TERMS & CONDITIONS

AND BOOKING FORM

2019-20

Name:

Contact Number:
 TERMS & CONDITIONS
DEFINITION:
1. “You” means the person/s in whose name and / or whose behalf the
booking is made. Alternatively, the reference may be made in the third
person as “tour participant” / “they” / “Client” / “them” / “his” / “her”.
2. “We” / “Us” / “Company” means Cox & Kings Limited.
3. “Infant” / “Child” mean respectively a person below the age of two years
and a person more than the age of two and below the age of twelve years.
4. “Terms and Conditions” means the terms and conditions contained
herein below, Brochure, itinerary, promotion booklet and other
documents as may be notified from time to time.
5. “Booking Documents” shall mean ‘BOOKING FORM’ and such
other documents as we may deem fit including (without limitation)
THE ‘TERMS & CONDITIONS’, RULES’, AND ‘PRICE GRID’
6. “Contractor” / “Supplier” means supplier of any infrastructural
facility and shall include hotel managements, airlines, caterers,
restaurants, places of entertainment like theme parks, museums,
art galleries shipping company, railway, ferry, cruise, coach etc. who
are to provide the services to the Clients.
7. “Price Grid” means a document which incorporates the standard
tour package cost as of the date of proposal, the foreign exchange
component and INR component along with tour package inclusions,
exclusions, departure dates, important notes etc.
8. “Tour cost” means the tour cost mentioned in the price grid /
brochures / online and other payments such as taxes, surcharges
etc payable by the Clients to the Company.
9. “Brochure” means printed brochure, website, itinerary, leaflets,
booklet, price grid.
10. “Website” means www.coxandkings.com
11. “Web pages” means pages on the website
12. “Cancellation Policy” means and includes all the cancellation
charges along with GST of 18% levied by the Company from time
to time, third party cancellation charges etc. as more particularly
described hereinbelow or any other documents.
13. Policies of the concerned Consulate wherein cancellation charges are
levied by consulate which also includes 100% cancellation charges of
visa fees and any supplementary charges like visa facilitation charges,
courier fees, SMS charges, urgent fees charged by the consulate in
addition to the administrative fees charged by the Company.
14. “Visa” means a Certificate issued or a stamp marked (on the
applicant’s passport) by the immigration authorities of a country
to indicate that the applicant’s credentials have been verified and
he or she has been granted permission to enter the country for a
temporary stay within a specified period.
15. (Note: The Company does not have any role to play for issuance /
rejection of Visa other than being merely a facilitator)
INTRODUCTION:
We make all possible efforts to secure services from reputed suppliers for
you so that you can travel safely and securely and you get best value for
money. Our individual customized tours are known as ‘Flexihol, Instant
Holidays and Escapade’. We also sell travel related products designed
and operated by Third Parties. All our products are sold subject to the
terms and conditions set out in the Booking Documents and the contract
between the Client and us shall be governed by the same. In the event
of the Client booking through us any third party tours or travel products
or services, the terms and conditions specified by such Third Party / Tour
Operator, including their payment schedule, cancellation, refund, rules and
regulations etc. shall be applicable, in addition to our Terms and Conditions.
In order to avoid any misunderstanding, kindly read the Tour Brochure, the
Price Grid, the Booking Form and the Terms and Conditions carefully.
BROCHURE / WEBSITE INFORMATION – DISCLAIMERS:
We take reasonable care in preparing the brochure, price grid, web pages
and other documents and in describing the services therein. However,
we are not liable for any typographical / printing errors.
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Furthermore, brochures may be printed several months in advance and
the descriptions of the services mentioned in the Brochure are as normally
available and as accurate as possible and content may not always be
fully updated. We therefore ask you to confirm the current information by
contacting us. Circumstances beyond our control like major road works,
traffic congestions, weather conditions, fairs, festivals, sport events,
political / religious gatherings, strikes, change of management / closure
of hotels / restaurants, over booking of hotels / flights, cancellation / re-
routing of flights or railways, closure of / restricted entry at a place of sight
seeing may result in changes in the services / itineraries. Therefore, we
reserve our absolute right to alter, amend, change or modify the Tour
Package, Itineraries, Tour Schedule, Travel Plan, Tour arrangements and
sightseeing mentioned in the Brochure. Where we may know of these
changes sufficiently in advance we may notify you. There are also very
big Fairs and Exhibitions and events lasting up to 2 weeks or even more,
where all the hotels are fully booked several years ahead. In such cases,
the applicable cancellation charges levied by third party suppliers such
as hotels, cruises, airlines are 100%, which are payable by you. Every
effort is made to avoid such dates, but in the few instances where it is
unavoidable, it may be necessary to stay in hotels in other cities. (This
would be advised at the time of booking). We request your co-operation
where such changes are made. No complaints or grievances in this regard
would be entertained either during the tour or after the tour has concluded.
Photos of meals / hotel rooms / transportation / sightseeing / properties
published in the Brochure are only for reference and may differ from
the actual meal served / sights etc. Distance, Exchange Rate, Visa
regulations and temperatures etc. mentioned in the Brochure are
approximate or may vary. In case the alternate arrangements made are
materially superior as compared to the ones described in the Brochure,
we reserve the right to charge extra for the same anytime.
We do not take any responsibility / liability of third party products
displayed on our Website and cannot give any assurance or warranty
regarding contents, quality or safety of the product in any way, nor would
we be liable / responsible in any manner whatsoever for any deficiency,
loss, damage or injury sustained by you as a result of availing such
products and services.
BOOKING AMOUNT AND PAYMENT (TABLE 1)
Asia, Middle East, Islands
45 or more days before departure (non-refundable) 20,000
Within 31 to 45 days prior to the departure of the Tour 75% of the tour cost
Within 30 days prior to departure of the Tour 100% of the tour cost
Note: Payment for visas, insurance and non-refundable tickets to be
made at the time of booking as applicable.
Europe and Rest of the World
60 or more days before departure (non-refundable) 30,000
Within 46 to 60 days prior to the departure of the Tour 50% of the tour cost
Within 31 to 45 days prior to the departure of the Tour 75% of the tour cost
Within 30 days of departure 100% of the tour cost
Note: Payment for visas, insurance and non-refundable tickets to be
made at the time of booking as applicable.
Customer Initials:
Cox & Kings Staff Initials:

