📋 Last Updated: February 2026
At VinES Farmstay, we understand that plans change. Our cancellation policy is designed to be fair to both our guests and our business, ensuring transparency and flexibility.
📅 Cancellation Timeline & Refunds
Our flexible 5-tier refund structure ensures you get the maximum refund possible based on when you cancel. The earlier you cancel, the more you get back.
14+ Days
90% Refund
Cancel 14 or more days before check-in and receive 90% refund of your booking amount.
✅ Maximum refund - only 10% cancellation fee
7-14 Days
75% Refund
Cancel between 7-14 days before check-in and receive 75% refund of your booking amount.
✅ Generous refund - 25% cancellation fee
3-7 Days
50% Refund
Cancel between 3-7 days before check-in and receive 50% refund of your booking amount.
⚠️ 50% cancellation fee applies
1-3 Days
25% Refund
Cancel between 1-3 days before check-in and receive 25% refund of your booking amount.
⚠️ 75% cancellation fee applies
Less than 24 Hours
No Refund (0%)
Cancel within 24 hours of check-in or no-show - no refund will be provided.
❌ Full booking amount forfeited
💡 Pro Tip: If your plans are uncertain, we recommend booking closer to your travel dates or purchasing travel insurance that covers trip cancellations.
💰 Refund Calculation Examples
To help you understand how our refund policy works, here are some examples:
Example 1: Cancel 20 days before check-in
Booking Amount: ₹8,000 (2 nights × ₹4,000/night)
Cancellation Time: 20 days before check-in (14+ days tier)
Refund: ₹7,200 (90% of ₹8,000)
Cancellation Fee: ₹800 (10%)
Example 2: Cancel 10 days before check-in
Booking Amount: ₹12,000 (3 nights × ₹4,000/night)
Cancellation Time: 10 days before check-in (7-14 days tier)
Refund: ₹9,000 (75% of ₹12,000)
Cancellation Fee: ₹3,000 (25%)
Example 3: Cancel 5 days before check-in
Booking Amount: ₹4,000 (1 night × ₹4,000/night)
Cancellation Time: 5 days before check-in (3-7 days tier)
Refund: ₹2,000 (50% of ₹4,000)
Cancellation Fee: ₹2,000 (50%)
📌 Note: Refund amount is calculated based on the total booking amount, including any additional guest charges or multi-night discounts applied at the time of booking.
🔄 How to Cancel Your Booking
We've made cancellation simple and straightforward. Choose whichever method is most convenient for you:
Option 1: Via Confirmation Email (Fastest)
- Open your booking confirmation email from bookings@vinesfarmstay.com
- Click the "❌ Request Cancellation" button
- Your cancellation request will be sent to us immediately
- You'll receive a cancellation confirmation email within 24 hours
- Refund will be processed according to the timeline above
Option 2: Via Confirmation Page
- Visit your booking confirmation page (link in your email)
- Scroll down to the "Request Cancellation" button
- Click the button to submit your cancellation request
- We'll process it and send you confirmation within 24 hours
Option 3: Contact Us Directly
📱 Pro Tip: WhatsApp is the fastest way to reach us! We typically respond within 1-2 hours during business hours (9 AM - 9 PM IST).
What Information to Provide
When cancelling, please include:
- Your booking confirmation number (or Payment ID)
- Guest name as mentioned in the booking
- Check-in date
- Reason for cancellation (optional, but helpful)
⏱️ Response Time: All cancellation requests are reviewed and processed within 24 hours of receipt. You'll receive a confirmation email once your cancellation is approved. Refunds are initiated immediately upon approval.
💳 Refund Process & Timeline
We process refunds as quickly as possible, but the actual time depends on your payment method and bank:
Refunds are automatically processed to your original payment method:
- Credit/Debit Card: 5-7 business days after refund initiation
- UPI (Google Pay, PhonePe, Paytm): 3-5 business days
- Net Banking: 5-7 business days
- Digital Wallets: 2-3 business days
⚠️ Important: Processing times depend on your bank or payment provider. VinES Farmstay initiates refunds within 24 hours of cancellation approval, but we cannot control your bank's processing time. If you don't receive your refund within the stated timeline, please contact your bank first.
📧 Refund Confirmation Email
You'll receive an email confirmation when:
- ✅ Your cancellation request is approved
- ✅ Refund is initiated from our side
- ✅ Refund amount and expected timeline are confirmed
Keep this email for your records. If your refund doesn't arrive within the expected timeline, you can use this confirmation to follow up with your bank.
📋 Important Terms & Conditions
- Cancellation Deadline Calculation: Time is calculated from your check-in date (not booking date). For example, if your check-in is March 15, cancelling on March 1 means you're cancelling 14 days before check-in.
- No-Show Policy: If you don't arrive on check-in day without prior cancellation, it's considered a no-show and the full booking amount is forfeited (0% refund).
