1. Overview

This Refund Policy outlines the terms and conditions for refunds on bookings made at Hotel Green Karnataka. We strive to provide fair and transparent refund procedures while maintaining our commitment to excellent guest service. Please read this policy carefully before making a reservation.

2. Standard Refund Policy

2.1 Free Cancellation Period

• Cancellations made 24+ hours before check-in: Full refund minus processing fees (if applicable)
• Advance notice required: Cancellation must be received before 2:00 PM (local time) one day prior to arrival
• Confirmation required: Cancellation confirmation will be sent via email

2.2 Late Cancellation

• Cancellations made within 24 hours of check-in: No refund
• Same-day cancellations: Full booking amount will be charged
• No-show policy: Full reservation amount forfeited with no refund

2.3 Early Departure

• Early check-out: No refund for unused nights
• Emergency situations: May be considered on a case-by-case basis with proper documentation
• Medical emergencies: Partial refund may be provided with valid medical certificate

3. Booking-Specific Refund Terms

3.1 Advance Purchase Rates

• Non-refundable bookings: No refund under any circumstances
• Discounted rates: May have stricter cancellation terms
• Special promotional offers: Subject to specific terms mentioned at time of booking

3.2 Group Bookings (5+ rooms)

• Cancellation deadline: 7 days before arrival for full refund
• Partial cancellations: Allowed up to 48 hours before arrival
• Group deposits: Non-refundable deposit may apply
• Special terms: Custom cancellation terms may apply for large groups

3.3 Peak Season and Special Events

Peak periods include:

• Diwali, New Year, Eid festivals
• Summer tourist season (May-August)
• Local festivals and events
• Wedding season

Peak season terms:

• Cancellation deadline: 48-72 hours before arrival
• No-refund periods: Certain dates may be non-refundable
• Higher deposits: May require larger advance deposits

4. Refund Processing

4.1 Processing Timeline

• Credit/Debit cards: 5-10 business days from cancellation date
• Online payments: 7-14 business days depending on payment gateway
• Bank transfers: 3-7 business days
• Cash deposits: Immediate refund upon request at hotel

4.2 Refund Method

• Original payment method: Refunds processed to original payment source
• Card replacements: Alternative arrangements for expired/blocked cards
• Third-party bookings: Refunds processed through original booking platform
• Cash refunds: Available only for cash payments made at hotel

4.3 Processing Fees

• Bank charges: Applicable bank/payment gateway fees may be deducted
• International transactions: Currency conversion fees may apply
• Administrative fees: Minimal processing fee for certain refund requests

5. Modification vs. Cancellation

5.1 Booking Modifications

Date changes:

• Free modifications: Up to 24 hours before arrival (subject to availability)
• Rate differences: Additional payment required for higher rates
• Downgrade refunds: Credit applied for lower rates

Room type changes:

• Upgrade fees: Additional charges for premium rooms
• Downgrade credits: Refund difference for lower category rooms
• Availability dependent: Subject to room availability at time of change

5.2 Partial Modifications

• Reducing room count: Partial refund for cancelled rooms (subject to cancellation policy)
• Guest count changes: No additional charges for reducing guests
• Duration changes: Pro-rated adjustments based on nightly rates

6. Special Circumstances

6.1 Force Majeure Events

Covered events:

• Natural disasters (earthquakes, floods, severe weather)
• Government-imposed travel restrictions
• Public health emergencies
• Civil unrest or security concerns
• Infrastructure failures beyond hotel control

Refund provisions:

• Hotel closure: Full refund provided
• Travel restrictions: Refund or credit for future use
• Guest safety concerns: Case-by-case evaluation
• Alternative accommodation: Offered when possible

6.2 Hotel-Initiated Cancellations

Overbooking situations:

• Full refund: Immediate refund of all payments
• Alternative accommodation: Comparable or better accommodation arranged
• Transportation costs: Covered by hotel if alternative accommodation is distant
• Compensation: Additional compensation for inconvenience

Maintenance or emergency closures:

• Advance notice: Minimum 48 hours notice when possible
• Full refund: Complete refund of all payments
• Rebooking assistance: Help with alternative accommodation
• Priority booking: Priority for future reservations

6.3 Guest Dissatisfaction

Service-related issues:

• Immediate resolution: On-site issue resolution preferred
• Partial refunds: For unresolved service problems
• Documentation required: Written complaint with specific details
• Management review: All refund requests reviewed by management

7. Non-Refundable Charges

7.1 Additional Services

• Restaurant charges: Consumed food and beverages
• Spa and wellness services: Completed treatments
• Laundry services: Processed laundry
• Transportation: Utilized airport transfers or tours
• Room service: Delivered orders
• Incidental charges: Phone calls, minibar items, damages

7.2 Third-Party Services

• Tour bookings: External tour operator policies apply
• Event tickets: Subject to venue refund policies
• Transportation: Airline, train, or taxi booking policies
• Activity bookings: Adventure sports, sightseeing tours

