Booking Terms & Conditions

Fly By Travels is a registered destination management company and travel operator in Sri Lanka. The planning, execution, and organization of all tour itineraries, day tours, transport logistics, and accommodation arrangements are carried out by Fly By Travels (referred to as “the Company,” “we,” “our,” or “us”) on behalf of our guests and travel partners.

A binding contract between the Client and Fly By Travels comes into existence only when we issue a formal written Booking Confirmation via email after receiving the required upfront payment.

• Deposit: All bookings (including custom tailor-made itineraries and day tours) require a 50% upfront advance payment to secure hotel reservations, transport allocations, and administrative bookings.
• Final payment: The remaining balance of 50% must be settled in full at least 14 days prior to the client’s arrival in Sri Lanka.
• Bank charges: The Client must bear all international bank transfer fees, credit card processing fees, or intermediary bank charges. The net amount received in our account must exactly match the invoiced amount.
• Exchange rates: Package prices are pinned to the Central Bank of Sri Lanka exchange rates at the exact time of booking confirmation and are not subject to change due to subsequent currency fluctuations.

Any cancellation request must be submitted formally by the lead guest via email to their designated Travel Consultant. Cancellation fees are calculated as a percentage of the total tour cost, based on the date the written notice is received:

Your safety is our top priority. If an official government agency (e.g., UK FCDO, US State Department) issues a strict “Do Not Travel” advisory for Sri Lanka after your booking is confirmed, this clause overrides standard cancellation rules:

• If cancelled 30 days or more prior to arrival: a minimum of 90% of the total booking cost will be refunded.
• If cancelled within 30 days or during the holiday: Fly By Travels will refund all recoverable costs returned to us by third-party suppliers (hotels, safari jeeps, national park tickets). Non-refundable supplier deposits cannot be refunded to the client.

Changes by the Company

While we strictly commit to your original plan, we reserve the right to make minor structural adjustments due to unavoidable circumstances (e.g., sudden hotel overbookings, road closures). If an emergency accommodation switch is required, we will provide an alternative hotel of the same or higher standard. If only a lower-tier hotel is available, the price difference will be refunded to you.

Changes by the Client

We pride ourselves on flexibility. Any post-confirmation itinerary changes requested by the client will be accommodated wherever possible, subject to availability and the payment of any additional supplier fees.

Hotel selections are mutually agreed upon during the quotation phase. Clients are highly encouraged to thoroughly research selected hotels prior to making the advance payment. Once confirmation is issued and hotel rooms are blocked, no hotel switches can be made before or during the tour. If a client absolutely insists on changing a hotel mid-tour, the client must bear 100% of the financial cost for the new booking, and no refund will be provided for the discarded booking.

Fly By Travels utilizes a fleet of fully insured, air-conditioned vehicles (including KDH high-roof vans and luxury coaches).

• While our drivers and guides take ultimate care, the Company accepts no liability for the loss, theft, or damage of personal baggage, electronics, or valuables left inside the vehicles or at hotel premises.
• Clients are solely responsible for ensuring they have collected all personal belongings upon stepping out of the vehicles.

Fly By Travels never recommends, validates, or guarantees the price, authenticity, or quality of any commercial products (e.g., gems, jewelry, traditional wooden masks, spices, tea) purchased by clients during the tour from external shops or roadside vendors. Any transaction made is purely between the client and the shop owner. The Company takes zero responsibility for warranties, quality control, or refunds on such purchases.

Fly By Travels will not be held liable, financially or legally, for any delays, cancellations, injuries, damages, or performance failures caused directly or indirectly by acts of Force Majeure. This includes, but is not limited to: acts of God (extreme weather, floods, landslides), pandemics, political unrest, civil commotions, labor strikes, fuel shortages, mechanical breakdowns beyond reasonable maintenance control, or government-imposed travel restrictions.

• Insurance: it is a strict prerequisite of booking that every single traveler possesses comprehensive travel insurance covering medical emergencies, trip cancellations, and baggage loss.
• Fitness & age: clients are responsible for assessing their physical fitness for specified activities (e.g., climbing Sigiriya Rock, walking tours). Guests aged 70+ or individuals with pre-existing chronic conditions must notify us beforehand to ensure suitable vehicle seating and pace adjustments. We reserve the right to decline passengers who are over 24 weeks pregnant if the itinerary involves rugged terrain or strenuous travel.

If a client experiences any issue during their holiday (e.g., vehicle air-con malfunction, guide service), they must report it immediately within 24 hours to their Fly By Travels representative.

The Company will not entertain claims for compensation or refunds regarding issues that are reported after the tour has concluded if this reporting and arbitration procedure was not strictly followed during the trip.