FOR CRUISE VACATIONS (TABLE 2)
AIRFARE, VISA FEES CRUISE CRUISE
BOOKING
PERIOD
AND INSURANCE ADVANCE BALANCE
CHARGES PAYMENT PAYMENT
75 days prior to Charges as applicable to be Rs. 20,000/- 20 days Prior to
departure date paid at the time of booking. per person departure
60 days prior to Charges as applicable to be 60 days Prior to
50%
departure date paid at the time of booking. departure
59 days prior to Charges as applicable to be
100% -
departure date paid at the time of booking.
Note: If there is any Land Arrangements purchased in conjunction
with Cruise Vacation, please refer the Table 1 for Land
Arrangements payments.
Notes for both the above mentioned tables:
1. Currently GST of 5% is applicable on the total package cost mentioned
in the actual invoice and services availed. GST Rates are Subject to
Change.
2. A tax invoice shall be raised as required under the applicable rules of
GST with respect to the content and timing of issuance of invoice.
3. The prices quoted are subject to availability at the time of booking and
also subject to change.
4. In cases where the tour price, as mentioned in the Price Grid, quoted
to you comprises of both foreign currency (i.e. Euro, Sterling Pounds,
US Dollar etc) and INR component, then payment made by you in
INR for the foreign currency component of the Price Grid shall be
subject to the rate of exchange (“ROE”) prevailing at the date/time of
making such payments. Therefore, please be informed that the total
price quote stated at the date of booking may vary due to market
led currency fluctuations applicable on the date of payment (as per
the Payment Schedule). Such fluctuations are not within the control
of the Company. The Company shall not be held responsible for
any variance in the price quoted at the time of booking and the total
amount required to be paid as per the payment schedule
PAYMENT MODE:
1. Cash:
• Pan card copy is required where payment of Rs.50,000 /- or above
is made in cash;
• In case you want to remit the Tour Cost in Cash Foreign Currency
(FCY), then it is mandatory that you have to produce the
purchase receipt of FCY from an authorized dealer as per the
KYC norms of RBI.
• As per the provisions u/s 269ST of the Income Tax Act, we cannot
receive an amount of Rs 2 Lacs or more by way of cash in respect
of a single transaction/single booking id or from any person in a
single day. Hence, any payment of Rs 2 Lacs and above must
be paid by way of an account payee cheque / draft drawn in
favour of “Cox & Kings Ltd.”, or any other banking modes
mentioned hereinabove.
2. Cheque / Demand draft / Pay Order.
• The cheque / demand draft / pay order has to be drawn in favor
of “Cox & Kings Ltd.” and payable at our Branch office, franchisee,
Head office and / or Travel Agent nearest to you. In case of
Cheque, it is subject to realization. Once the payment is cleared,
only then will confirmation be made and the documentation be
released. The cancellation policy will apply if the payment is not
cleared within the specified time. The cheque / demand draft has
to be drawn in favour of “Cox & Kings Ltd.”
3. Debit / Credit Card
• You can make the payment by credit / debit card provided the
credit / debit card is physically produced at the Cox & Kings
Cashier office as per the RBI rules.
www.coxandkings.com
• Bank Charges will be applicable for every transaction.
• You shall be solely liable / responsible to bear all bank transfer
charges.
• You can also make online payment through Company’s website
www.coxandkings.com using Credit / Debit Card and Net banking.
4. Wire Transfer
• For payment by NEFT / RTGS, the following are the payment
details.
Beneficiary Name COX & KINGS LTD.
Current Account Number 173010200001199
Bank Name AXIS BANK LTD.
Branch Name ATLANTA, NARIMAN POINT, MUMBAI – 21
IFSC Code UTIB0000173
Account Type Current Account
City Mumbai
Notes for all the payment modes:
• On payment of the advance amount, you will receive a receipt and
invoice from Cox & Kings Ltd. office for the amount paid, within a few
days. Your invoice is a confirmation of your booking, however, the
same is not valid for traveling on tour.
• For ONLINE bookings, on our Website via credit card you will be re-
directed to your Bank’s payment gateway. After successful completion
of your online payment, you will be able to view paid invoices under
the ‘View Transaction’ listed on the Website.
• You will have to pay all bank charges including charges relating to
credit card/ debit card / net banking / cheque / demand draft at the
applicable rate in addition to the tour cost.
• The Company reserves the right to decline your booking / s for any
Tour or to cancel your booking without assigning any reason.
• Non Resident Indians (NRI) and Foreign Nationals are required to
pay the entire tour cost in the applicable foreign currency for the
respective tour in USD/GBP/EURO/AUD/SGD.
In case you want to make either the full cost of the tour package
(applicable for NRI/foreign nationals) OR the foreign currency component
of tour cost (applicable for Indian Nationals) by foreign currency bank
notes, then you will have to furnish the original invoice of Money Changer
or Authorised Dealer.
BALANCE PAYMENT INVOICES / SERVICE VOUCHERS:
For ‘Flexihol, Instant Holidays and Escapade’ all services will be as
per those specified / confirmed and paid for as per the Invoices and
Service Voucher(s).
A Service Voucher is the written confirmation of your tour and entitles
you to travel on the tour and must be presented by you to the Service
Provider as applicable on the first day of the tour. No services will be
provided if the Service Voucher in original is not in your possession. It
is your responsibility to check the Service Voucher(s) carefully and to
let the concerned executive at Cox & Kings sales office or franchisees
or Preferred Agent or your Travel Agent know immediately in the event
of any error. Important / emergency contact numbers are printed on the
Services Vouchers and / or the briefing sheet provided to you.
Customer Initials:
Cox & Kings Staff Initials:
Cox & Kings | FlexiHol 3
Note: Service Voucher shall be issued to you provided you adhere to the
time schedule of documentation and payments in full.
Please refer to Booking Amount and Payment Head for due date for
payment. Once you make the balance payment in full, you will receive
the Service Voucher(s) with your air-tickets, if applicable approximately
7 days prior to your departure date provided you adhere to the time
schedule of documentation.
FOREIGN EXCHANGE:
Your foreign exchange requirements have two components namely:
1. Tour Cost
2. Personal Forex
As per the present RBI Regulations, all resident Indians holding Indian
passports travelling abroad on a private visit except Nepal and Bhutan
are entitled to seek Foreign Exchange up to an aggregate amount
not exceeding USD 250,000, in any one financial year irrespective of
the number of visits undertaken during the year. This limit has been
subsumed under Liberalized Remittance Scheme (LRS) with effect from
May 26, 2015. If an individual has already availed any foreign exchange
under the Liberalized Remittance Scheme in a financial year,  then,
the applicable limit for travelling purpose for such individual would be
reduced from USD 250,000 by the amount so availed.  Out of the overall
exchange (USD 250,000) being sold to a traveller, exchange in the form
of foreign currency notes or coins may be sold as below:
1. Not exceeding USD 3000 or its equivalent to travellers proceeding
to countries other than Iraq, Libya, Islamic Republic of Iran, Russian
Federation and other Republics of Commonwealth of Independent
States.
2. Not exceeding USD 5000 or its equivalent for travellers proceeding to
Iraq or Libya.
3. Full exchange may be released to travellers proceeding to Islamic
Republic of Iran, Russian Federation and other Republics of
Commonwealth of Independent States and
4. For travellers proceeding for Haj / Umrah pilgrimage – full amount of
entitlement or up to the cash limit as specified by Haj Committee of
India.
Note: The above specifications are subject to change as per the
prevailing rules and regulations. At the time of booking, kindly confirm
with your booking agent / office / franchisee about such quota.
YOUR TOUR COST:
You will pay the total tour amount in Indian Rupees to Cox & Kings
Limited in favour of Cox & Kings Limited along with duly completed and
signed LRS form and other documents given under DOCUMENTATION
section towards release of foreign exchange towards the cost of tour.
Please see the DOCUMENTATION section for documents which
have to be provided under the KYC norms published by the Reserve
Bank of India.
YOUR PERSONAL FOREIGN EXCHANGEL:
You can buy foreign exchange required for your personal expenses while
on tour under LRS entitlement. We recommend that you purchase your
personal foreign exchange requirements from our Foreign Exchange
Division. It is advisable to carry your personal foreign exchange partly
in foreign currencies and partly in Pre-paid Cards/Travellers’ Cheques.
AMENDMENT FEE:
If after the initial booking of the tour, you wish to make any amendment
in the services, you will be required to make a written request and obtain
an acknowledgement of the same from our Sales Officer. Change in
services would include change of destination, change of departure date,
addition to the services, deletion of the services, change in passenger
number. The requests are subject to availability and you would have to
pay extra charges towards such amendments in services. Cancellations
will be applicable if the change of service falls within the cancellation
period. Terms and Conditions shall apply.
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In case of an amendment / cancellation, any new arrangements will be
regarded as an entirely new booking and will be subject to availability
and all requests must be made and then confirmed in writing and the
Company reserves the right to make a charge of Rs.3,000/- + GST as
applicable each time a change or amendment is made to a confirmed
booking at the client’s request. Please note that in case the amendment
request is made within the cancellation period, cancellation charges
along with GST of 18% will also apply as if cancellation was effected on
the day the request for amendment is made. The cancellation charges
along with GST of 18% will be in addition to the amendment fee. Terms
& Conditions apply.
TRAVEL IN ADVANCE AND / OR RETURN ON OWN:
If you wish to travel in advance or return at a later date after the tour
ends and are travelling on an air ticket issued by Cox & Kings, then
you must pay the applicable difference between the group airfare within
the package holiday tour cost and the individual market airfare for the
changed sector. The same will be quoted by the company to you on your
request. Over and above this you are also required to pay an ‘Airline Seat
Rebooking and Reservation Fee’ of Rs. 2500/- or amount as applicable
per person per sector, per change depending on the airline (subject to
availability of seats and ticket validity)along with applicable GST. If you
wish to travel in advance or return at a later date after the tour ends you
will be required to bear the excess amount towards Hotel cost over and
above the tour cost plus applicable GST.
AIRLINE DATE CHANGE AFTER DEPARTURE:
It is absolutely necessary to have your return air seats to India confirmed
prior to your departure from India. If you wish to change the date of your
return journey after departure from India, you will have to pay a “Change
in Reservation Fee” if any, directly to the airline, and it will be subject to
the availability of seats in the same booking class. Change in reservation
fee per person, per sector, per change is dynamic and will be changed as
per instructions/discretions of the airlines and we will not be responsible
/ liable for the same. Terms and Conditions shall of the airlines apply.
AIRLINE CONFIRMATION AND RE-CONFIRMATION:
Though you may receive a confirmed air ticket for a particular sector,
due to over booking of seats the airline may offload passengers and
accommodate them on a subsequent flight for which we will not be
responsible / liable. You are advised to report at the airport check in
counter at least 3 to 4 hours prior to the departure time. Seat allocation is
a matter of airlines discretion and availability of seats which is not in the
control of Cox & Kings. Hence Cox & Kings shall not be held responsible
/ liable if you do not get seats together or do not get your preferred seats.
In case you are coming back on a later date after the tour ends, it shall
be solely your responsibility / liability to re-confirm air tickets 72 hours
prior to the departure.
TRANSFER FROM ONE TOUR TO ANOTHER:
A request in writing for transfer from one tour to another 10 days prior
to the departure will be treated as cancellation on that tour and a fresh
booking on another. In these cases, a transfer Fee of Rs. 10,000/- +
applicable GST as applicable per person will be applicable in addition to
the costs for re-processing your visa, medical insurance and air tickets
etc due to the transfer to another tour. In case you transfer within the
cancellation period, then the cancellation policy will also apply. Terms &
Conditions shall apply.
Customer Initials:
Cox & Kings Staff Initials:
PRE / POST TOUR / ADD ON EXTENSION PACKAGES:
Pre / post tour accommodation / add on packages or extensions etc. are
available to you at special rates. You must ensure that you request your
Travel Agent for the same at the time of booking your tour.
CONDITIONS OF OTHER THIRD PARTY OPERATORS:
In the event you are booking through us a tour / travel service of any third
party operators like Insight Vacations, Trafalgar, Cosmos, Star Cruise
etc., the terms and conditions of such third party operators, including
their payment schedule, cancellation, refund etc, shall be applicable to
you in addition to our Terms and Conditions.
PLEASE CAREFULLY CHECK WHAT THE TOUR PRICE INCLUDES
AND EXCLUDES:
Please refer to the relevant section in the Price Grid for the tour cost. It is
your responsibility to go through the contents of Price Grid carefully and
understand the inclusions and exclusions of the tour cost. For ‘Flexihol,
Instant Holidays and Escapade’, Instant Holidays and Escapades, all
services will be provided to you as per those specified / confirmed and
paid for as per the Invoices and Service Vouchers. If you avail any service
such as porterage, room service, laundry, excess baggage charge, a la
carte meals, alcoholic beverages, soft drinks, mineral water, paid toilets
etc. or anything that is not specifically shown as included in the Tour
Cost, then the payment for the same will have to be cleared by you.
ONLINE BOOKING:
You can purchase our services from our sales outlets, agents or franchises.
In the alternative, you can register and book your tour / services online
through our Website. During the course of online booking on our Website,
you will have the opportunity to go through our Booking Documents and
privacy policy, which are displayed on our Website and which you will
need to confirm and accept in the course of booking online. Hence, you
will have to peruse the Booking Documents online and “Accept” the terms
and conditions set out in the Booking Documents, post which we shall
send you confirmation e-mail towards your acceptance of the Booking
Documents forming a valid and legally binding contract between you and
us upon simultaneous receipt of the booking amount. We shall share with
you the hard copies of the Booking Documents which you have accepted
online over email. Please note that the Booking Documents need not be
signed physically, your online Acceptance of the terms and conditions of
the Booking Documents will constitute an enforceable and legally binding
contract. Our Website provides the facility of making online booking of
tours and services. However, we cannot give any guarantee or warranty
with respect to the Website booking engine which could malfunction due
to well-known reasons including but not limited to software or network
errors. We have incorporated all modern protection technologies to
ensure that information concerning you or your payments made are
kept secure and confidential on our Website. However, please note that
in case of online payment you will be re-directed from our Website to
the concerned bank’s webpage and the payment gateway where your
credit card / debit card / net banking details (such as credit/debit cards
numbers, CVV number etc) will be stored by the respective bank and the
payment gateway for which we shall not be responsible / liable..
It is made clear that the online booking shall be effective once you
make payment towards the booking amount and confirm the Terms and
Conditions. We would also require a copy of the first two pages and last
two pages of your passport which show the date of your passport, place
and date of issue and expiry, amongst other documentation. Please see
under the ‘Documentation’ section for the list.
The Company reserves the right to decline to register any person / s for
