Cancellation Policy
Understanding our cancellation terms and refund process
Last Updated: January 1, 2026
At Vythiri Village Resort, we understand that travel plans can change. This Cancellation Policy outlines the terms and conditions for cancelling or modifying your reservation, including applicable charges and refund processes.
Please read this policy carefully before making your booking. Different cancellation terms apply based on the booking period, season, and type of reservation.
1. Standard Cancellation Policy
The following cancellation charges apply to regular season bookings (excluding peak periods and special events):
| Cancellation Timeline | Retention Charges | Refund Amount |
|---|---|---|
| 45+ days before check-in | 0% | 100% refund (minus processing fees) |
| 30-44 days before check-in | 25% | 75% refund |
| 20-29 days before check-in | 50% | 50% refund |
| Less than 20 days before check-in | 100% | No refund |
| No-Show (failure to check in) | 100% | No refund |
Important: Cancellation charges are calculated based on the total booking value, including all taxes and fees. Processing fees of ₹500 per booking apply to all refunds.
Any refund will be processed after deducting bank charges only.
2. Peak Season Cancellation Policy
Stricter cancellation terms apply during peak season: December 20 – January 10 (Christmas, New Year)
| Cancellation Timeline | Retention Charges | Refund Amount |
|---|---|---|
| 60+ days before check-in | 0% | 100% refund (minus processing fees) |
| 45-59 days before check-in | 25% | 75% refund |
| 30-44 days before check-in | 50% | 50% refund |
| Less than 30 days before check-in | 100% | No refund |
| No-Show | 100% | No refund |
3. Group Bookings (10+ Rooms)
Special cancellation terms apply to group reservations:
- 90+ days before check-in: Full refund minus ₹1,000 processing fee
- 60-89 days before check-in: 25% retention charges
- 30-59 days before check-in: 50% retention charges
- Less than 30 days before check-in: 100% retention charges
4. No-Show Policy
A “No-Show” occurs when a guest with a confirmed reservation fails to check in without prior cancellation notification.
- 100% of the total booking value will be forfeited
- No refund will be issued
- The reservation will be automatically cancelled
- Future bookings may require full advance payment
5. Modifications & Amendments
5.1 Date Changes
Changes to booking dates are subject to:
- Availability at the resort for new dates
- Rate difference (if new dates have higher rates)
- Must be requested at least 7 days before original check-in date
- One free date change allowed per booking
- Subsequent changes incur ₹1,000 modification fee
5.2 Shortening Your Stay
If you wish to reduce the duration of your confirmed stay:
- 30+ days before check-in: Refund for reduced nights minus 10% handling fee
- 15-29 days before check-in: Refund for reduced nights minus 25%
- Less than 15 days before check-in: No refund for reduced nights
- After check-in: No refund for early departure
5.3 Room Category Changes
Changes to room category:
- Upgrade: Pay rate difference, subject to availability
- Downgrade: Difference refunded only if requested 30+ days before check-in
6. Refund Processing
6.1 Refund Timeline
Approved refunds are processed according to the following schedule:
- Credit/Debit Card: 7-10 business days from cancellation date
- Net Banking/UPI: 10-15 business days
- Bank Transfer: 15-20 business days
6.2 Refund Method
Refunds are issued to the original payment method used for booking. Alternative refund methods may be arranged by contacting our reservations team.
6.3 Processing Fees
All refunds are subject to a ₹500 administrative processing fee, deducted from the refund amount. This fee covers transaction costs and administrative expenses.
7. Special Circumstances
7.1 Medical Emergencies
In case of genuine medical emergencies preventing travel:
- Submit medical certificate from a registered medical practitioner
- Contact us within 24 hours of the emergency
- Subject to management approval, may receive:
- Full refund (if notified 10+ days before check-in)
- 50% refund (if notified less than 10 days before check-in)
- OR Future booking credit valid for 12 months
7.2 Natural Disasters & Force Majeure
In case of natural disasters, government restrictions, or force majeure events:
- Resort-initiated cancellations: Full refund including processing fees
- Guest-initiated cancellations: Future booking credit valid for 12 months
- Partial refunds may be offered based on circumstances
7.3 Government Travel Restrictions
If government-imposed travel restrictions prevent your visit, we offer flexible rebooking options or credit vouchers valid for 18 months.
8. Event & Conference Cancellations
Cancellation terms for weddings, conferences, and special events:
| Cancellation Timeline | Retention Charges |
|---|---|
| 180+ days before event | 10% of contract value |
| 120-179 days before event | 25% of contract value |
| 90-119 days before event | 50% of contract value |
| 60-89 days before event | 75% of contract value |
| Less than 60 days before event | 100% of contract value |
Note: Event contracts may have specific terms. Please refer to your signed event agreement for detailed cancellation policies.
9. Spa & Activity Cancellations
9.1 Spa Treatments
- 24+ hours before appointment: Full refund or free rescheduling
- 12-24 hours before appointment: 50% charges apply
- Less than 12 hours or no-show: 100% charges apply
9.2 Adventure Activities
- 48+ hours before activity: Full refund
- 24-48 hours before activity: 50% charges
- Less than 24 hours or no-show: 100% charges
9.3 Weather-Related Cancellations
If outdoor activities are cancelled due to weather conditions by resort management, full refund or alternative activity will be offered.
10. How to Cancel Your Booking
To cancel or modify your reservation, please contact us through any of the following methods:
Questions About Terms & Conditions?
Email: reservations@vythirivillage.com
Phone: +91 4936 233 100
WhatsApp: +91 93882 56724 (Reservations)
Office Hours: 9:00 AM – 7:00 PM (All days)
Required Information for Cancellation:
- Booking reference number
- Guest name
- Check-in date
- Reason for cancellation (optional)
- Preferred refund method
Important Terms to Remember
- Cancellation charges are based on the total booking value including taxes
- Peak season (Dec 20 – Jan 10) has stricter cancellation policies
- No-show results in 100% forfeiture of booking amount
- Refunds take 7-20 business days depending on payment method
- All refunds are subject to ₹500 processing fee
- Medical emergencies may qualify for special consideration
- Event cancellations have separate terms – refer to contract
This Cancellation Policy forms part of our Terms & Conditions. By making a booking, you agree to these cancellation terms. We reserve the right to modify this policy with reasonable notice.
Need Help with a Cancellation?
Vythiri Village Resort – Reservations Team
NH-766, Near Vythiri Town, Vythiri P.O, Wayanad – 673 576, Kerala, India
Phone: +91 4936 233 100
Email: bookings@vythirivillage.com
WhatsApp: +91 93 88 20 21 22
Our reservations team is available 9:00 AM – 10:00 PM daily to assist with cancellations and modifications.
