if needed)
Insurance Coordination Support
If your travel insurance covers trip cancellation for medical emergencies, we provide any documentation needed for your claim within 48 hours of your request. This includes booking confirmations, payment receipts, cancellation letters, and any other supporting documents your insurance requires.
8. Is Travel Insurance Really Mandatory?
Yes. Comprehensive travel insurance is mandatory for all trekking activities booked with Majestic Trails Nepal.
Required Coverage
Your travel insurance policy must include:
- Emergency medical treatment abroad
- Emergency medical evacuation (helicopter rescue)
- Coverage for altitudes up to your specific trek's maximum altitude
- Trip cancellation and interruption
- Baggage loss and delay
Recommended Insurance Providers
Providers with proven Nepal trek coverage:
- World Nomads
- Global Rescue
- IMG Global
- Allianz Travel
- SafetyWing
- Insured Nomads
- Allianz Global Assistance
Required Pre-Trek Actions
Before your trek begins, you must:
- Send your insurance policy details to us via email
- Confirm your policy covers your trek's specific maximum altitude
- Verify helicopter rescue is included (not just ambulance transport)
- Provide 24/7 insurance emergency contact information
Our Role During Emergencies
We coordinate directly with your travel insurance provider during helicopter rescues and medical emergencies. You do not pay cash upfront in most cases — we handle billing directly with your insurer.
Unlike some Nepal operators who require guests to pay USD 5,000-15,000 cash upfront for helicopter rescue, our direct insurance coordination means your emergency response focuses on your safety, not on your ability to pay immediately.
9. What Are Your Guide Standards and Qualifications?
Every guide working with Majestic Trails Nepal holds:
- Active Nepal Tourism Board Trekking Guide License (legally mandatory in Nepal since April 2023)
- Fluent English communication ability
- Extensive experience on their assigned trek routes
Additional qualifications on treks requiring them:
- Wilderness first-aid training for treks reaching altitudes above 4,000 meters
- Restricted-area trek permit processing experience for restricted region treks
- Peak climbing qualifications where relevant
Individual guide license numbers provided on request before your trek so you can verify credentials directly through Nepal Tourism Board.
Unlike some Nepal operators who use unlicensed porters as guides to reduce costs, every Majestic Trails Nepal guide is legally qualified for the specific trek they lead.
10. What Are Your Porter Welfare Standards?
We follow International Porter Protection Group (IPPG) standards on every trek. Every porter working with Majestic Trails Nepal is protected by:
- Maximum 20 kg load per porter (IPPG standard)
- Full medical insurance (NPR 4 lakhs minimum coverage)
- Provided insulated jackets, boots, gloves, and warm hats
- Warm teahouse accommodation — never sleeping outside
- Full meals (breakfast, lunch, dinner) at teahouses
- Wages above TAAN minimum standards
- Rest days built into itineraries
- Reasonable pace requirements — porters walk with guests, not carrying loads at higher speeds than guests can walk
Unlike some Nepal operators who allow 30-40 kg porter loads and provide minimal welfare, our IPPG standards ensure ethical treatment of the people who make your trek possible.
Reporting Porter Welfare Concerns
If you observe any porter welfare concerns during your trek, please report them immediately to your guide or contact us directly via WhatsApp. We take welfare concerns seriously and investigate all reports.
11. What Is Your Safety and Emergency Response Protocol?
Standard Safety Equipment Carried on Every Trek
- Pulse oximeter for daily altitude monitoring
- Diamox (Acetazolamide) for altitude sickness treatment
- Portable oxygen cylinder for use above 4,000 meters
- Complete first-aid supplies for injuries and illness
- Emergency satellite communicator for remote sections
- Emergency thermal blankets
Daily Altitude Monitoring
Above 3,000 meters, our guides check every trekker daily for:
- Oxygen saturation (SpO2) via pulse oximeter
- Headache, appetite, sleep quality symptoms
- Any altitude sickness indicators
Trekkers showing concerning symptoms receive individual attention and, if needed, immediate descent to lower altitude.
Emergency Evacuation Protocol
- Helicopter partnership: Direct partnership with Air Dynasty Helicopter Services for emergency evacuation.
- Insurance coordination: Our team coordinates directly with your travel insurance provider during emergencies.
- No cash upfront: You do not pay cash upfront for helicopter rescue in most cases.
- 24/7 emergency contact: WhatsApp +977 9700937981 monitored 24 hours during active treks.