any tour or to cancel their registration without assigning any reason and
without any compensation whatsoever.
AIRLNES:
We shall in no circumstances whatsoever be liable / responsible to you or
any person travelling with you, for loss of baggage by the airline, failure
to provide meal of your choice by the airline, denied boarding or down-
www.coxandkings.com
gradation due to overbooking or any other reason, failure on the part of
the airline to accommodate you despite having confirmed tickets, quality
or quantity of meals offered by the airlines, flight delays or rescheduling,
flight cancellation, changes of flight schedule or routing, change of airline
mentioned at the time of booking etc. In these circumstances, we will
not be liable / responsible for the injury, loss, cost or inconvenience
suffered by you but you will be free to pursue your remedies against the
concerned airline.
BAGGAGE ON AIRLINE:
Airlines have restrictions on the kind of baggage, number and weight
of baggage that you can carry and you will need to carefully read and
understand the rules and regulations of the airline, in this regard. Hence
you must refer to the concerned airline’s luggage rules and regulations.
It is suggested that you carry one trolley bag and one hand bag for better
mobility. Typically, weight restrictions on baggage for Economy Class
is 20 Kg, for Business Class 30 kg and for First Class is 40 kg and 1
hand bag (cabin luggage) having dimensions of 115 linear cms, and not
exceeding 7 kg per person except for flights to USA and Canada, where
the passengers are permitted to carry 2 pieces of checked-in baggage
and 1 hand bag. In the case of low cost carriers that are used by the
Company during the tour, the permitted baggage allowance may be
lower than what is mentioned above.
Baggage is not included for internal flights in USA. One needs to pay for
every piece of baggage checked in. The charges vary from USD 25 to
USD 35 per bag. Please check with your sales staff for correct details.
Please note that every airline has a different set of rules and regulations
regarding the weight restrictions and furthermore, airlines keep
changing the rules quite frequently. Hence, you are requested to please
check the updated baggage rules of the individual airlines, with whom
the ticket is booked.
We are not liable / responsible in any manner if you are unable to carry
any baggage or if you have to pay any extra charges due to restrictions
imposed by the airline. You shall be liable / responsible to pay all such
charges directly to the airline. Also, we are not liable / responsible for any
loss or damage to baggage while it is in the custody of the airline.
Please be careful to ensure that cameras, binoculars, musical
instruments, mobile phones, credit / debit cards, ornaments, traveler’s
cheques, currency notes, travel documents should never be left
unattended in the hotel, restaurant, aircraft, coach or any other mode
of transportation, at the place of amusement / sightseeing and / or at
the railway station. Similarly the aforesaid items should not be kept in
the checked-in baggage. If you misplace or lose any moveable property
we will not be in any way responsible and / or liable. We may not be in a
position to assist and / or lodge a complaint with the authorities.
AIRLINE, AIRPORT OR WEATHER DELAYS:
The Company is not liable / responsible for any additional expenses or
loss that may arise from government regulation or order affecting the
aircraft, strikes and labour disputes causing cessation, slowdown or
interruption of work, meteorological conditions, security risks, or any
other causes that are beyond the Company’s control but which may affect
concerned airline’s ability to operate flights on schedule. The Company
will not reimburse any additional expenses incurred by you as a result of
such events or delays. The Company will not refund any unused portion
of air tickets purchased in the event of such delays or due to any reasons
beyond its direct control.
Customer Initials:
Cox & Kings Staff Initials:
Cox & Kings | FlexiHol 5
BAGGAGE ON COACH:
Please note that porterage is not included in the tour price. It is often
difficult to get porters to assist as hotels may or may not provide this
service and it is therefore advisable to use bags with wheels. Coaches
have limited space for luggage and hence we permit only one suitcase
and one handbag per person in the coach. The suitcase should be of a
size of 158 cms (width + length + height) preferably with wheels for sake
of convenience.
SAFE DEPOSIT LOCKERS:
It is advisable that the tour participants carry their valuables on their
person at all times. If Safe Deposit Lockers are available, the tour
participants should avail the facility at their own risks and liability. This
facility may be additionally charged by the hotel, which will have to be
directly paid by the Client to the hotel. If the Safe Deposit facility is not
available, the tour participants must take all necessary precautions
in protecting their valuables as the Company / Service Providers /
Company’s representatives shall not be liable / responsible for any loss
of valuables or for making good such loss.
DOCUMENTATION FOR BOOKING TOURS / BUYING FOREIGN
EXCHANGE:
A. For booking tours / buying foreign exchange for International Travel
(other than travel to Nepal and Bhutan), following documentation
is required:
a. Physically signed booking form by the traveller.
(not required in case of online booking)
b. Physically signed terms and conditions form by the traveller.
(not required in case of online booking)
c. Physically signed LRS cum Form A2 by the traveller
[Only for international travel]
d. Signed photocopy of the first 2 pages and last 2 pages of
your passport.
e. Valid Visa issued by the country of visit.
f. Air tickets.
g. Cheque / Demand draft has to be in the name of 
“Cox & Kings Ltd.”
B. Documentation & Important Note under LRS :
a. Copy of your PAN Card & Passport must be submitted.
b. It is mandatory that your name on the PAN card copy must
match with the name on your Passport.
c. In case the Tour Cost is paid by any third person on behalf of
you, then copy of PAN of such third person as well as copy of
your PAN card has to be submitted at the time of making
payment and / or Booking the tour, whichever is earlier and at
any other time as and when required by CNK.
d. The third person making payment on your behalf must sign on
LRS form, wherever applicable.
e. In case you have booked the tour through your Tour Agent
then it shall be the responsibility of your Travel Agent to check
and validate the correctness of your PAN details and CNK
shall not be held responsible / liable for the same.
f. It is advisable to avoid using special character while providing
the name of the third person making payment on your behalf
(for eg: ?,/.{}|\). This is necessary  to avoid any error /
remittance rejection, while uploading the names with special
characters on the RBI portal.
C. PAN:
g. For tour booking, copy of PAN card self attested is
mandatorily required for any tour where in total tour cost per
booking / booking ID exceeds Rs.2 Lacs.
h. For purchase of foreign exchange, copy of PAN card is
mandatorily required for purchase of foreign exchange over
Rs. 50,000/-.
i. In case of minor where PAN Card is not available, the
PAN Card details of parent / guardian are required.
j. You will have to provide a declaration in Form 60 in case you
do not have PAN Card.
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k. Copy of PAN Card / Form 60 is mandatorily required with self
attested declaration, if payment of Rs.50,000/- or more is
made in cash per booking / booking ID irrespective of the
value of tour cost.
D. ADDRESS PROOF:
Please note the following requirements for address proof:
FEATURES DOCUMENTS
(i) Passport, (ii) PAN Card, (iii) Voter’s Identity Card, (iv) Driving
License, (v) Job Card issued by NREGA (vi) Aadhar Card.
In case of LOW risk customers, “simplified measures” can be
applied which shall be deemed to be “officially valid documents”.
Identity card with applicant’s photograph issued by central/state
government departments, statutory / regulatory authorities, public
sector undertakings, scheduled commercial banks and public
financial institutions.
Letter issued by a gazette officer with a duly attested photograph
TRANSACTIONS of the person.
WITH
INDIVIDUALS
Where “simplified measures” are applied for verifying for the limited
purpose of proof of address, the following additional documents
(Address proof) are deemed to be Officially Valid Documents (OVD):
vii) Utility bill which is not more than two months old of any service
providers (electricity, telephone, post paid mobile phone, piped
gas, water bill);
viii) Property or municipal tax receipt;
ix) Bank account or Post office savings bank account statement;
x) Pension or family pension payment orders, only if they contain
address;
xi) Letter of allotment of accommodation.
If the proof of address you are providing is in the name of some other
member of your family with whom you are living and are closely related,
then you would need to provide us such proof of address as mentioned
above along with a declaration from the person named in such proof of
address stating that you are a relative and are staying with him / her.
If the document of identity produced has an address which is the same
as that declared by the prospective Client, the said document may be
accepted as valid proof of both identity and address. If different or if a
valid photo ID does not have address, then a separate address proof
should be submitted.
Note: In case you have booked the tour through your Tour Agent then it
shall be the responsibility of your Travel Agent to check and validate the
correctness of all documents and relevant details shared with CNK by
you through the Travel Agent and CNK shall not be held responsible /
liable for the same.
YOU ARE RESPONSIBLE FOR YOUR DOCUMENTS AND
POSSESSIONS:
You will have to take the risk and responsibility of all your baggage,
belongings, currency, valuables, documents and personal effects
(collectively ‘baggage’) at all times during the tour, whether during
travel on the airline or during your stay in hotel or during your travel
in coaches, while on excursions or otherwise.
If you forget to carry or if you lose essential travel documents such as
passport, visa, tickets etc., you may be compelled to curtail the tour and
you may have to incur extra expenses, for which you alone shall be liable
/ responsible.
In view of what is stated above, please carefully note that:
1. We shall not be responsible or liable for any loss or damage in respect
Customer Initials:
Cox & Kings Staff Initials:
 of your baggage etc. or their contents whether due to theft, accident, HOTELS:
negligence or otherwise; The Company selects hotels for your stay at locations, which give
2. We shall not be responsible / liable for any cancellation, curtailment comfort and value for money. For various reasons, such as reducing
or extension of your tour compelled by any such loss of baggage etc. the overall travelling time on the coach for the following day, the hotels
and we shall pay no compensation or refund to you; may be chosen away from the city centre. Unlike other countries, most
3. Some coverage in respect of baggage loss or damage may be hotels in Europe do not have air conditioners or fans. Modern facilities
provided by insurance. such as attached toilets with showers / bathtubs are provided. We cannot
guarantee the availability of adjoining rooms / interconnecting rooms /
It is advisable that you do not carry valuables on the tour. However, if you
non-smoking room / rooms on the same floor etc. Hotels in Europe may /
carry any valuables, we recommend that you use all available facilities to
may not have room service facilities. Tea & Coffee making facility may or
keep them secure during your tour. In this regard, some hotels provide
may not be available in the room.
Safe Deposit Lockers (which may be charged separately). In case of
airlines, we recommend that you declare your valuables to the airline at If you seek a change in rooming while on a tour, the same will be subject
the time of check-in and pay an additional charge, as may be stipulated to availability and you will need to pay any additional charges as may be
by the airline, to make the airlines responsible for valuables. Without applicable.
such declaration, airlines can invoke limitation of liability protections
Please note that hotels in Europe, Far East, Korea and Japan can have
provided in international conventions and laws.
exceptionally small rooms unlike what you may have experienced in
If your baggage is lost or misplaced at any time during the course of other countries.
your tour, it is your liability / responsibility to take all appropriate actions
Keeping in mind the individual family traveler, we take great care to select
to file complaints with the concerned authorities, including police, airline
hotels which are chosen both for their location, comfort and great value.
office etc.
Generally hotels charge a higher rate during major events / conventions
and trade fairs and where space availability is difficult, there is a possibility
TIPPING:
of your hotel being located further away.
Tipping is customary (unless otherwise stated in the Brochure; price grid)
in all parts of the world for services rendered (e.g. porters, coach drivers, The hotels in the city have mostly twin bedded rooms whereas Holiday
guides etc). Unless otherwise communicated, the tip amount is 2 Euro Resort accommodation tends to have holiday homes, villas with double
per person per day in Europe for the coach driver, 2 Euro per person bedroom configuration.  In certain cities single rooms are much smaller
per city per guide in Europe and 2 Euro per suitcase per day for a porter than the twin room.
in Europe. Everywhere else it is 2 to 4 USD instead of 2 Euros. Please
The table below gives you the standard check-in / check-out timings in
check the Price Grid to ascertain whether such tips are included within
respective countries alongwith the maximum number of occupants in a
the tour costs or are required to be paid by you separately. Your Sales
room. However certain theme based hotels may have different timings
advisor will guide you in this regard.
and certain rooms may have specific occupancy numbers.
PUNCTUALITY: Check Check Maximum Occupants
Destinations In Time Out Time in a room
This is a measure to ensure your safety and time discipline. Clients will
Europe 1400 hrs 1200 hrs 3 Persons
have to strictly adhere to the prescribed timetable for the day. Please
adhere to time discipline so that scheduled sightseeing is not missed America 1500 hrs 1200 hrs 4 Persons
due to your actions. In case any sightseeing or services are missed due Asia 1400 hrs 1200 hrs 4 Persons
to your default the same will be non-refundable. Tour participants are Arabia 1400 hrs 1200 hrs 4 Persons
requested to strictly follow the time schedule given at all times including
Australasia 1400 hrs 1100 hrs 4 Persons
the departure time from the hotel, sightseeing places, etc.
Africa 1400 hrs 1100 hrs 4 Persons
MEALS: Islands of Indian Ocean 1400 hrs 1200 hrs 4 Persons
Please refer to the itinerary in the brochure / Website for details of the
meals which would be served to you on the tour. If availed of meal option Please note:
on a ‘Flexihol, Instant Holidays and Escapade’ tour, there are pre-set • Early check-in and late check-out is subject to availability if requested
menus provided at standard Indian restaurants. Unlike an airline, we but cannot be guaranteed unless pre-paid and confirmed in advance.
CANNOT process a special meal, nor can we guarantee a special diet, • Connecting OR adjoining rooms requested cannot be guaranteed.
nor can we guarantee the seating arrangement in a particular section • Triple Rooms are usually no larger than twin rooms in size; a third bed
of the restaurant. The same is at the sole discretion of the SERVICE is often a rollaway bed in a twin room.
PROVIDER. We do not assure special meals or special timings or extra • Generally hotels require your Credit / Debit Card / Cash Guarantee for
halts for infants, children, or passengers with diabetes, cholesterol, high incidental charges, which are adjusted at the time of check-out.
blood pressure or any other condition. We cannot guarantee quantity of • Certain cities in Europe have introduced a City Tax of EUR 2 to 3
the food as may be provided by the service provider. Please note that per person per night which is payable by the consumer at the time of
meals do not include alcoholic and non-alcoholic drinks. check-out.
• Few hotels do offer free WIFI facility whereas certain hotels charge a
We, however, reserve the right to change the meal arrangement, where
nominal fee. We recommend you study the hotel policy at the time of
circumstances compel us to do so. At some places a meal allowance
check-in.
may be paid to you at our discretion to enable you to have a meal of your
• Any damage caused to the hotel property by you will have to be paid
own choice.

