Terms & Conditions

1. About these terms

These Terms & Conditions govern all enquiries, quotations and bookings made with Pearl Reach Tours (Pvt) Ltd, Colombo, Sri Lanka (“Pearl Reach”, “we”, “us”). By confirming a booking you accept these terms on behalf of everyone in your party.

If anything here is unclear, please ask us before you book — we are happy to explain any clause in plain language.

2. Quotations and bookings

• A booking is confirmed only when we have received your deposit and issued a written confirmation by email.
• Quotations are valid for 14 days unless stated otherwise, and prices can change until a booking is confirmed (for example due to hotel rate or fuel changes).
• Tailor-made itineraries are prepared from the details you give us; please review the final itinerary carefully and tell us about any changes before confirming.
• You are responsible for the accuracy of names, dates and traveller details provided; they must match passports for hotel and entrance registrations.

3. Prices and payments

• Prices are quoted in US dollars (or as stated on your quotation) and include the services listed in your itinerary. Items not listed — flights, visas, travel insurance, personal expenses, tips and meals not mentioned — are excluded.
• A deposit (typically 30% of the tour price, stated on your quotation) secures your booking. The balance is due no later than 30 days before arrival, or immediately for bookings made within 30 days of travel.
• Payments can be made by bank transfer or by card through our payment provider. Bank charges are borne by the sender.
• If the balance is not received by the due date we may treat the booking as cancelled and apply the cancellation charges below.

4. Cancellations by you

Cancellations must be sent to us in writing (email is fine). The following charges apply to the total tour price unless your confirmation states otherwise:

• More than 45 days before arrival — deposit refunded less any non-recoverable supplier costs.
• 30–45 days before arrival — 30% of the tour price.
• 15–29 days before arrival — 50% of the tour price.
• 7–14 days before arrival — 75% of the tour price.
• Less than 7 days, or no-show — 100% of the tour price.

Some services (for example certain hotels, train tickets and wildlife permits) are non-refundable once issued; any such items will be identified on your quotation. We strongly recommend comprehensive travel insurance that covers cancellation.

5. Changes by you

We will do our best to accommodate changes to dates, hotels or itinerary after confirmation. Changes are subject to availability and any supplier charges, plus a reasonable administration fee where significant re-planning is required. Within 14 days of travel, changes may be treated as a cancellation and rebooking.

6. Changes or cancellation by us

• We plan carefully, but sometimes changes are unavoidable — weather, road closures, supplier failures or safety concerns. We will always offer a comparable alternative and tell you as early as possible.
• If we cancel your tour in full (other than for reasons in clause 7), you will receive a full refund of all monies paid to us for the affected services. That refund is the limit of our liability for the cancellation.
• We are not responsible for costs outside our control, such as international flights or visas you booked separately.

7. Force majeure

We are not liable for failure or delay caused by events beyond our reasonable control — including natural disasters, epidemics, government action, strikes, civil unrest or extreme weather. In such cases we will offer rescheduling or a credit for unused services; refunds will be limited to amounts we can recover from suppliers.

8. Passports, visas and health

• You are responsible for holding a passport valid for at least 6 months beyond your travel dates and for obtaining the Sri Lanka Electronic Travel Authorization (ETA) or visa.
• Please check vaccination and health advice for Sri Lanka with your doctor before travel. Tell us about medical conditions, allergies or mobility needs when booking so we can plan safely.
• We may refuse carriage to any traveller whose condition, in our reasonable opinion, makes travel unsafe for them or the group, without liability for a refund.

9. Travel insurance

Comprehensive travel insurance — covering medical expenses, evacuation, cancellation and personal belongings — is a condition of booking a multi-day tour with us. We may ask for proof of cover before departure.

10. Your responsibilities

• Follow the reasonable instructions of our driver-guides, respect local laws and customs, and behave considerately toward communities, wildlife and heritage sites.
• You are responsible for your belongings. We recommend keeping valuables secured; hotel safes are available at most properties.
• Damage caused by you to property of hotels, vehicles or third parties is your responsibility.
• Certain activities (for example surfing, hiking, whale watching and safaris) carry inherent risks; by joining them you accept those risks and confirm you are fit to participate.

11. Our liability

• We act as an organiser and agent for hotels, transport providers and activity operators. We choose suppliers with care, but their services are governed by their own terms.
• Our liability for any claim is limited to the total price paid to us for the affected services. We are not liable for indirect or consequential losses.
• Nothing in these terms excludes liability for death or personal injury caused by our negligence, or any liability that cannot be excluded under Sri Lankan law.

12. Photography and media

Photos and videos taken by our team during tours may be used on our website and social channels. If you prefer not to appear, just tell your guide or email us — we will always respect your request.

13. Complaints

If something is not right during your trip, tell your driver-guide or contact us immediately so we can fix it on the spot. If it remains unresolved, write to us within 28 days of returning home and we will investigate and respond.

14. Governing law

These terms are governed by the laws of Sri Lanka, and any dispute will be subject to the exclusive jurisdiction of the courts of Sri Lanka.

15. Contact

Questions about these terms? Contact us before booking.