1. Overview

This Cancellation Policy outlines the terms and conditions for canceling reservations at Hotel Green Karnataka. We understand that travel plans can change, and we strive to provide flexible cancellation options while maintaining fair business practices. Please review this policy carefully before making your reservation.

2. Standard Cancellation Policy

2.1 Free Cancellation Window

• Cancellation deadline: 24 hours before scheduled check-in time (2:00 PM)
• Cut-off time: Cancellations must be received by 2:00 PM local time, one day prior to arrival
• No charges: Full booking amount refunded (minus applicable processing fees)
• Confirmation: Cancellation confirmation sent via email

2.2 Late Cancellation Charges

• Within 24 hours of check-in: 100% of first night's room rate charged
• Same-day cancellation: Full booking amount forfeited
• After check-in time: Considered a no-show, full charges apply

2.3 No-Show Policy

• Definition: Failure to arrive by 6:00 AM the day after scheduled check-in
• Charges: 100% of entire reservation amount charged
• Room release: Room may be released for resale after 6:00 AM
• No refund: No refund provided for no-show reservations

3. Booking-Specific Cancellation Terms

3.1 Regular Bookings

Standard room reservations:

• Free cancellation: Up to 24 hours before arrival
• Modification allowed: Date and room type changes subject to availability
• Partial cancellation: Allowed for multi-night stays (charges may apply)

3.2 Advance Purchase/Non-Refundable Rates

Special discounted rates:

• No cancellation: Bookings are non-refundable and non-changeable
• No modifications: Date or room changes not permitted
• Full payment: Charged at time of booking
• Clear disclosure: Terms clearly stated during booking process

3.3 Group Reservations (5+ rooms)

Group booking terms:

• Extended notice: 7 days advance cancellation required for full refund
• Partial reductions:
  • Up to 72 hours before arrival: No penalty for reducing up to 20% of rooms
  • Within 72 hours: Full charges apply for cancelled rooms
• Group deposit: 25% non-refundable deposit required at booking
• Final numbers: Must be confirmed 48 hours before arrival

3.4 Extended Stay Bookings (7+ nights)

Long-term reservation terms:

• Flexible cancellation: Up to 48 hours before arrival
• Partial cancellation: Minimum 3-night stay required for partial cancellations
• Modified terms: Special rates may have different cancellation policies

4. Seasonal and Event-Based Cancellations

4.1 Peak Season Policy

High-demand periods include:

• Summer tourist season (May - August)
• Festival periods (Diwali, Eid, New Year)
• Long weekends and national holidays
• Local cultural events and celebrations

Peak season terms:

• Advance notice: 48-72 hours cancellation required
• Higher penalties: Cancellation charges may be increased
• Non-refundable periods: Certain dates may have no-cancellation policies
• Deposit requirements: Higher advance deposits may be required

4.2 Special Events and Conferences

Event-related bookings:

• Extended notice: 7-14 days advance cancellation required
• Event dependency: Cancellations due to event cancellation handled separately
• Block booking terms: Special terms for conference and wedding blocks
• Minimum stay: May require minimum night stays during events

4.3 Festival and Holiday Periods

Special occasion policies:

• Diwali/New Year: 72-hour advance cancellation required
• Eid festivals: 48-hour advance cancellation required
• Regional festivals: Specific terms communicated at booking
• Wedding season: Enhanced cancellation restrictions may apply

5. Cancellation Process

5.1 How to Cancel Your Reservation

Step 1: Contact Methods

• Email: info@hotelgreenkarnataka.com (Preferred method)
• Phone: +91 9419064094 (Available 24/7)
• In-person: Visit hotel reception
• Online: Through original booking platform (if applicable)

Step 2: Required Information

• Booking confirmation number
• Primary guest name
• Check-in date
• Contact phone number
• Reason for cancellation (optional)

Step 3: Confirmation

• Cancellation reference number provided
• Email confirmation sent within 2 hours
• Refund timeline communicated
• Any applicable charges disclosed

5.2 Processing Timeline

• Immediate: Confirmation of cancellation request
• Within 2 hours: Email confirmation with reference number
• 24-48 hours: Refund processing initiated (if applicable)
• 5-10 business days: Refund credited to original payment method

5.3 Documentation

Cancellation confirmation includes:

• Cancellation reference number
• Original booking details
• Cancellation date and time
• Refund amount (if applicable)
• Processing timeline
• Contact information for queries

6. Modification vs. Cancellation

6.1 Booking Modifications

Alternative to cancellation:

• Date changes: Subject to availability and rate differences
• Room type changes: Upgrade/downgrade options available
• Guest name changes: Permitted with proper documentation
• Duration changes: Add or reduce nights based on availability

Modification terms:

• Free changes: Up to 24 hours before arrival (subject to availability)
• Rate differences: Additional payment or refund as applicable
• Same-day changes: Subject to availability and may incur charges

6.2 Partial Cancellations

Multi-night stays:

• Reduce nights: Cancel specific nights within reservation
• Early departure: No refund for unused nights
• Late arrival: Modify check-in date to avoid no-show charges
• Minimum stay: Some rates require minimum night stays

7. Special Circumstances

7.1 Force Majeure Events

Uncontrollable circumstances:

• Natural disasters (earthquakes, floods, landslides)
• Government-imposed travel restrictions
• Medical emergencies (with proper documentation)
• Flight cancellations due to weather/strikes
• Civil unrest or security concerns

Force majeure provisions:

• Full cancellation: No penalty charges
• Future credit: Option for future stay credits
• Flexible rebooking: Priority rebooking when situation normalizes
• Documentation: Appropriate proof may be required