CURRENCY AND TRAVELLERS CHEQUES:

We recommend that you take your Foreign Exchange partly in cash and
partly in travellers cheque. You can also opt to take a foreign currency debit Customer Initials:
card which is another safe mode of carrying exchange. Travellers Cheque
can be encashed overseas for foreign exchange, for a nominal fee.
It is recommended that the client should avail the foreign exchange Cox & Kings Staff Initials:
component of the tour cost from the Company under their LRS entitlement.

www.coxandkings.com Cox & Kings | FlexiHol 7

 by you directly to the hotel and we would not be responsible and / or
liable for the same.
TRANSFERS:
Transfers are provided depending on the tour booked and this will be
clearly mentioned in your Itinerary.
SEAT IN COACH TRANSFERS / TOURS:
• This service is based on air conditioned (SIC) Seat in Coach / Van
/ Hotel Shuttle. The size of the coach may vary depending upon the
number of tourists travelling.
• SIC transfer is economical, offers great value for money and ideal for
budget travelers. Based on a shared vehicle transfer, you share your
coach / van seat with other tourists.
• SIC Transfers / tour operates at a pre-decided time and designated
point.
• The SIC tour may operate from hotel or from a city centre location;
cost of transportation to the city centre location is not included. In
some destinations the pickup and drop off service from the hotel may
cause a time delay and service is slower than private services.
• SIC Sightseeing tours are conducted by English speaking guides.
PRIVATE TRANSPORTATION:
This service offers you to have your own privacy and convenience to
travel at a pre-decided time. Depending upon your budget, we may offer
an air-conditioned vehicle.  The class of the vehicle offered may vary
depending on your needs and budget.
• In certain destinations, the driver acts like guide whereas in other
destinations, we have a separate licensed English speaking guide for
sightseeing services.
• It cannot be assumed that the vehicle is at disposal throughout the
day and may only cover transfers.
CAUTION:
For all transfers and tours please wait at the Bell Captain or Concierge
Counter at least 10 minutes before the scheduled pick-up time. DO NOT
WAIT IN YOUR ROOM OR IN HOTEL’S COFFEE SHOPS. Please be
punctual as most of the hotels do not allow waiting in the driveway area
for security reasons.
ACCOMMODATION FOR CHILD BELOW 12 YEARS OF AGE:
It is expressed and given to understand that a child below 12 years of
age who is booked on the tour paying the special rate without a bed
will not be provided with a bed in the hotel while on the tour under any
circumstances unless a supplement cost is paid and subject to availability.
In case the Client decides to make any change in the rooming while on
the tour then they shall be bound to pay additional amount charged to
them by the concerned Hotel directly to the Hotel.
CONDITIONS OF PASSAGE:
These conditions are applicable to every Client of the Company, who
books a Brochure Tour or any Special Tour or travel arrangement. In
the event of a Client booking through us a Tour or Tour Arrangement of
any other Tour Operators like Hotels, Airlines, Cruise etc., the ‘Terms
and Conditions’ specified by such Tour Operator, including their payment
schedule, cancellation, refund, rules and regulations etc. shall be
applicable, in addition to our ‘Terms and Conditions’ while determining
the contractual relation between the Client, the Tour Operator and us.
SCOPE OF ACTIVITY:
We are travel and tour organisers only. We do not control or operate any
airline, nor do we own or control any shipping company, coach or coach
company, hotel, transport, restaurant, railways, cruise or any other facility
or service mentioned in this Brochure. Though we take care in selecting
all the ingredients in your tour, we can only select and inspect them. As
we have no control in running them, we cannot be held responsible /
liable for any deficiency in service, delays, improper services provided by
any agency, airline, transport, hotel, cruise or any provider of services,
8 Cox & Kings | FlexiHol
for any injury, death, loss or damage which is caused by the act or
default of the management or employees of any hotel, airlines, shipping
companies, cruise, coach owners / coach operators / tour operators who
are the Company’s independent contractors.
We are also not responsible / liable for the delay or deficiency in services
provided by agency, airline, transport, hotel, cruise or any provider of
services, and / or any act or actions of co-travellers, co-passengers
which may result in injury, damage to the life / limb or property of the
Clients or interfere with enjoying or availing the services to be provided
on the tour.
REGISTRATION:
The Client has been supplied with details for the tour arrangements
and the Tour Brochure / Itinerary for the relevant year and season.
The Client shall read the same as well as the Booking Form, Terms &
Conditions, Tour Brochure / Itinerary, Payment receipt carefully before
filling and signing the same, which shall be binding on the parties and
shall constitute a contract between the parties, on the Client signing the
Booking Form and making payment towards the prescribed non- amount.
In case of one or more but not all Clients signing the ‘Booking Form’,
it shall be deemed and construed that the others have duly authorised
the concerned signing Client/s assuming full responsibility. In cases
where the Travel Agent through whom the Clients have booked the tour
signs the Booking Form for and on behalf of the persons named in the
Booking Form, it shall be deemed and construed that the Clients have
duly authorized the said Travel Agent to sign on their behalf assuming
full responsibility. The signing of the Booking Form by the Client or by
their Travel Agent shall mean acceptance in totality of the Terms and
Conditions contained herein by the Client/s.
The Company reserves the right to decline to register any person/s as Client/s
for any Tour or to cancel their registration without assigning any reason.
BINDING CONTRACT:
In case of offline booking, there is no contract between the Company and
the Client until the Booking Documents are signed and received by the
Company. In case of online booking, the contract between the Company
and the tour participants is effectuated upon you reading and accepting
the Terms and Conditions of the Booking Documents and payment of
the booking amount. Irrespective of your booking made offline and / or
online, the Company will not be under any legal obligation to start your
tour booking process unless and until – (i) you have made payment
towards booking amount as per the payment table set out in this Terms
and Conditions and the Company has received the same; and (ii) you
have accepted this Terms and Conditions. The full payment must be
received in accordance with the procedure laid down in the Booking
Documents including without limitation the Brochure and / or the Terms
and Conditions. If not paid within the timeline mentioned in the Terms and
Conditions and the Brochure and/or any other Booking Documents, the
Company reserves the right to cancel the booking with the consequent
loss of advance and apply the scale of cancellation charges along with
GST of 18% as mentioned in the Terms and Conditions.
The Company has the right at any time and for any reason:
• To terminate the Contract after acceptance of advance but prior
to the commencement of the Tour without assigning any reason
whatsoever. In the event the Company terminates the Contract, the
Company may refund the amount of advance to the Client without
payment of any interest after deducting actual expenses incurred on
Customer Initials:
Cox & Kings Staff Initials:
 the booking like visa charges, travel insurance, retention charges of
overseas suppliers, ticket voiding charge etc.
• To amend, alter, vary or withdraw any tour, tour excursion or facility
it has advertised or published or to substitute an independent
contractor of similar class, if it is deemed advisable or necessary.
In either case, the Company shall not be liable / responsible for any
demand, additional expense or consequential loss suffered by the
Client or for any compensation claim.
TRAVEL DOCUMENTS AND CLEARANCES:
It is entirely your responsibility to hold and carry on tour valid travel
documents including airline tickets, Service Vouchers and your Passport
on the tour with all required visa and immigration clearance (if applicable),
confirmed air tickets, documents confirming insurance to cover risk
to life, limb and property for the entire duration of the tour, medical
clearances, inoculation / vaccination certificates, as the case may be,
to be able to travel as per the tour itinerary. The costs of processing the
above documents are not included in your Tour Cost. If you cancel the
tour due to non-availability of the passport and / or any other documents
etc, you will be liable / responsible to pay cancellation charges along with
GST of 18%. Your passport should be valid for six months from the date
of return of the tour and you must have current visa and travel insurance
to cover your entire stay. Any overstay OR wrong information supplied by
you may lead to deportation from the foreign country you are visiting for
which we are not liable.
Below are some of the specific restrictions for travel to Countries:
Destinations Specific Restrictions
It is imperative that the Schengen Visa is obtained from the
Europe point of entry into Europe or from the place which has the
longest duration of stay.
America and Africa
To travel to South America and Africa, you must have a
Yellow Fever Vaccination with a valid certificate.
To travel to Thailand, you need to have a minimum of THB
Asia
40,000 per family OR THB 20,000 if you are travelling solo.
To travel out of Indonesia, you need to pay IDR 2,50,000/-
per person as departure tax.
To travel to Dubai, it is compulsory to have a valid travel
Arabia
Insurance.
To travel to Australia and New Zealand, you need to be
aware of the Quarantine Laws. Visitors are required to fill
in the information truthfully before arrival and declare what
Australasia food and any products made of wood and other natural
materials they have processed. If the visitor fails to do so,
he / she will get a quarantine fine, and if not, the visitor may
face criminal convictions.
We would not be responsible / liable in any way for any error that may
occur on the stamped visa by the Consulate / Embassy regarding names,
attachment of wrong photographs, wrong passport number, duration and
type of visa (single / multiple) entry.
We would not be responsible / liable for any loss of your documents,
which are returned to us by the Embassy / Consulate through third
parties, nor if your documents are lost / misplaced / delayed when sent
through a courier company from one office to another or from the office
to Embassy / Consulate / Travel Agent / Visa Agent and back. In the
eventuality of any such loss, we would put in best efforts to retrieve the
lost documents. However, if the lost documents cannot be retrieved, we
would render assistance in obtaining duplicate copies or certified copies
of those documents from the concerned authorities.
Please take note that if you are flying, you may transit through different
countries for which there may be change in visa requirements such as
multiple entry visa or a transit visa. It shall be your responsibility / liability
to ensure issuance of the necessary / proper visa.
VISA:
It is necessary for you to ensure that you have the appropriate passport,
www.coxandkings.com
which is valid for at least six months from the date of return of your tour
or as applicable. For guests travelling to Malaysia, please ensure that
the minimum validity of the passport should be at least 9 months after
your date of return to India. Furthermore, you will be required to take the
appropriate visa for going on the tour.
We provide you visa guidance services for which we will charge you.
Such charges may or may not include the actual Visa charge and costs
incurred but will include our service charge. However, it excludes any
supplementary charges like courier fees, urgent fees charged by the
Consulate. Please note that UK and USA visa will have to be obtained
by you directly; however we may assist you without any liability or
accountability, in preparing and submitting the visa application based on
documents provided by you. Even if your visa is rejected /or you get
your visa later than the departure date, you shall be liable to pay the
applicable charges. If you already possess a visa or wish to do the visa /
s on your own, you would be entitled only for the refund of actual visa / s
cost. The portion of charges attributable to our service charges will still
have to be paid by you.
It is your responsibility / liability to furnish all documents required by
the Company for application of visa etc. We are mere facilitators for
providing visa guidance services. In the event the application for the visa
made by you or the Company on your behalf is rejected or delayed by
the concerned Embassy or Authorities due to inadequate documents
furnished by the applicant or due to any other reason whatsoever, the
Company shall not be liable or responsible for the same. Such charges
may or may not include the actual visa charge and costs incurred but
will include our service charge. However, it excludes any supplementary
charges like courier fees, urgent fees charged by the Consulate. All
costs, charges in respect of the said application for the visa shall be
borne by you and the non-refundable advance paid by you shall be
forfeited and no claim whatsoever shall be made for the same. UK and
USA visa will have to be obtained by you directly; however the Company
can only facilitate and assist in submitting the visa application based on
documents provided by you. Certain Consulates / Embassies may call
for personal interviews and / or biometrics.
As granting or rejecting visa and immigration clearance is the sole
prerogative of the concerned sovereign governments and the Company
is merely a facilitator. The Company shall neither be responsible in case
of non-granting of such documents nor liable for any delay, denial or
other related act / omission or for any loss, expense, damage or cost
resulting there from. The position in respect of cancellation of the tour
by you due to non-availability of travel documents would not change
only by virtue of the Client having applied for such documents through
the Company. Even if the visa is rejected, the stipulated fees of the
