Booking & Cancellation Policy

Last Updated: 02/06/2026

This Booking, Payment & Cancellation Policy explains how bookings, payments, cancellations, rescheduling, refunds, and service changes are handled by The Bengal Logistics Ltd.

This policy applies to our business tourism, MICE support, BPO support, foreign delegation handling, transport coordination, documentary support, field logistics, project support, event support, and other related services.

By confirming a booking or making any payment to The Bengal Logistics Ltd., you agree to this policy.

1. Booking Process

Clients may request our services through our website, email, phone, WhatsApp, meeting, referral, or direct communication.

A booking request may include services such as:

• Business tourism support
• Foreign delegation handling
• MICE and event support
• Hotel coordination
• Transport arrangement
• Airport meet and assist
• Documentary support
• Interpreter or guide coordination
• Field visit support
• Research and project logistics
• Government or institutional visit coordination
• BPO or operational support
• Venue, vessel, cruiser, or equipment coordination
• Custom travel or logistics support in Bangladesh

Submitting an inquiry does not automatically confirm a booking. A booking is confirmed only after we accept the request and issue written confirmation.

2. Information Required for Booking

To process a booking properly, we may request relevant information from the client.

This may include:

• Full name
• Email address
• Phone number
• Organisation or company name
• Country of residence
• Number of guests, delegates, or team members
• Travel or service dates
• Arrival and departure details
• Service requirements
• Preferred hotel, transport, or venue category
• Field visit or project location
• Passport or identification details, if required
• Special assistance requirements
• Dietary, health, or mobility information
• Billing information
• Any other details needed for service delivery

The client is responsible for providing accurate, complete, and updated information. The Bengal Logistics Ltd. will not be responsible for delays, booking failure, extra costs, or service issues caused by incorrect or incomplete information.

3. Quotation and Service Proposal

After reviewing the client’s requirements, we may provide a quotation, proposal, itinerary, service plan, or estimated cost.

The quotation may depend on:

• Service type
• Service duration
• Number of participants
• Travel date or project date
• Destination or field location
• Hotel, venue, vehicle, vessel, or supplier availability
• Third-party vendor rates
• Government permission requirements
• Fuel price, tax, toll, or logistics cost
• Currency exchange rate
• Emergency or special service requirements

A quotation is valid only for the period mentioned in the proposal. If no validity period is mentioned, the quotation may change based on availability, supplier rates, and operational conditions.

4. Booking Confirmation

A booking is confirmed only when:

• The service scope is agreed
• Required documents or details are provided
• Advance payment or full payment is received
• Third-party availability is confirmed, if applicable
• The Bengal Logistics Ltd. issues written confirmation by email, message, invoice, or official communication

Verbal discussion, initial inquiry, quotation, or draft itinerary does not guarantee booking confirmation.

5. Advance Payment

An advance payment may be required to confirm a booking.

Advance payment may be used for:

• Hotel reservations
• Vehicle reservations
• Venue booking
• Vessel or cruiser booking
• Guide, interpreter, or coordinator booking
• Field staff allocation
• Supplier deposits
• Administrative preparation
• Documentation or permission-related work
• Event or project preparation
• Other pre-service arrangements

Advance payment is usually non-refundable once work has started, suppliers have been booked, or resources have been reserved.

6. Full Payment

Full payment may be required before service delivery, depending on the nature of the service.

For travel, delegation, event, or project logistics services, full payment should be completed within the timeline mentioned in the invoice, quotation, or booking confirmation.

If full payment is not received by the required deadline, The Bengal Logistics Ltd. may:

• Hold the booking
• Delay service preparation
• Cancel the booking
• Release reserved hotels, vehicles, venues, or suppliers
• Decline service delivery
• Revise the quotation if supplier rates change

The Bengal Logistics Ltd. will not be responsible for booking loss, supplier cancellation, price increase, or service unavailability caused by delayed payment.

7. Accepted Payment Methods

Payment methods may vary depending on client location, service type, and agreement.

We may accept payment through:

• Bank transfer
• Cash payment
• Mobile financial service, if applicable
• Online transfer
• International transfer
• Other approved payment methods

Payment details will be shared directly with the client through official communication.

Clients are responsible for bank charges, international transfer charges, payment gateway fees, currency conversion fees, or other transaction costs unless otherwise agreed in writing.

8. Currency and Exchange Rate

Quotations may be provided in Bangladeshi Taka, US Dollars, or another agreed currency.

If payment is made in a different currency, the final amount may depend on:

• Applicable exchange rate
• Bank conversion rate
• Transfer fees
• Payment gateway charges
• Supplier currency requirements

Any shortfall caused by exchange rate difference, bank deduction, or transfer fee must be paid by the client before service delivery.

9. Third-Party Supplier Payments

Many services arranged by The Bengal Logistics Ltd. may involve third-party suppliers, including:

• Hotels
• Airlines
• Transport providers
• Event venues
• Vessel or boat operators
• Guides
• Interpreters
• Local coordinators
• Field assistants
• Equipment providers
• Catering services
• Government or administrative offices
• Other service vendors

Once payment is made to a third-party supplier, that portion of the payment may become non-refundable according to the supplier’s own policy.

The Bengal Logistics Ltd. will not be responsible for third-party cancellation charges, non-refundable deposits, rate changes, or supplier policy changes.

10. Cancellation by Client

If a client wishes to cancel a confirmed booking, the cancellation request must be sent in writing by email or official message.

The cancellation date will be counted from the date and time we receive the written cancellation request.

