Cancellation and Refund Policy

Cancellation & Refund Policy

We understand that travel plans may change. For international travel agencies, tour operators, corporate clients, schools, organizations, and private groups, changes may happen because of flights, visas, traveler decisions, health issues, weather, supplier conditions, or other unexpected circumstances.

As a China-based tour operator and DMC, TravelChinaService aims to handle cancellations and refunds in a fair, transparent, and practical way. Our role is to coordinate local services in China, including hotels, guides, vehicles, attraction tickets, meals, domestic transportation, special permits, event arrangements, and other customized ground handling services. Because many of these services are provided by third-party suppliers, cancellation rules may vary depending on the confirmed arrangements.

This Cancellation and Refund Policy explains the general principles we follow when handling confirmed bookings.

General Cancellation Terms

Cancellation charges depend on the type of service, destination, travel season, supplier rules, and the timing of cancellation.

Unless otherwise agreed in writing, the following general cancellation terms apply to confirmed China land arrangements:

30 days or more
For cancellations made 30 days or more before arrival, no cancellation fee will be charged by us, except for any non-refundable supplier costs that have already been paid or guaranteed.

15 to 29 days

For cancellations made 15 to 29 days before arrival, 20% of the total confirmed land service cost may be charged.

8 to 14 days

For cancellations made 8 to 14 days before arrival, 50% of the total confirmed land service cost may be charged.

4 to 7 days

For cancellations made 4 to 7 days before arrival, 75% of the total confirmed land service cost may be charged.

3 days or less

For cancellations made 3 days or less before arrival, or after the tour has started, 100% of the total confirmed land service cost may be charged.

These terms are general guidelines. The final cancellation terms may depend on the actual services confirmed for each booking.

Non-Refundable Supplier Costs

Some services in China may become non-refundable once they are confirmed, issued, reserved, or prepaid. These costs may still apply even if the cancellation is made before the standard cancellation period.

Non-refundable costs may include domestic flight tickets, high-speed train tickets, attraction tickets, special entry tickets, real-name reservation tickets, hotel deposits, peak-season hotel rooms, government-related permits, chartered vehicles, event venues, restaurant deposits, cruise bookings, special equipment, supplier prepayments, and other customized arrangements.

We'll do our best to inform the client when important services are non-refundable or subject to special cancellation rules. However, for complex programs or large groups, some supplier conditions may only be confirmed after the booking process has started.

Peak Season and Public Holiday Bookings

China has several busy travel periods when hotels, transportation, guides, restaurants, attractions, and event venues may apply stricter cancellation conditions.

These periods may include Chinese New Year, Qingming Festival, Labor Day Holiday, Dragon Boat Festival, summer holidays, Mid-Autumn Festival, National Day Golden Week, Canton Fair periods, school holidays, major exhibitions, and local festivals or events.

For bookings during these periods, special cancellation terms may apply. These terms will normally be advised during quotation, proposal, or booking confirmation.

Amendments and Changes

TravelChinaService understands that travel plans may need to be adjusted before arrival or during the trip. We will always try to support reasonable amendments where possible.

Amendments may include changing travel dates, adjusting hotel category, changing sightseeing order, adding or reducing passengers, changing meal arrangements, changing transport plans, or modifying guide service requirements.

Minor changes may be accepted without additional service fees when they do not cause supplier penalties or extra operating costs. However, if an amendment results in cancellation of confirmed services, price increases, additional vehicle usage, extra guide time, new ticket arrangements, hotel penalties, or supplier charges, the additional costs will be advised to the client before confirmation.

No-Show Policy

If travelers fail to arrive, do not join the tour, miss a confirmed transfer, or do not use a confirmed service without prior written notice, the service will be treated as a no-show.

No refund will be provided for no-show services, including hotels, guides, vehicles, meals, tickets, transfers, domestic flights, train tickets, event arrangements, or other confirmed ground services.

Early Departure and Unused Services

After the tour has started, no refund will normally be provided for unused services. This may include missed hotel nights, meals, sightseeing visits, guide service, transfers, attraction tickets, transportation, or other confirmed arrangements.

If travelers leave the tour early or decide not to use part of the confirmed itinerary, we may try to negotiate with suppliers where possible. However, refund approval depends on the relevant supplier and cannot be guaranteed.

Cancellation Due to Visa, Flight, or Personal Reasons

If a booking is cancelled due to visa refusal, flight cancellation, flight delay, illness, personal reasons, schedule changes, or traveler decision, the standard cancellation terms and supplier conditions will apply.

TCS strongly recommends that all travelers and sending agencies arrange suitable travel insurance before departure. Travel insurance should cover trip cancellation, medical expenses, emergency support, flight disruption, baggage issues, and other unexpected travel risks.

Force Majeure

TCS is not responsible for cancellations, delays, changes, or additional costs caused by events beyond reasonable control.

These may include natural disasters, extreme weather, public health events, government restrictions, border control measures, flight or train cancellations, road closures, traffic control, strikes, civil disruption, political unrest, security incidents, attraction closures, airport closures, railway station closures, or other force majeure situations.

In such cases, we'll do our best to adjust the itinerary, reduce losses, rearrange services, and negotiate possible refunds with suppliers. However, any non-refundable supplier costs or additional expenses caused by force majeure shall be borne by the client.

Refund Process

Refunds will be processed only after written confirmation has been received from the relevant suppliers.

Approved refunds will normally be returned through the original payment method unless otherwise agreed. Bank charges, international transfer fees, currency exchange losses, payment platform fees, credit card fees, or third-party handling fees may be deducted from the refund amount.