Company shall be payable by you. There will be no refund, if you, or
any member of your party, is unable to travel due to the said reasons. In
fact, many a time, due to such cancellations, the Company suffers losses
because, sometimes, the cancellation is made at a time of tour rush and
the third party suppliers such as hotels, airlines and cruises levy 100%
cancellation charges. In such cases, cancellation charges as applicable
by the Company will apply along with GST of 18% and the decision of the
Company will be final and binding upon you. Under the circumstances,
you agree not to proceed legally against us unless there is a manifest
error from our end.
The Company would not be responsible / liable in any manner whatsoever
for any clerical error made by the concerned Embassy / Consulate
Customer Initials:
Cox & Kings Staff Initials:
Cox & Kings | FlexiHol 9
regarding name, attachment of wrong photograph, duration and type of
visa (single / multiple entry) or passport number.
We always use services of reputed courier companies for the purpose
of transmission of passports to the Embassies / Consulates and to our
Client in various cities. We would not be responsible / liable for any loss
or damage whether direct, incidental or consequential caused due to
transmission delays or loss of passport whether in transit or otherwise.
The documents forwarded by you for visa purpose are sent by us to the
concerned Embassy / Consulate through third parties and hence we would
not be liable / responsible for loss of your documents. We would however,
make best attempts to trace your documents or assist you in obtaining
new passport / alternative / certified copies of the lost documents.
In the event that you are unable to travel on the tour date originally
booked by you, due to rejection of visa by the concerned Embassy, you
shall have the option to postpone your tour to any other future date or
choose any other tour destination subject to cancellation charges of the
previous tour along with GST of 18%. However, if you book and pay
within the cancellation period and are unable to travel due to any reason
whatsoever including non-availability of visa or any travel documents, the
Cancellation Policy shall apply.
Please note that if the rejection of visa is intimated by the Embassy /
Consulate within the cancellation period specified in the section titled
CANCELLATION OF BOOKING BY YOU then the cancellation charges
as appearing in that section along with GST of 18% would apply.
Please further note that for the purpose of ascertaining the applicable
cancellation rates, the cancellation would be deemed to have been made
on the date we receive intimation of visa rejection from the Consulate /
Embassy. Should you choose to re-apply after visa rejection, then you
shall do so at your own risk and cost. If the visa is rejected a second time,
the applicable cancellation rates shall be based on the date of receipt of
intimation of the rejection of second visa application and so the charges
will be much higher than the rates which would have applied on the
first rejection. Should we not receive any intimation from the Consulate
/ Embassy either accepting or rejecting a visa application before the
departure date of your tour, the maximum cancellation charges along
with GST of 18% shall apply. It is made clear that the cancellation
charges along with GST of 18% shall apply in addition to the retention of
visa service charges.
In such a situation, the Company suffers losses because, sometimes,
cancellation is made at a time of holiday rush like trade fairs, special
events and the suppliers such as hotels, cruises, airlines etc. have 100%
cancellation charges.
Under the circumstances, you agree not to proceed legally against us
unless there is a manifest error from our end.
HEALTH:
Please note that your health is entirely your risk and responsibility.
Our tours are suitable for persons of reasonable fitness. They may not
suit persons who are medically infirm or who have special needs or
requirements whether due to age, medical conditions or otherwise.
It shall be your duty to inform us in writing in case you have any medical
condition that may affect your ability to fully enjoy our tour arrangements
or where the interests of other tour participants may be adversely affected
by such condition. Under such conditions we may decline to accept you
or continue you on that tour.
We reserve the right (without obligation) to ask you to undergo medical
tests and to provide written certification of your medical fitness before
departure or at any time during the tour and if you fail to undergo such
tests or fail to provide such certificates, we may decline to accept you or
to continue you on the tour.
However, it is not our obligation to check your medical condition and if
you suffer any injury or aggravation on the tour or if you are unable to
enjoy / complete the whole or any part of the tour due to your medical
conditions, we shall not be responsible / liable to compensate you nor to
10 Cox & Kings | FlexiHol
refund any amount to you nor to pay your medical expenses.
If any adventure sports are included in the tour package, you shall avail
of the same at your own risk having regard to your medical condition.
We shall not be liable for any death, injury or other loss due to your
participation in such adventure sports and any release form that you may
be required to sign for such person / service provider / club / association
/ organization / hobbyist / institution will be binding.
In this regard, please note that service providers such as airlines may
decline to accept you on medical grounds. Please carefully read and
understand the rules and regulations of the service providers, because we
shall not be responsible / liable for the consequences that you may suffer.
To some extent, your losses on account of trip cancellation attributable to
hospitalization as also your expenses of hospitalization due to accident
may be covered by insurance.
TRAWELLTAG COVER-MORE ASSISTANCE AND INSURANCE:
Your Travel insurance which is underwritten by Bharati Axa General
Insurance Ltd. is an add-on benefit provided by TrawellTag Cover-More
along with its assistance services and ancillary products, which is
included in our tour package (excluding ad hoc group tours , third party
products and individual tours) that entitles you to travel insurance cover
during the duration of the tour. An additional charge is payable in case
you wish to extend the duration of your tour. The cover is provided for
all the passengers only up to 70 years of age. All passengers travelling
overseas and above the age of 70 years should undergo the required
medical tests post which the insurance company will issue travel
insurance at an extra premium paid by the passenger. We shall not
be liable for any consequences arising due to a pre-existing medical
condition or participation in adventure sports even if you have opted for
an additional adventure sports cover. It must be noted that pre-existing
diseases are not covered under this insurance policy.
Please take note that, in case of demise of the tourist (s) all the
arrangements for transportation of the deceased body including
procuring the death certificate, post mortem, re – patriation of deceased
body and all personal effects / property and insurance claims etc. shall
be made by accompanying relative and / or accompanying known
acquaintances of the deceased. Company shall not be responsible for
extending any help for the same. The entire expenses shall be borne by
the accompanying relative / or accompanying known acquaintances of
the tourist. The Company shall not be responsible for the same. In case
any of immediate or distant relatives or friends wants to visit the country
where the tourist has expired for taking over of the deceased body, all
the necessary arrangements shall be made by the said relative/friends
only at their cost.
Please note that you would have a direct contractual relation with the
insurance company and we are not in any manner responsible for the
decisions taken by the insurance company. You shall directly submit
claims to your insurance company. The insurance company shall directly
pay the settlement amounts to you and any dispute in regard to rejection
of claim or adequacy of settlement amount shall be settled by you
directly with the insurance company. For details on risk factors, terms
and conditions, please read the policy terms and conditions carefully.
LIABILITIES:
Please go through the terms and conditions carefully to understand your
rights, responsibilities, risks and the extent of our liabilities.
Customer Initials:
Cox & Kings Staff Initials:
As earlier stated, being tour organizers, we will not be liable / responsible
to you for any loss, injury or damage in respect of life, limb or property,
sickness, delay, discomfort, anxiety, service denial, service deficiency,
additional expenses etc incurred by you or for any direct, indirect,
consequential loss and / or damage of any kind suffered by you howsoever
caused arising out of any act, omission, default of any contractor /
supplier or of any servant or agent employed by the contractor / supplier
or of any third person who may be engaged or concerned in the provision
of accommodation, meals, transportation, entertainment, refreshment
or any other service etc. comprising the tour package. In view of this,
please note that we shall have no liability in the following circumstances
(amongst others):
• Failure on the part of airline to accommodate passengers (despite
having confirmed tickets) or cancellation, change of route, delay of
flights etc.
• If in the event that you are booked on a particular airline and the said
flight is over booked / cancelled for whatever reason and you are not
allowed / able to board the flight, you shall not hold the Company
responsible / liable for the same and no claim whatsoever can be
made by you against the Company for refund or compensation.
• Any overstay expenses due to delay or changes in bus / flights /
ships / trains or cancellation of special bogie or other services due to
sickness, weather conditions, war or any other cause whatsoever.
• Overbooking of seats / rooms by the airline / hotel.
• Loss of / delay of baggage by airline / coach / cruise / train / hotel.
• Any death, personal injury, sickness, accident, loss, delay, discomfort,
increased expenses, consequential loss and / or damage or any kind
of theft howsoever caused;
• Any act, omission, default of any independent contractor or other
person or by any servant or agent employed by them who may
be engaged or concerned in the provision of accommodation,
refreshment, meals, carriage facility or service for you or for any
person travelling with you howsoever caused.
• The temporary or permanent loss of or damage to baggage or
personal effects howsoever caused including wilful negligence on the
part of any person..
• Rudeness or unprofessional behaviour of co-passenger/ staff of
airline / hotel etc., quality / quantity of meals, facilities given etc.
• Any kind of service denial or deficiency by any contractor / supplier.
FURTHER, PLEASE NOTE THAT IN ANY CASE, OUR LIABILITY
ARISING FROM THIS CONTRACT SHALL NOT EXCEED THE TOTAL
AMOUNT PAID FOR THE TOUR HOLIDAY. FURTHER, UNDER NO
CIRCUMSTANCES SHALL WE HAVE ANY LIABILITY IN RESPECT OF
ANY INDIRECT, SPECIAL OR CONSEQUENTIAL LOSSES / DAMAGES
/ COMPENSATION WHATSOEVER.
As earlier stated, any loss or damage to your baggage will be borne
entirely by you and we shall not be liable / responsible for the same in
any manner.
We shall not be responsible and / or liable for any damages caused to
you due to reasons beyond the control of the Company (Force Majeure
/ Vis Majeure).
Any overstay expenses due to delay or changes in bus / flights / ships
/ trains / hotels or cancellation of special bogie or other services due
to sickness, weather conditions, war, threat of war, strikes, rebellions,
disturbances, unrest, curfew etc. or any other cause whatsoever, shall be
borne entirely by you and we shall not be liable for the same.
We are not liable / responsible for any acts, omissions or defaults of
other tour participants which may result in injury, damage to your life /
limb or property or interfere with enjoying any services to be provided
on the tour.
The immunities provided under this contract to the Company shall be
available to the Company’s managers, including employees, servants
and agents but not to the contractors / suppliers selected by the Company.
Please note that we will be entitled to retain custody of your documents
www.coxandkings.com
or properties entrusted to us till we receive payment of all amounts that
are due to us in relation to your booking / travel.
In the event of the Company exercising its rights to amend or alter any
Tour or tour advertised in their Brochure / Itinerary after such Tour or Tour
has been booked, you shall have the right
• to continue with the Tour or Tour as amended or altered.
• or to accept any alternative Tour or Tour, which the Company may offer.
In either of these above cases you shall not be entitled to or the Company
shall not be liable/ responsible to you for any damage, additional
expenses, consequential loss etc suffered by you or to pay any amount
as refund.
In the event that the Company is unable to conduct a particular Tour,
the Company may at its own discretion, refund the amount of the cost of
the said Tour to you (after deducting the applicable taxes and the actual
expenses incurred by us on the booking like visa, insurance charges,
ticket voiding charges, and other overheads as applicable etc on a case
to case basis) without any interest on the same. You will not be entitled
to make any grievance thereafter in respect of the same. Refund, if any
would be paid to you as per the prevalent rate of exchange in INR as per
the RBI regulations at the time of making the refund.
YOU WILL NEED TO COMPLY WITH TOUR CONDITIONS:
You will have to strictly follow the tour program and comply with the
Terms and Conditions of the various contractors / service providers such
as hotels, airlines, cruises etc.
You are responsible / liable to register with our representative of the
Company at the appointed date, place and time for departure and you
would be treated as a no-show if you fail to do so and the consequences
shall be yours entirely.
You are required to be punctual and adhere to the time-lines of the tour
and of the contractors / service providers. If you are not punctual, you
could miss your flight, your transport / sightseeing / meals etc. We will not
be responsible / liable in any way in such situations.