8. Refund Request Process

8.1 How to Request a Refund

Step 1: Contact Us

• Email: info@hotelgreenkarnataka.com
• Phone: +91 9419064094
• In-person: Visit hotel reception

Step 2: Provide Information

• Booking confirmation number
• Guest name and contact details
• Reason for cancellation
• Preferred refund method

Step 3: Documentation

• Original booking confirmation
• Payment receipt/transaction details
• ID proof of primary guest
• Supporting documents (if applicable)

8.2 Refund Request Timeline

• Advance cancellations: Process within 24 hours of request
• Complex cases: Up to 72 hours for review and processing
• Force majeure events: Extended review period may apply
• Dispute cases: Up to 7 days for investigation and resolution

9. Dispute Resolution

9.1 Internal Review Process

Initial Review:

• Management review of refund request
• Verification of booking terms and conditions
• Assessment of special circumstances
• Decision communicated within 48 hours

Appeal Process:

• Dissatisfied guests may request senior management review
• Additional documentation may be requested
• Final decision within 5 business days
• Written explanation provided for denials

9.2 External Resolution

Consumer Protection:

• Contact local consumer protection agencies
• Tourism department complaint procedures
• Hotel association grievance mechanisms

Legal Recourse:

• Mediation services available
• Small claims court procedures
• Legal counsel consultation

10. Important Notes and Disclaimers

10.1 Booking Terms Precedence

• Specific booking terms: Override general policy where applicable
• Written confirmations: Take precedence over verbal agreements
• Platform bookings: Third-party platform terms may apply
• Corporate rates: Special refund terms for corporate accounts

10.2 Communication Requirements

• Email preferred: Written record of all refund requests
• Phone confirmations: Follow up written confirmation required
• Language support: Hindi and English support available
• Response time: All inquiries acknowledged within 24 hours

10.3 Fraud Prevention

• Identity verification: Required for all refund requests
• Original cardholder: Refunds only to original payment source
• Suspicious activity: Additional verification may be required
• False claims: May result in forfeiture of refund rights

11. Seasonal and Event-Specific Policies

11.1 Summer Season (May - August)

• High demand period: Stricter cancellation terms
• Minimum stay requirements: May apply during peak weeks
• Advance booking recommended: Limited last-minute availability
• Weather considerations: No refunds for normal weather conditions

11.2 Winter Sports Season

• Weather dependency: No refunds for poor snow conditions
• Activity cancellations: Refunds for hotel-arranged activities only
• Equipment rentals: Subject to vendor policies
• Road accessibility: No refunds for normal winter road conditions

11.3 Festival Periods

Local festivals and events:

• Cultural celebrations: Enhanced experiences, no weather refunds
• Crowd situations: Expected during festivals, no refunds for crowds
• Noise levels: Festival-related activities, limited refunds
• Transportation delays: Not grounds for refund

12. Contact Information for Refunds

12.1 Primary Contact

Hotel Green Karnataka Address: Miskeen Bagh, Near CMP School, Khanyar, Srinagar, Kashmir, India Phone: +91 9419064094 Email: info@hotelgreenkarnataka.com

Refund Department:

• Email: info@hotelgreenkarnataka.com (Subject: Refund Request)
• Phone: +91 9419064094 (Ask for Refund Department)
• Hours: 9:00 AM - 8:00 PM (Local Time)

12.2 Emergency Contact

After-hours refund emergencies:

• Emergency phone: +91 9419064094
• Email response: Within 24 hours
• On-site assistance: 24/7 front desk support

12.3 Management Contact

For escalated refund disputes:

• Direct management line: +91 9419064094
• Email: info@hotelgreenkarnataka.com (Subject: Refund Dispute - Management Review)
• In-person meeting: By appointment only

13. Policy Updates and Modifications

13.1 Policy Changes

• Regular reviews: Policy reviewed quarterly
• Guest feedback incorporation: Updates based on guest experiences
• Legal compliance: Changes to meet regulatory requirements
• Notice period: 30 days advance notice for major changes

13.2 Grandfathering

• Existing bookings: Current policy applies to existing reservations
• Future bookings: New policy terms apply to new reservations
• Transition period: Grace period for policy understanding

14. Legal Compliance

14.1 Consumer Protection

• Fair trading practices: Compliance with consumer protection laws
• Transparent pricing: No hidden fees or charges
• Reasonable terms: Fair and enforceable refund conditions
• Accessibility: Policy available in local languages upon request

14.2 Jurisdiction

• Governing law: Indian consumer protection and contract laws
• Court jurisdiction: Srinagar, Kashmir courts have jurisdiction
• Alternative dispute resolution: Mediation preferred before litigation

Hotel Information

Hotel Green Karnataka
Address: Miskeen Bagh, Near CMP School, Khanyar, Srinagar, 
Phone: +91 9419064094
Email: info@hotelgreenkarnataka.com