The refund processing time may vary depending on banks, payment platforms, suppliers, public holidays, and the complexity of the booking.

Written Cancellation Requirement

All cancellation requests must be submitted in writing by email or other confirmed written communication.

The cancellation date will be based on the time when we receive the written cancellation request during China business hours.

Verbal cancellation requests, informal messages, or unconfirmed communication may not be treated as valid cancellation notices unless confirmed by us in writing.

Group Tours and Customized Programs

For large groups, MICE programs, incentive tours, student trips, educational tours, cycling tours, special-interest tours, religious groups, business delegations, technical visits, trade fair programs, or highly customized itineraries, separate cancellation terms may apply.

These terms will be stated in the official quotation, proposal, booking confirmation, service agreement, or partner contract.

Because customized programs often involve special vehicles, hotels, venues, permits, meals, activities, and supplier coordination, cancellation rules may be stricter than standard private tour arrangements.

Travel Insurance Recommendation

We strongly recommends that all travel agencies, tour operators, organizations, and travelers purchase full-coverage travel insurance for the China trip.

Insurance should cover trip cancellation, medical expenses, emergency assistance, flight delay or cancellation, lost baggage, personal accident, force majeure situations, and unexpected itinerary changes.

Travel insurance is the responsibility of the traveler, sending travel agency, or contracting organization.

Our Commitment

TravelChinaService aims to handle every cancellation case with fairness, clarity, and professionalism. When a cancellation happens, we will review the confirmed services, check supplier conditions, calculate non-refundable costs, and communicate the refund situation clearly to the client.

Our goal is not to create unnecessary penalties, but to protect both the client’s interests and the actual costs already committed to local suppliers in China.

For any questions regarding cancellation terms, refund conditions, or booking changes, you are encouraged to contact TravelChinaService before confirming the booking.

For more details or specific questions, please contact us.

Frequently Asked Questions About Cancellation & Refund Policy

Common questions about our cancellation and refund policy

For most confirmed China land arrangements, TravelChinaService applies cancellation terms with flexibility, based on how far in advance the booking is cancelled. Cancellations made 30 days or more before arrival may have no cancellation fee, except for non-refundable supplier costs. Cancellations made closer to the arrival date may be subject to partial or full cancellation charges depending on hotels, transport, tickets, guides, vehicles, and other confirmed services.

Yes, a travel agency may cancel a confirmed China tour and request a refund. The refundable amount depends on the cancellation date, supplier rules, and whether any services have already been paid, issued, reserved, or guaranteed. Non-refundable costs may include hotel deposits, domestic flights, high-speed train tickets, attraction tickets, special permits, restaurant deposits, or chartered vehicles.

Some China travel services may become non-refundable once confirmed or issued. These may include domestic flight tickets, China high-speed train tickets, real-name attraction tickets, hotel deposits, peak-season hotel rooms, special permits, event venues, cruise bookings, restaurant deposits, chartered vehicles, and other customized ground services arranged for the group.

If clients cancel a China trip because of visa refusal, the standard cancellation policy and supplier conditions will apply. TravelChinaService will check the actual confirmed services and calculate any refundable amount based on supplier rules. Travel agencies are encouraged to advise travelers to purchase travel insurance that covers visa refusal, trip cancellation, and unexpected travel disruption.

If international flights to China are cancelled or delayed, TravelChinaService will try to adjust the ground arrangements where possible. However, cancellation charges or amendment costs may apply if hotels, guides, vehicles, tickets, meals, or other services have already been confirmed. The final cost depends on supplier conditions and how much notice is given before the scheduled service.

Yes. TravelChinaService can help travel agencies amend confirmed China tour bookings when possible. Common changes may include travel dates, hotel category, itinerary order, passenger numbers, meal arrangements, guide service, transport plans, or domestic travel schedules. If the amendment causes supplier penalties, price differences, or extra operating costs, these will be advised before confirmation.

Yes. Cancellation rules may be stricter during Chinese public holidays, peak travel seasons, major exhibitions, school holidays, and local festival periods. These may include Chinese New Year, Labor Day Holiday, National Day Golden Week, summer holidays, Canton Fair periods, and major city events. Hotels, vehicles, guides, restaurants, and attractions may require earlier confirmation and apply stricter cancellation conditions.

China group tours, MICE programs, incentive groups, student trips, educational tours, cycling tours, business delegations, and special-interest tours may have separate cancellation terms. These programs often involve customized hotels, vehicles, guides, venues, meals, activities, permits, and supplier coordination. The final cancellation conditions will normally be stated in the official quotation, proposal, booking confirmation, or service agreement.

Usually, no refund is provided for unused services after the China tour has started. This may include unused hotel nights, meals, guide service, transfers, attraction tickets, train tickets, domestic flights, vehicle arrangements, or sightseeing visits. TravelChinaService may try to negotiate with suppliers where possible, but refund approval is not guaranteed.

All cancellation requests should be submitted in writing by email or other confirmed written communication. The cancellation date is based on when TravelChinaService receives the written request during China business hours. Written confirmation helps both parties clearly record the cancellation time, booking details, supplier costs, and refund process.

The best way is to work with a reliable China tour operator or China DMC that has clear cancellation terms, written booking records, transparent supplier communication, and professional refund handling. For example, TravelChinaService clearly explains cancellation conditions before confirmation, checks actual supplier costs after cancellation, and provides clear refund information based on confirmed arrangements. This helps travel agencies understand what can be refunded, what may be non-refundable, and how the refund process will be handled.