Safety Track Record
Zero HAPE cases, zero HACE cases, and zero guest fatalities across all Majestic Trails Nepal operations.
12. Can My Itinerary Change During the Trek?
Trek itineraries may be adjusted for:
- Weather conditions affecting safety
- Trail damage from natural events
- Health conditions of any group member
- Road conditions affecting transportation
- Government advisories affecting routes
Our Approach to Changes
- Priority: All itinerary changes prioritize safety over schedule adherence.
- Communication: Changes communicated to affected trekkers immediately with reasoning explained.
- No additional cost: Alternative arrangements provided at no additional charge.
- Full refund available: If safety-required changes prevent trek continuation, we offer full refund options.
August 2026 Adaptive Precedent
Following the August 2026 Nepal flood affecting Rasuwa district and Syabrubesi (the traditional Langtang Valley Trek starting point), we adapted our Langtang Valley Trek to use the alternative Dhunche access route. Same 10-day trek duration, same pricing, same trekking experience — different starting point. This adaptive capability is standard, not exceptional.
13. What Health and Fitness Level Is Required?
General Fitness Expectations
- Ability to walk 5-7 hours per day at moderate pace
- Ability to climb stairs and steep sections
- No medical conditions that prevent moderate physical activity
Higher Altitude Treks Require
- Prior high-altitude trekking experience (strongly recommended for treks above 5,000m)
- Cardiovascular fitness assessed by your physician
- Understanding of altitude sickness risks
Medical Disclosure Requirement
You must disclose to us in writing before booking:
- Any pre-existing medical conditions
- Any medications you currently take
- Any allergies (medications, food, environmental)
- Any past incidents of altitude sickness
- Any current or recent injuries
Consequences of Non-Disclosure
Failure to disclose material medical information may result in trek termination without refund if the undisclosed condition creates safety concerns during the trek.
Age Policy
- Minimum age for high-altitude treks (above 4,000m): 12 years with adult guardian
- Minimum age for restricted area treks: 16 years
- Maximum age: No fixed limit; requires medical clearance for guests over 70
14. What Are My Responsibilities as a Client?
By booking with Majestic Trails Nepal, you agree to:
Documentation Responsibilities
- Obtain valid passport (minimum 6 months validity)
- Obtain Nepal visa (available on arrival or in advance)
- Provide all required documents for permit processing
- Maintain valid travel insurance throughout your trek
On-Trek Responsibilities
- Follow guide instructions at all times
- Respect local cultures, customs, and religious sites
- Not disturb wildlife or natural environments
- Communicate any health concerns to your guide immediately
- Not litter — carry out all waste or dispose of it properly at teahouses
Environmental Commitments
- Refill water bottles at teahouses rather than buying plastic bottles
- Use biodegradable toiletries
- Follow Leave No Trace principles
Respect for Team
- Treat guides and porters with courtesy
- Respect porter welfare standards
- Report any concerns about team welfare to management immediately
15. What Are Your Commitments to Me?
Beyond legal obligations, we commit to specific standards throughout your booking journey.
Before Your Trek
- Response to all inquiries within 24 hours
- Transparent pricing with no hidden fees
- Complete pre-trek briefing at our Kathmandu office
- Free equipment check before departure
- Written confirmation of all arrangements
During Your Trek
- Licensed guide throughout
- IPPG-standard porter welfare
- Daily safety monitoring above 3,000m
- Cultural insight and local interpretation
- Flexible pace matched to your group's fitness
After Your Trek
- Follow-up communication for feedback
- Continued support for any post-trek questions
- Photo sharing from your trek (with permission)
- Recommendations for future Nepal adventures
16. How Do You Handle My Personal Data?
We collect only information necessary for booking, permit processing, and emergency contact. Your personal data is:
- Stored securely with restricted access
- Never shared with third parties without your consent (except for permit processing with Nepal government agencies as legally required)
- Used only for your booking and emergency purposes
- Deleted upon request
Communication Preferences
Primary communication is via WhatsApp, email, and phone. Please inform us at booking of any specific communication preferences.
Marketing Communications
We may occasionally send information about Nepal treks or promotions. You can opt out at any time by responding "unsubscribe" to any message.
17. How Are Disputes Resolved?
Direct Resolution First
If you have any concerns about your trek or booking, please contact us directly:
We commit to responding to concerns within 48 hours and resolving them fairly.