You shall not behave in a manner which may cause distress or
annoyance to other tour participants or to any other person or which
may create the risk of danger or damage to property belonging to us
or other tour participants, service providers or any other persons. If you
misbehave or disturb the decorum of the tour, we may have to terminate
your tour. In such an event, no refund or compensation will be paid to
you and you will have to bear and pay the expenses for your return travel
at your risks and consequences. You shall not carry any item or object,
the possession of which is forbidden by any law, rules or regulations.
Nor shall you violate any other law, rules or regulations of the country in
which you are travelling. Should any tour participant misbehave or violate
any laws, rules or regulations, we shall have the right to discontinue his /
her participation and exclude him / her from the tour at his / her risk, cost
and expense. Should we suffer any damage or liability on account of a
tour participant’s misbehaviour and / or for losses caused to property of
third party service providers, we shall be free to separately charge and
recover our losses and expenses from him / her.
For any visit which has religious significance (example: cathedrals /
temples / mosques etc) you will need to follow the rules and regulations
set by them. Examples could be:
i) Clothes not meeting with the required standards. Wherever required,
you should cover your head with scarf; sleeveless clothes / shorts
Customer Initials:
Cox & Kings Staff Initials:
Cox & Kings | FlexiHol 11
 should not be worn. You must respect the place of worship.
ii) Photography which may be forbidden.
iii) Prohibition on eating or consumption of beverages.
iv) Maintaining silence during religious ceremony etc.
v) Obscene CDs, DVDs, books or such other media that may not be
permitted in keeping with the spirit of the place;
PRICES, SURCHARGES AND TAXES:
The Company reserves the right to impose surcharges on any tour(s),
but only for reasons arising from increases in transportation costs, fuel
costs, dues, taxes or fees chargeable for services such as landing taxes
or embarkation or disembarkation fees at ports and airport charges, local
operator costs, currency and exchange fluctuations, increases in taxes,
or government action which impacts the price of the applicable tour(s).
Tours are priced and advertised exclusive of applicable taxes and such
taxes will be advised to you at the time of booking and itemized on
subsequent invoicing.
VALIDITY:
The prices of tour / s advertised in the brochures and on the Company’s
Website are based on costs in effect at the time of printing the brochure
or hosting on the Website. The Company reserves the right to alter prices
of any tour at any time prior and /or post receipt of payment in full for
such tour. All dates, itineraries and prices are indicative only and the
price quoted at the time of Booking shall be the applicable price, subject
to the surcharges that may be levied. Rate of Exchange will be as per
the day of payment.
EMPLOYEES / AGENTS NOT AUTHORIZED TO CHANGE TERMS:
No person including the Employee/s and the Agent/s of the Company
other than the Company, in writing, has the authority to vary, add, amplify
or waive any stipulation, representation, Term or Condition set forth in
this Brochure. Any assurance given by any person shall be void and will
have no consequence.
FORCE MAJEURE:
The Company shall not be liable / responsible in any way to you for death,
bodily injury, illness, damage, deficiency, delay or other loss or detriment
to person or property, or financial costs both direct and indirect incurred, or
for the Company failure to commence, perform and/or complete any duty
owed to you if such death, delay, bodily injury (including emotional distress
or injury), illness, damage or other loss or detriment to person or property
is caused by act of god, war or threat of war, declared war, war riots,
mechanical breakdowns, acts of the public enemy, actual or threatened
terrorist activity, acts of terrorism, terrorism, hostilities civil disturbances,
insurrections, industrial dispute, strikes, financial/economic slowdown
and / or meltdown, accidents, explosions, implosions, fires, earthquakes,
volcanic ashes, floods, transportation embargoes, epidemics, interference
by authorities, political disturbance, howsoever and where so ever any
of the same may arise or be caused, riot, insurrection and government
restraint, extreme weather or any other cause whatsoever beyond the
reasonable control of the Company; or an event in which the supplier of
services, even with all due care, could not foresee.
GRIEVANCE:
If the Client has any grievance in respect of any services provided by
any of the independent contractors, the Client shall immediately inform
the Company and the independent contractor, so that the Company can
take up the matter with the independent contractor and the Company
has the chance to rectify the problems then and there, if the grievance is
genuine. If you fail to do this, any right to compensation or refund which
you may have, will be extinguished or reduced.
In case of Client/s grievance concerning services of any independent
contractor the same should be communicated on the emergency
telephone number given to you immediately, followed by written
communication mailed to the Registered office address at Cox & Kings
Limited, Turner Morrison Building, 16, Bank street, Fort, Mumbai - 400
12 Cox & Kings | FlexiHol
001 / Via fax no 91 22 22709161 or email us at customerservice@
coxandkings.com as soon as possible and a copy thereof should be
marked to the independent contractor, whereby the Company has the
chance to rectify any problems, if the grievance is genuine. Failure to do
so will result in the Client losing any right as to compensation or refund.
Any complaint by the Client must be notified to the Company in writing
within 28 days of the end of the tour. No claim notified to the Company
outside this period will be entertained and the Company shall incur no
liability / responsibility whatsoever in respect thereof.
PRIVACY OF INFORMATION:
We try to maintain the privacy of the personal information provided by
you. However, it would be necessary for us to share this information
with Consulates, Embassies, Airlines, Hotels and other service providers
who would be providing you service during the tour. We would also
be constrained to disclose such information if we receive an order of
the court, a requisition from any government or statutory authority,
subpoena, or under any law, rules or regulations, such disclosure
becomes necessary.
You agree to let us photograph and / or videograph the tour and
specifically you agree to let us photograph and / or videograph you in
the course of the tour. You agree to let us publish such photographs /
videographs through all media including print media, Websites, letters,
emails etc. You also agree to let us track usage statistics. You agree and
accept that all such photographs and / or videographs and statistics are
our absolute property and we have the unrestricted right to use them
for any legitimate purposes including advertisement and commercial
purposes. Further, you agree that if you share with us any photographs
and / or videographs taken by you during the tour, we would be free
to publish such photographs and / or videographs through all media
including print media, Websites, letters, emails etc.
We recommend that you register online so that we can send you updates
and information on travel destinations.
CANCELLATION OF THE TOUR BY CLIENT:
As the services to be provided to the tour participants are booked
several months in advance, cancellation of such services earmarked for
a particular departure results in the Company losing money depending
upon the time of cancellation to the supplier. Therefore any cancellation
of tour / services booked by a tour participant will attract cancellation
charges along with GST of 18%, as specified by the Company. If the
Tour participant books a third party product or service, the Terms
and Conditions and Cancellation Policy of such third party would be
applicable in addition to the Company’s Terms and Conditions. Any
cancellation of tour / services has to be in writing clearly stating the
reasons for cancellation.
If circumstances make you cancel your tour, the cancellation must
be intimated to us in writing duly signed by each of the Clients seeking
cancellation at the Registered Office address at Cox & Kings Limited, Turner
Morrison Bldg., 16, Bank Street, Fort, Mumbai 400 001 and /or via fax no
+91 22 22709161 or email us at customerservice@coxandkings.com.
If you wish to cancel your tour, you must intimate the Company as follows
provided that such intimation should be in writing duly signed by each
of the Clients seeking cancellation and given on a working day within
working hours:
2. By email to customerservice@coxandkings.com followed by a written
Customer Initials:
Cox & Kings Staff Initials:
communication to our Registered Office listed below OR Note: If there is any Land Arrangements purchased in conjunction
3. In writing on working days within working hours at the Registered with Cruise Vacation, please refer to Cancellation Table 1 for Land
Office of the Company: Arrangements payments.
Cox & Kings Ltd.,
Customer Service, Flexihol, Instant Holidays and Escapade Please note:
Turner Morrison Building, 1) In case of third party products such as cruise holiday, bus and
16, Bank Street, Fort, Mumbai – 400 001, India train tickets, 5 Star hotels, services during trade fair period, festival
If the Booking Form has been signed by one or more persons for period, the rules relating to payment terms, cancellation and the
themselves and for others mentioned in the form, then the communication cancellation schedule prescribed by the concerned third party service
signed by such signatory / s would be treated as a valid communication provider would be applicable and in addition the Company shall have
for cancellation for all such persons mentioned in the form assuming full the right to claim service and communication charges of INR 5,000/-
responsibility. Similarly if your Travel Agent cancels, it will be deemed and per person.
construed that all the clients and you are in agreement with the same. 2) There will be a GST of 18% presently applicable over and above all
The computation of the period of notice of cancellation shall commence mentioned charges. Post deduction of cancellation charges along
only from the time the written request reaches the Company at its office with GST of 18%, your balance amount will be refunded.
in Mumbai on working days within office time at the details listed above. 3) GST is subject to change as per directions of government of India and
any such change shall be made effective immediately by us with or
In case of cancellation the following cancellation shall apply: without informing you.
FOR ASIA, MIDDLE EAST AND ISLANDS 4) Booking Form signed by one or more person / communication signed
by such signatories would be treated as valid communication for
When a Cancellation is made Cancellation Charges per person
cancellation for all such person mentioned in the form assuming full
responsibility. The computation of the period of notice of cancellation
shall commence only from the time the written request reaches the
Prior to 31 days from date of departure Non-Refundable booking amount
Company at its office in Mumbai on working days within office time.
5) It is clear understanding between the parties that for the purpose
Between 30 - 22 days from date of
departure
75% of the holiday cost plus GST of 18% of this clause cancellation can be due to any reason whatsoever
including the reason of inability to participate due to any reason
21 days or below from date of departure 100% of the holiday cost plus GST of 18% including illness, death, court orders, non-availability of travel
documents etc. The Company shall not be liable / responsible to pay
any compensation, interest or damages to you.
FOR EUROPE AND REST OF THE WORLD 6) The company reserves the right to cancel any tour prior to departure
without assigning any reason and all monies paid by you will be
When a Cancellation is made Cancellation Charges per person
refunded forthwith in Indian Rupees without any interest only after
deducting the actual expenses incurred by us on your booking like
visa, insurance premium, ticket cancellation charges, administrative
Prior to 60 days from date of departure Non-Refundable booking amount
charges and other overheads expenses etc. as applicable from
time to time and case to case, but no compensation and / or interest
Between 60 - 46 days from date of
departure
50% of the holiday cost plus GST of 18% are payable.
7) Cancellation shall take effect only from the time the written
Between 45 - 31 days from date of request reaches the Company at its office on working days within
75% of the holiday cost plus GST of 18%
departure office time at the details listed above. In the following cases you shall
be deemed to have cancelled the tour even if no cancellation notice
30 days or below from date of departure 100% of the holiday cost plus GST of 18% is issued by you:
(i) In case of visa rejection, you would be deemed to have cancelled
on the date of intimation of such rejection.
FOR CRUISE VACATIONS (TABLE 2)
(ii) If you fail to pay the tour cost in time or if you commit any other
default in relation to your booking, we may treat such failure or
WHEN A
CANCELLATION CHARGES default as a cancellation of the booking by you. In such case, the
CANCELLATION
IS MADE
LAND ARRANGEMENT ADVANCE PAYMENT cancellation charges along with GST of 18% shall be computed
with reference to the date on which we issue you a notice of
AIR TICKET, INSURANCE LAND cancellation;
AND VISA ARRANGEMENTS
(iii) If on your failure of payment or other default, no notice of
• Cancellation policy of the air ticket as per the cancellation is issued by us but your payment or default remains
fare rules plus applicable administrative charges outstanding on the date of departure, the booking shall be deemed
• 100% of insurance charges
60 days prior to • 100% of visa fees, consulate fees and any 25% plus
to have been cancelled by you without any advance notice, inviting
sailing date supplementary charges like courier fees, visa GST of 15% the applicable cancellation charge along with GST of 18%.
facilitation charges, SMS charges, urgent fees 8) It is you r duty to make payments on time regardless whether we have
charged by the consulate along with Cox &
Kings administrative charges