7.2 Medical Emergencies

Health-related cancellations:

• Medical certificate: Required from registered medical practitioner
• Immediate family: Policy extends to immediate family medical emergencies
• Travel insurance: Guests advised to maintain travel insurance
• Case-by-case: Each situation evaluated individually

Required documentation:

• Medical certificate or hospital admission letter
• Relationship proof (for family emergencies)
• Original booking confirmation
• Valid identification

7.3 Travel Disruptions

Transportation-related issues:

• Flight cancellations: Airline-issued cancellation proof required
• Road blockages: Official authority confirmation needed
• Strike/bandh: Local authority advisories as proof
• Weather conditions: Severe weather warnings from meteorological department

8. Payment and Refund Information

8.1 Refund Processing

Refund methods:

• Original payment source: Refunds processed to original payment method
• Credit/debit cards: 5-10 business days processing time
• Online payments: 7-14 days depending on payment gateway
• Cash payments: Immediate refund available at hotel

8.2 Processing Fees

Applicable charges:

• Bank charges: Payment gateway fees may be deducted
• International cards: Currency conversion charges apply
• Administrative fee: Minimal processing fee for certain cancellations
• Third-party bookings: Platform-specific charges may apply

8.3 No-Refund Scenarios

Non-refundable situations:

• No-show without prior notice
• Late cancellations beyond policy terms
• Non-refundable rate bookings
• Violation of hotel policies
• Fraudulent bookings

9. Third-Party Bookings

9.1 Online Travel Agencies (OTAs)

Platform-specific terms:

• Booking.com, Expedia, etc.: Subject to platform cancellation policies
• Hotel policy: Hotel policy applies in addition to platform terms
• Direct contact: Guests may contact hotel directly for assistance
• Refund routing: Refunds processed through original booking platform

9.2 Travel Agents

Agency bookings:

• Agent responsibility: Travel agent handles cancellation processing
• Hotel coordination: Hotel cooperates with authorized agents
• Documentation: Proper agent authorization required
• Commission handling: Agent commissions adjusted as per agreement

10. Corporate and Business Bookings

10.1 Corporate Accounts

Business traveler benefits:

• Extended grace period: 4-hour grace period beyond standard policy
• Flexible modifications: Enhanced modification options
• Billing arrangements: Direct billing and payment terms
• Volume discounts: Preferred rates for regular corporate clients

10.2 Conference and Meeting Bookings

Event-related reservations:

• Group terms: Special cancellation terms for meeting blocks
• Event cancellation: Separate terms if entire event is cancelled
• Rooming lists: Detailed attendee management
• Payment terms: Corporate payment and cancellation terms

11. Communication and Support

11.1 Customer Support

24/7 availability:

• Phone support: +91 9419064094 (Available round the clock)
• Email support: info@hotelgreenkarnataka.com (Response within 2 hours)
• Front desk: In-person assistance available
• WhatsApp: Available for quick queries and confirmations

11.2 Language Support

Communication options:

• English: Primary communication language
• Hindi: Full support available
• Urdu: Basic support available
• Local languages: Limited support through local staff

11.3 Escalation Process

Issue resolution:

• Level 1: Front desk and reservations team
• Level 2: Duty manager and guest relations
• Level 3: General manager review
• External: Tourism authority and consumer forums

12. Policy Exceptions and Waivers

12.1 Management Discretion

Exceptional circumstances:

• Case-by-case evaluation for unique situations
• Guest loyalty and relationship consideration
• Humanitarian grounds and emergency situations
• Service failure compensation

12.2 Loyalty Program Benefits

Repeat guest advantages:

• Enhanced flexibility: Extended cancellation windows
• Waived fees: Reduced or waived cancellation charges
• Priority rebooking: Preferred dates for future bookings
• Upgrade considerations: Room upgrade opportunities

13. Important Terms and Conditions

13.1 General Terms

• Local time: All times referenced are Srinagar local time (IST)
• Business days: Monday through Saturday (excluding public holidays)
• Check-in time: Standard check-in at 2:00 PM
• Check-out time: Standard check-out at 12:00 Noon

13.2 Legal Aspects

• Governing law: Subject to laws of India and Jammu & Kashmir
• Jurisdiction: Courts in Srinagar have jurisdiction
• Consumer rights: Consumer protection laws apply
• Arbitration: Dispute resolution through arbitration preferred

13.3 Policy Updates

• Regular review: Policy reviewed and updated quarterly
• Notice period: 30 days advance notice for major changes
• Website updates: Current policy always available on website
• Existing bookings: Policy at time of booking applies

14. Contact Information

14.1 Cancellation Requests

Primary contact:

• Phone: +91 9419064094 (24/7 availability)
• Email: info@hotelgreenkarnataka.com
• Subject line: "Cancellation Request - [Booking Confirmation Number]"

Hotel address: Miskeen Bagh, Near CMP School, Khanyar, Srinagar, Kashmir, India

14.2 Emergency Cancellations

Urgent situations:

• Emergency line: +91 9419064094
• WhatsApp: Available for quick communication
• Email priority: Mark emails as "URGENT - Cancellation"
• On-site assistance: Front desk available 24/7

14.3 Queries and Clarifications

For policy questions:

• Email: info@hotelgreenkarnataka.com
• Phone: +91 9419064094 (Ask for Reservations Manager)
• Best time to call: 9:00 AM - 8:00 PM for detailed discussions
• Response time: All queries acknowledged within 4 hours