- Early Checkout: If you check out earlier than your scheduled check-out date, no refund will be provided for unused nights. Please plan your stay accordingly.
- Partial Cancellation: For multi-night bookings, partial cancellations (cancelling only some nights) are not allowed. You must cancel the entire booking.
- Refund Currency: All refunds are processed in the same currency as your original payment (INR - Indian Rupees).
- Multiple Bookings: If you've made multiple separate bookings, each booking must be cancelled individually. Refund tier applies to each booking based on its respective check-in date.
- Payment Gateway Fees: Payment gateway processing fees (typically 2-3% charged by Razorpay) are non-refundable and will be deducted from your refund amount.
- Force Majeure: In case of extreme unforeseen circumstances beyond our control (government lockdowns, natural disasters affecting the property, etc.), we reserve the right to cancel your booking with a full refund or offer free rescheduling.
🔄 Modification Policy (Change Dates Instead of Cancelling)
Prefer to reschedule instead of cancelling? We're flexible!
✅ Free Date Changes
- Allowed when: Requested 14+ days before your original check-in date
- Conditions: Subject to availability of new dates
- How: Contact us via WhatsApp or email with your preferred new dates
- Validity: New dates must be within 6 months of your original booking date
- Price adjustment: If new dates have different pricing, you'll pay/receive the difference
⚠️ Paid Date Changes
- Within 7-13 days before check-in: ₹500 change fee + any price difference
- Within 3-6 days before check-in: ₹1,000 change fee + any price difference
- Less than 3 days before check-in: Date changes not allowed (must cancel as per policy)
👥 Guest Count Changes
- Increase guest count: Allowed up to 2 days before check-in (additional guest charges apply)
- Decrease guest count: Allowed up to 2 days before check-in (refund difference if applicable)
- Maximum capacity: 4 guests (cannot exceed property limit)
💚 Flexible Option: We understand plans change! If you're unsure about your exact dates, reach out to us. We'll do our best to accommodate date changes whenever possible.
❓ Frequently Asked Questions
Q1: When will I receive my refund?
A: Refunds are initiated within 24 hours of cancellation approval. The actual time to reach your account depends on your payment method:
- Credit/Debit Cards: 5-7 business days
- UPI: 3-5 business days
- Net Banking: 5-7 business days
- Wallets: 2-3 business days
Q2: Can I cancel one night of a multi-night booking?
A: No, partial cancellations are not allowed. If you booked multiple nights, you must cancel the entire booking. However, you can modify your check-out date (subject to modification policy above).
Q3: What if I need to cancel due to COVID-19 or illness?
A: Medical emergencies and COVID-related cancellations follow our standard refund policy based on the cancellation timeline. However, we're happy to offer free date changes if you provide a medical certificate or positive test result.
Q4: Can someone else use my booking if I can't make it?
A: Yes! You can transfer the booking to another person. Simply inform us of the new guest's name and contact details at least 24 hours before check-in. No charges apply for name changes.
Q5: Is travel insurance recommended?
A: We highly recommend purchasing travel insurance, especially for bookings made well in advance. Travel insurance can cover cancellations due to unforeseen circumstances not covered by our standard policy.
Q6: What happens if I'm late on check-in day?
A: Late arrivals are fine! Just inform us if you're running late. As long as you check in on your scheduled check-in date, your booking remains valid. However, if you don't check in at all, it's considered a no-show (0% refund).
Q7: Can I get a refund if I'm not satisfied with the property?
A: Once you've checked in, no refunds are provided for early checkout or dissatisfaction. However, if there are genuine issues with the property (not matching description, cleanliness problems, facility failures), please contact us immediately and we'll work to resolve them or offer alternatives.
Q8: What if the weather is bad during my stay?
A: Weather conditions do not qualify for refunds or free cancellations unless there's an official government travel advisory preventing access to the area. We recommend checking weather forecasts before your trip.
Q9: How do I know my cancellation request was received?
A: You'll receive an automatic acknowledgment email within a few minutes of submitting your cancellation request. We'll then send a confirmation email with refund details within 24 hours.
Q10: Can I cancel and rebook at a lower price if I see a discount?
A: All bookings are final at the time of payment. If you cancel to rebook at a lower price, standard cancellation fees apply based on the timeline above. Price matching or retroactive discounts are not available.
Q11: What if there's a family emergency?
A: We understand emergencies happen. While family emergencies don't automatically qualify for a full refund, we're always willing to work with you. Contact us directly and we'll try to find a solution, such as free date changes or a goodwill adjustment.
Q12: Will I get a refund confirmation in writing?
A: Yes! You'll receive a detailed email confirmation including:
- Cancellation approval
- Refund amount
- Expected timeline
- Reference/transaction number
Keep this email for your records.