• Cancellation policy of the air ticket as per the

fare rules plus applicable administrative charges
• 100% of insurance charges
Customer Initials:
59 days prior to • 100% of visa fees, consulate fees and any 100% plus
sailing date supplementary charges like courier fees, visa GST of 15%
facilitation charges, SMS charges, urgent fees
charged by the consulate along with Cox & Cox & Kings Staff Initials:
Kings administrative charges
 followed up for the same or not.
9) You expressly agree to abide by the foregoing terms and conditions.
REFUND:
The Company reserves the right to determine the quantum of refund
payable in case of cancellation or amendment of a Tour due to Force
Majeure or Vis Majeure. Such refund would be based on various factors
like the number of participants, the Cancellation Policies of suppliers like
hoteliers, airlines, coach operators, etc. and the decision of the Company
on the quantum of refund shall be final. Even for payments made in
foreign currency with or without part payment in Indian rupees, the said
refund shall be made only in Indian Rupees at the prevailing buying rate
of exchange on the date of refund as per existing Rules & Regulations
without interest.
Refunds (if any) for amendments and / or cancellations will be made
directly to Clients by the Company after deducting applicable GST. In
case of refund in foreign currency component, the said refund shall be
made in INR only at the prevailing buying rate on the date of refund as
per existing statutes, rules and regulations. It would take at least 60 days
depending upon the refund policy of suppliers to process such refunds.
In case of the Company exercising its discretionary rights to alter, amend
or cancel any Tour or tour advertised, the Client who has booked for such
Tour can exercise the option:
• To continue with the Tour as altered or amended; or
• To accept any alternative Tour, which the Company may offer; or
• To unconditionally accept the return of the tour cost charges (after
deduction of the actual expenses incurred by us on your booking like
visa, insurance premium, ticket voiding charges, POE charges and other
overheads as applicable from case to case) in full and final settlement
and the Company shall not be liable / responsible to pay the Client,
compensation, consequential loss, damages, additional expenses or
interest charges over and above as is computed by the Company as per
these ‘Terms & Conditions’. The Client will not be entitled to make any
grievance thereafter in respect of the same.
In case of the Client travelling on an amended Tour, the legal relation
between the parties shall not change only by virtue of the amendment.
The Client opting to continue with the tour arrangements as altered or
amended shall pay additional charges if any levied by the Company.
RATE OF EXCHANGE APPLICABLE TO REFUNDS:
Please note that refunds of foreign exchange component of the tour cost
will be based on our buying rate of that date. To make it clearer, every day
we i.e. the Company publish on our web page (http://www.coxandkings.
com/live/products/forex/index.php) and through our sales network, our
buying and selling rate for foreign currency applicable for that day. When
we receive Indian Rupees from you in relation to a booking, we convert
them into the foreign exchange component of the tour cost at our selling
rate, then applicable and credit the proceeds in our bank account. When
we refund the foreign exchange component to you in Indian Rupees, we
do so at our buying rate applicable on the date of refund, because the
bank will convert the money at the buying rate and credit the same in
Indian Rupees.
NO REFUND FOR UNUTILIZED SERVICES:
It is clearly understood that there shall be no refund or compensation
whatsoever for unutilized services. This general rule applies to all kinds
of non-utilization or under-utilization of tour services, whether of the
whole or part of the tour and whether as a matter of your choice, or
caused by your fault or compelled by circumstances such as ill-health,
weather, external factors etc.
As a consequence of the above rule, please note that no refund will be
admissible in the following circumstances (amongst others).
(i) If you fail to join the tour at the commencement of the tour or join later
or leave before culmination of the tour for any reasons whatsoever.
(ii) If you fail to or are unable to utilize any of the services on the tour
like airline travel, hotels, sightseeing, rides, cruises, meals, entrance
14 Cox & Kings | FlexiHol
fees, optional tours etc. due to any reason whatsoever such as late
reporting, ill-health etc.
(iii) If you terminate your participation in the tour due to your own fault,
negligence or breach of these Terms.
(iv) In the case of multi-country package tour wherein there may be
requirement for Visa of multiple jurisdictions, there will be no refund
if Visa is rejected or delayed post your departure for a specific
destination in your tour package and because of which you are
unable to travel to that specific destination for which the Visa has
been rejected or delayed.
YOUR SUGGESTIONS:
If you have any tips, which you might want to share with us, do write to us
at our Registered Office as listed above or email us at customerservice@
coxandkings.com or fax to us at 91 22 2270 9161.
SPECIAL REQUEST:
Where special requests for room allocation, diet consideration, handicap
assistance on tour / hotel / transportation / cruise etc. are made in
writing at the time of booking, every effort will be made to try and deliver.
However the Company will not be held liable / responsible for claims
of damages or consequential loss if such requests are not honoured.
In case of persons with special needs, it is necessary that a qualified
companion accompanies such a person. Regrettably, the Company
cannot endow any aid for walking, dining, getting on and off from vehicles
and for other personal needs etc. to such persons.
COMMUNICATION:
Communications transmitted to your mailing address / email address
on record shall be deemed to have been communicated to you even if
returned as undeliverable for any reason. All communication from you to
the Company has to be in writing, not orally.
Where you book directly with us, we will address communications to you
at your mailing address and / or e-mail address given in the Booking
Form. Where you have booked through Preferred Agent (PA) / Travel
Agent (TA), we will address communications to your PA / TA who made
the booking on your behalf and the PA / TA would be fully responsible
/ liable for transmitting such communication to you. All monies paid to
the Travel Agent shall not constitute payment to us unless deposited by
your agent with the Company. The Company shall not be responsible
/ liable for any non – communication, miscommunication or delayed
communication.
ADDITIONAL CONDITIONS APPLY IN CASE OF PROMOTIONS /
OFFERS / SCHEMES:
Please note that in case of special offers, promotions or schemes,
additional terms and conditions of these offers, promotions or schemes
will be applicable in addition to these Terms and Conditions. You might
have to adhere to the payment schedule prescribed under such offers,
promotions or schemes in order to be eligible to avail benefits under
such offers, promotions or schemes. If you fail to make the payment by
the due date and / or do not comply with all the terms and conditions of
the offer, promotion or scheme, you shall not be entitled to receive the
benefit under such offer, promotion or scheme under any circumstances
and these Terms and Conditions shall supersede any offer, promotion or
scheme terms.
We shall have the absolute right to withdraw any scheme or discount at
Customer Initials:
Cox & Kings Staff Initials:
any time after such scheme or discount is published.
TRAVEL NOW PAY LATER SCHEMES:
We may assist you in obtaining bank finance to enable you to pay in easy
installments. However, please note that the loan relationship is entirely
between you and the bank and you will submit the finance application
to the bank entirely at your own risk. If you fail to provide the required
documentation to the bank; hence the loan cannot be availed of in time
or if the bank in its sole discretion rejects your loan application, you
shall be liable to pay the entire price to us upfront, failing which your
booking shall stand cancelled and cancellation charges along with GST
of 18% shall apply.
SAVE NOW TRAVEL LATER (SNTL) SCHEME:
We may assist you in the “SNTL” scheme which is governed by Special
Terms. Please liaise with our executive to obtain these Special Terms,
which are in addition to these Terms & Conditions.
CONDITIONS OF TRAVEL:
The Client will have to strictly follow the tour program and return to India
as per the validity of the air ticket. There shall be no refund, if the Client
is not present at the commencement of the tour. It should be noted that
for all purposes, it shall be the responsibility / liability of the Client to
reach the place of commencement of the Tour and register with the
representative of the Company at the appointed place, date and time. If
a Client along with his family is compelled to discontinue the tour due to
any reason whatsoever including illness, death or loss of passport or any
travel documents, no claim whatsoever shall be entertained for refund
of unutilized services. Even if a Client is unable to reach the place of
commencement of the tour due to any reason whatsoever including loss
of baggage or loss of travel documents, his booking shall be treated as
‘no show’ on the tour and 100% cancellation charges along with GST of
18% will be levied.
The Company reserves the right to withdraw tour membership from
anyone whose behavior is deemed likely to affect the smooth operation of
the tour or adversely affect the enjoyment or safety of other passengers
and the Company, shall be under no liability to any such person. It is
hereby declared that the immunities provided under this contract shall
be available to the Company’s managers, including tour managers,
employees, servants and agents but not to the independent contractors
selected by the Company.
Each of these conditions shall be severable from the other and if any
provision be invalid, illegal or unenforceable, the remaining provisions
shall nevertheless have full force and effect.
If no suit / action is brought against the Company within three months
of the last day of the ‘Flexihol, Instant Holidays and Escapade’, Instant
Holidays and Escapades Tour, the Company shall be discharged from all
liabilities, responsibilities under / or arising out of this Contract and the
Client shall be deemed to have relinquished / abandoned all his rights
under or arising from this Contract.
If you book with a Travel Agent and your booking with that agent includes,
but is not limited to the Company’s arrangements, your contract is
with your Travel Agent and the Company is simply a supplier to your
Travel Agent.
AMENDMENTS AND SEVERABILITY:
The latest Terms, as amended, may be accessed any time on the
Company’s Website at http://www.coxandkings.com or will be sent to you
upon your written request to the Company.
If any provision of these Terms is found to be so broad as to be
unenforceable, such provision shall be interpreted to be only so broad as
is enforceable. The invalidity or unenforceability of any provision hereof
shall in no way affect the validity or enforceability of any other provision.
LAW & JURISDICTION:
In the event of a dispute arising out of or relating to this contract, including
any question regarding its existence, validity or termination, the parties
shall first seek settlement of that dispute by mediation in accordance with
the applicable rules. The Mediator shall be appointed by the Company.
If the dispute is not settled by mediation within 30 [thirty] days of the
appointment of the mediator, or such further period as the parties shall
agree in writing, then the dispute may be settled in accordance with
the Arbitration and Conciliation Act, 1996 by a sole arbitrator appointed
by the Company. The arbitration proceedings will be in Mumbai. The
arbitrator’s decision shall be final and binding on both parties. In case of
any dispute concerning the award, the courts in Mumbai alone shall have
exclusive jurisdiction.
This contract will be governed by Indian laws. You agree that in the event
of a dispute or difference between the parties the exclusive jurisdiction
shall vest in the competent court / forum / tribunal in Mumbai only.
INTERPRETATION:
As to the interpretation of the aforesaid terms and conditions, the decision
of Cox & Kings shall be final and binding upon you. We reserve the right
to change the Terms & Conditions any time without any prior notice and
without assigning any reasons thereof.

