Terms and Conditions
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VFS Travel Agency
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Terms and Conditions of VFS
The general terms that are being used in our website and mobile applications.
These Terms and Conditions ("Terms") govern your use of services provided by VFS Travel Agency ("VFS", "we", "us", or "our"). By booking any travel services through VFS, you agree to be bound by these Terms.
VFS Travel Agency is a licensed travel agency specializing in comprehensive travel solutions including flight bookings, hotel reservations, tour packages, and travel consultation services.
These Terms constitute a legally binding agreement between you and VFS Travel Agency. Please read them carefully before making any booking.
Definitions
What are the key requirements that you must have during travels.
• "Client" or "You"
The person making the booking and all persons included in the booking.
• "Booking"
Any travel arrangement made through VFS Travel Agency.
• "Services"
All travel-related services provided by VFS including but not limited to flights, accommodation, tours, and transfers.
• "Travel Documents"
Passports, visas, tickets, vouchers, and any other documentation required for travel.
Booking and Payment
Our payments and Bookings are very much secured and safe.
Booking Process
Visa and Flight Booking T&C.
- • All bookings must be made through authorized VFS representatives or our official website
- • A booking is confirmed only upon receipt of required deposit and signed booking form
- • Prices are subject to change until booking is confirmed and payment received
- • We reserve the right to decline any booking at our discretion
Payment Terms
National & International Payments T&C.
- • Deposit: 25% of total booking value required at time of booking
- • Final payment: Due 45 days before departure date
- • Bookings made within 45 days of departure require full payment
- • All payments are subject to a 3% processing fee for credit card transactions
Cancellation and Refunds
All policy for bookings cancellations and payments refunds
Client Cancellation
Cancellation Fees
- • More than 60 days: 10% of total booking value
- • 31-60 days: 25% of total booking value
- • 15-30 days: 50% of total booking value
- • Less than 15 days: 100% of total booking value
Cancellation fees are in addition to any penalties imposed by suppliers (airlines, hotels, etc.). Some bookings may be non-refundable as per supplier terms.
VFS Cancellation
VFS reserves the right to cancel any booking due to insufficient participation, force majeure events, or other circumstances beyond our control. In such cases, full refund will be provided or alternative arrangements offered.
Travel Documents
Clients are responsible for ensuring they have valid travel documents including:
- • Valid passport (minimum 6 months validity from return date)
- • Required visas for destination countries
- • Health certificates and vaccination records as required
- • Travel insurance documentation
Important: VFS is not responsible for denied boarding or entry due to invalid or missing documents.
Travel Insurance
We strongly recommend comprehensive travel insurance for all bookings. Insurance should cover:
- • Trip cancellation and interruption
- • Medical expenses and emergency evacuation
- • Baggage loss and delay
- • Personal liability
VFS can arrange travel insurance through our preferred providers. Insurance must be purchased within 14 days of initial booking deposit.
Liability and Limitations
VFS acts as an intermediary between clients and service suppliers. Our liability is limited to:
- • The total amount paid for the specific booking
- • Direct damages only (no consequential or indirect damages)
- • Services directly provided by VFS staff
Important: VFS is not liable for acts, omissions, or defaults of independent suppliers, natural disasters, political unrest, or other events beyond our control.
Force Majeure
VFS shall not be liable for any failure to perform due to events beyond reasonable control, including:
- • Natural disasters, pandemics, or health emergencies
- • War, terrorism, or civil unrest
- • Government actions or travel restrictions
- • Strikes or labor disputes
- • Supplier bankruptcy or cessation of operations
In such events, VFS will work to provide alternative arrangements or refunds as possible, subject to supplier terms and conditions.
Complaints Procedure
We are committed to providing excellent service. If you have concerns:
- • Report issues immediately to our 24/7 emergency line during travel
- • Submit written complaints within 30 days of return
- • Include booking reference, dates, and detailed description
- • We will acknowledge complaints within 48 hours
- • Full investigation and response within 14 business days
Data Protection
VFS is committed to protecting your personal information in accordance with applicable data protection laws. We collect and use personal data solely for:
- • Processing and managing your booking
- • Communicating with you about your travel arrangements
- • Providing customer support and assistance
- • Complying with legal and regulatory requirements
For full details, please refer to our Privacy Policy available on our website.
Governing Law
These Terms and Conditions are governed by and construed in accordance with the laws of Nepal. Any disputes arising from these terms or your booking will be subject to the exclusive jurisdiction of the courts of Nepal.
If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions shall remain in full force and effect.