Escalation Options
If direct resolution is not achieved, you may contact:
- Trekking Agencies' Association of Nepal (TAAN): For industry-related disputes
- Nepal Tourism Board (NTB): Toll-free 1234 or hotline 1144
- Consumer Protection Department: Department of Commerce, Government of Nepal
Written Record
We commit to providing written documentation of all significant communications for your records and any insurance claims.
18. What Legal Jurisdiction Applies?
These Terms and Conditions are governed by the laws of Nepal. Any disputes arising from these terms shall be subject to the jurisdiction of Nepal courts, specifically Kathmandu District Court, unless otherwise required by international law or your home country's consumer protection laws.
Consumer Rights Protection
Nothing in these terms limits:
- Your consumer rights in your home country
- Your rights under mandatory Nepal law
- Your rights under international travel conventions
Majestic Trails Nepal Pvt. Ltd.
- Registered Address: Thamel, Kathmandu, Nepal
- Registration Number: 396834/83/84
Primary Contact:
Office Hours: Sunday-Friday, 9:00 AM - 6:00 PM Nepal Time
Physical Office Visits: By appointment only. Contact us via WhatsApp to schedule.
Frequently Asked Questions
What happens to my 20% deposit if I cancel my Nepal trek?
Your 20% deposit is non-refundable in cash but automatically converts to non-expiring future trip credit. This credit can be used for any Majestic Trails Nepal trek at any future date, is transferable to immediate family members, and never expires.
What if a natural disaster affects my Nepal trek?
During Force Majeure events (natural disasters, government advisories, extreme weather), we offer full refund of the 80% balance, with the 20% deposit converting to future trip credit. Alternatively, we offer free postponement to any future date, or free substitution to a trek in an unaffected region. All processing fees waived during declared emergencies.
How did Majestic Trails Nepal handle the August 2026 flood?
We contacted every affected Langtang-region trekker within 2-4 hours, offered free postponement to any future date, free trek substitution to unaffected regions, or full refunds minus the 20% deposit as future credit. No fees applied during the emergency period.
Can I transfer my booking to someone else?
Yes. Your booking, including deposit credit and any balance payment, can be transferred to immediate family members (spouse, parents, children, siblings) at no cost. Transfers to non-family members require our approval and may incur a small administrative fee.
What if my International flight to Nepal is canceled?
We hold your booking and rebook your trek start date at no extra cost. Notify us as soon as you know about the flight change so we can adjust ground arrangements accordingly.
Is travel insurance really mandatory for Nepal trekking?
Yes. Comprehensive travel insurance including helicopter rescue coverage is mandatory for all trekking activities. We cannot begin your trek without written confirmation of appropriate insurance coverage.
What happens if I get sick during my trek and need to descend early?
We arrange safe descent immediately. If helicopter evacuation is needed, we coordinate directly with your insurance provider — you do not pay cash upfront in most cases. If you must end the trek early for medical reasons, we credit the unused portion toward a future Majestic Trails Nepal trip.
How quickly does Majestic Trails Nepal respond to requests?
Standard response time is within 2-4 hours for all inquiries and requests. During active emergencies, our WhatsApp is monitored 24/7 for immediate response.
Are Majestic Trails Nepal guides really licensed?
Yes. Guiding without Nepal Tourism Board license is illegal in Nepal (mandatory since April 2023). Every Majestic Trails Nepal guide holds an active license. Guides on treks above 4,000 meters have additional wilderness first-aid training. Individual guide license numbers provided on request for independent verification.
What is your maximum group size for Nepal treks?
Standard treks: maximum 12 trekkers per group. Restricted area treks: maximum 14 trekkers per group. Private groups available for smaller sizes at premium pricing.
What is Majestic Trails Nepal's safety track record?
Zero HAPE cases, zero HACE cases, and zero guest fatalities across all Majestic Trails Nepal operations. Daily altitude monitoring above 3,000 meters, complete safety equipment on every trek, direct Air Dynasty helicopter partnership for emergency evacuation.
Do you require cash upfront for helicopter rescue?
No. We coordinate directly with your travel insurance provider during emergencies. You do not pay cash upfront in most cases. This is one of our core commitments and a key differentiator from operators who require cash upfront (which is a documented Nepal scam pattern).
What is future trip credit and how does it work?
Future trip credit is a non-expiring booking credit equal to your payment amount. It applies to any Majestic Trails Nepal trek at any future date, is transferable to immediate family members, and never expires. When you're ready to travel, contact us and we apply the credit to your new booking. If your new trek costs more, you pay the difference. If less, additional credit remains available for future use.