SALES OFFICER PREFERRED AGENT / TRAVEL AGENT DECLARATION CLIENT DECLARATION

Sales Officer: _____________________________
Sales Office: _______________________________
Booking Date: _____________________________
Sign:____________________________________
I / We hereby state and declare that I/We have read
understood and accepted all the contents and are fully
aware of the content of the Term & Conditions, which
includes without limitation the payment terms and the
cancellation policy and other Booking Documents including
but not limited to the Booking Form of the current financial
year. A copy of such Booking Conditions, Term & Conditions
have been furnished to the Client/s named in the Booking
Form, who have read, understood and accepted all the
contents of the Booking Conditions and Term & Conditions
including without limitation the payment terms and the
cancelation policies, and have authorised and instructed me
/ us to agree and accept the of the Booking Conditions, Term
& Conditions, with full responsibility for and on their behalf.
Agency Name: _________________________________
Registration:_________________________________
Sign & Stamp: _________________________________
On behalf of all the persons named above, I / We hereby state
and declare that I/We have read understood and accepted all
the contents contained from page Nos. ____ to _____ of the
Terms and Conditions which includes without limitation the
payment terms and the cancellation policy and other Booking
Documents including the Booking Form of the current financial
year.  In addition, I/ We also understand and accept the
contents of Brochure, Price Grid, itinerary, Offers & Promotions
booklet and its terms and conditions (if any and applicable) etc.
I / We hereby expressly agree to abide by the Visa Cancellation
Policy of the Company. I / We being duly authorized by the
said persons do hereby agree to and accept the same, with full
responsibility for self and others.
Name: _____________________________________
Signature:__________________________________
Date: ______________________________________

www.coxandkings.com Cox & Kings | FlexiHol 15

 BOOKING FORM 2019 - 2020
(Kindly complete one bookings form per party per tour.)
Kindly book me / us as per the details filled on this form. I am forwarding the sum of Rs. per person towards payment for my Cox & Kings Holiday.

ASIA, MIDDLE EAST, ISLANDS EUROPE AND REST OF THE WORLD BOOKING AIRFARE, VISA FEES AND CRUISE ADVANCE CRUISE BALANCE
PERIOD INSURANCE CHARGES PAYMENT PAYMENT
45 or more days before departure (non-refundable) ` 20,000 60 or more days before departure (non-refundable) ` 30,000 75 days prior to Charges as applicable to be paid
` 20,000/- per person 20 days Prior to departure
departure date at the time of booking.
Within 31 to 45 days prior to the departure of the Tour 75% of the tour cost Within 46 to 60 days prior to the departure of the Tour 50% of the tour cost
60 days prior to Charges as applicable to be paid
50% 60 days Prior to departure
Within 30 days prior to departure of the Tour 100% of the tour cost Within 31 to 45 days prior to the departure of the Tour 75% of the tour cost departure date at the time of booking.
Within 30 days of departure 100% of the tour cost 59 days prior to Charges as applicable to be paid
100% -
departure date at the time of booking.
Note: Payment for visas, insurance and non-refundable tickets to be made at the time of booking as applicable. Note: Payment for visas, insurance and non-refundable tickets to be made at the time of booking as applicable.
NAME OF TOUR: FILE CODE: TOUR CODE: DEPARTURE DATE: BOARDING FROM:

BALANCE AMOUNT TO BE PAID BY: TOTAL COST OF TOUR: SPECIFY SPECIAL OFFER IF ANY

Full Name ( AS PER YOUR PASSPORT)

Mr. / Mrs. Loyalty Wedding Room Type Diet Date of Birth Date of Issue Date of Expiry
Sr. Note: The person signing the form must be mentioned first
Ms. / Mst Voucher / Anniversary Sgl / Twin / Trpl / Age Passport No. Place of Issue PAN/GIR No.
No.
Infant First Name Surname Free Holiday Date Twin W / Ext Bed J / V / N.V. D/M/Y D/M/Y D/M/Y

1.
2.
3.
4.
5.
Resi. Address of the 1st Applicant: Office Address: In Case you arrive at the destination before your tour starts, please give your overseas contact address.
C/o Name:
Tel: Fax: Tel: Fax: Address:
Mobile: Mobile: PIN: Tel: Fax: Email:

Honeymoon Couple:  Yes  No Past Holiday: Which Company:

1) Recommend a Friend: Tel: 2) Have you travelled with Cox & Kings in the past:  Yes  No If yes how many times:
SALES OFFICER PREFERRED AGENT / TRAVEL AGENT DECLARATION CLIENT DECLARATION
I / We hereby state and declare that I/We have read understood and accepted all the contents and are fully aware of the On behalf of all the persons named above, I / We hereby state and declare that I/We have read understood and accepted all the
Date: Branch Name: content of the Term & Conditions, which includes without limitation the payment terms and the cancellation policy contents contained from page Nos. ____ to _____ of the Terms and Conditions which includes without limitation the payment terms
and other Booking Documents including but not limited to the Booking Form of the current financial year. A copy of and the cancellation policy and other Booking Documents including the Booking Form of the current financial year.  In addition,
such Booking Conditions, Term & Conditions have been furnished to the Client/s named in the Booking Form, who I/ We also understand and accept the contents of Brochure, Price Grid, itinerary, Offers & Promotions booklet and its terms and
have read, understood and accepted all the contents of the Booking Conditions and Term & Conditions including conditions (if any and applicable) etc. I / We hereby expressly agree to abide by the Visa Cancellation Policy of the Company. I /
Name of Staff: without limitation the payment terms and the cancelation policies, and have authorised and instructed me / us to We being duly authorized by the said persons do hereby agree to and accept the same, with full responsibility for self and others.
agree and accept the of the Booking Conditions, Term & Conditions, with full responsibility for and on their behalf.
Booking Date: Name of Client:
Agency Name:
(In BLOCK Letters)
Signature:
Registration: Sign & Stamp: Signature: Date:
Client attention is drawn to the Booking Conditions and Terms & Conditions which incorporates the Contract entered into by the Company with the Client/s. This Booking Form is subject to Mumbai Jurisdiction.
Redg Office: Cox & Kings Limited. Turner Morrision Building, 16, Bank Street, Fort, Mumbai - 400 001. Tel: 2270 9100. Fax: 2270 9161.