Cancellation charges may apply depending on:

• Service type
• Notice period
• Supplier policy
• Work already completed
• Resources already reserved
• Non-refundable payments already made
• Administrative or operational expenses
• Project preparation already performed

The client may not be eligible for a full refund if cancellation is made after confirmation or after service preparation has started.

11. General Cancellation Terms

Unless otherwise agreed in writing, the following general cancellation terms may apply:

Cancellation Before Service Preparation Starts

If the client cancels before any supplier booking, administrative work, documentation, or operational preparation has started, a partial refund may be considered after deducting bank charges, payment fees, and administrative costs.

Cancellation After Booking Confirmation

If cancellation is made after booking confirmation, advance payment may be non-refundable, especially if resources, suppliers, vehicles, hotels, venues, or staff have already been reserved.

Cancellation Close to Service Date

If cancellation is made close to the service date, the client may be charged a higher cancellation fee because hotels, vehicles, field staff, venues, vendors, and other resources may already be committed.

Cancellation on Service Date or No-Show

If the client cancels on the service date, arrives late, does not appear, or fails to use the confirmed service, no refund may be provided.

12. No-Show Policy

A no-show occurs when the client, traveler, delegate, or participant fails to appear for the confirmed service without proper notice.

Examples include:

• Not arriving for airport pickup
• Missing a scheduled tour or field visit
• Not joining confirmed transport
• Not attending a confirmed event
• Not using confirmed hotel, venue, guide, interpreter, or logistics support
• Failing to provide required documents or access permission on time

In no-show cases, payments may be non-refundable.

The Bengal Logistics Ltd. will not be responsible for additional costs caused by no-show, late arrival, missed flight, immigration delay, traffic delay, or communication failure from the client side.

13. Rescheduling Policy

Clients may request to reschedule a booking by sending a written request.

Rescheduling is subject to:

• Service availability
• Supplier availability
• Hotel or venue availability
• Transport availability
• Field team availability
• Government or institutional permission
• Seasonal conditions
• Additional cost, if applicable

A rescheduling request does not guarantee approval. If suppliers charge rescheduling fees, date-change fees, or rate differences, those costs must be paid by the client.

14. Service Change Requests

Clients may request changes to confirmed services, including changes to:

• Travel dates
• Number of participants
• Vehicle type
• Hotel category
• Route or destination
• Service duration
• Event schedule
• Field visit plan
• Guide, interpreter, or staff requirements
• Documentation support
• Project scope

Any requested change may result in a revised quotation or additional cost.

Changes are subject to availability and operational feasibility. The Bengal Logistics Ltd. may decline a change request if it is not practical, safe, legal, or available.

15. Cancellation or Change by The Bengal Logistics Ltd.

The Bengal Logistics Ltd. may cancel, delay, modify, or reschedule a service due to reasons beyond our control or for safety, legal, or operational reasons.

Such reasons may include:

• Weather conditions
• Heavy rain, flood, cyclone, or natural disaster
• Political unrest
• Strike or road blockade
• Traffic disruption
• Security concern
• Government restriction
• Supplier cancellation
• Hotel, vehicle, venue, or vessel unavailability
• Flight delay or cancellation
• River or road condition
• Health emergency
• Force majeure event
• Incorrect or incomplete client information
• Non-payment or delayed payment

Where possible, we will try to offer an alternative arrangement, revised date, replacement supplier, or adjusted plan.

16. Refund Eligibility

Refund eligibility depends on the specific booking, service type, supplier policy, cancellation date, and work already completed.

A refund may be considered if:

• The client cancels before service preparation begins
• A supplier refund is received
• A service cannot be delivered and no suitable alternative is available
• An overpayment has been made
• A refundable deposit remains after deductions

A refund may not be available if:

• The advance payment is non-refundable
• Third-party suppliers do not refund the payment
• Work has already been completed
• Staff, vehicles, venues, hotels, or vendors have already been reserved
• The client cancels close to the service date
• The client is a no-show
• The client provides incorrect information
• The client fails to meet document, visa, permit, or payment requirements
• Cancellation is caused by force majeure or circumstances beyond our control

17. Refund Deductions

If a refund is approved, the following may be deducted:

• Bank charges
• Payment gateway fees
• International transfer fees
• Currency conversion costs
• Administrative charges
• Third-party supplier charges
• Hotel, venue, vehicle, or vendor cancellation fees
• Documentation or permission-related expenses
• Work already completed
• Staff or operational preparation costs

Refunds will be processed only after all deductions are calculated.

18. Refund Processing Time

Approved refunds may take time depending on the payment method, bank processing time, supplier refund timeline, and administrative review.

Refunds may be processed through the original payment method or another agreed payment method.

The Bengal Logistics Ltd. is not responsible for delays caused by banks, payment gateways, international transfers, or third-party suppliers.

19. Travel Documents and Entry Requirements

Clients and travelers are responsible for ensuring that all travel documents are valid and complete.

This may include:

• Passport
• Visa
• Entry permission
• Travel permit
• Work permit, if applicable
• Vaccination or health documents, if required
• Travel insurance
• Government or project access permission

The Bengal Logistics Ltd. may assist with general guidance or documentary support where agreed, but we do not guarantee visa approval, entry approval, permit approval, or government permission.

No refund may be given if a service cannot be used due to invalid, incomplete, delayed, or rejected travel documents.

20. Travel Insurance

We strongly recommend that all travelers, delegates, and project participants arrange suitable travel insurance before confirming services.

Insurance should ideally cover:

• Medical emergency
• Accident
• Trip cancellation
• Flight delay
• Lost baggage
• Emergency evacuation
• Field visit risks
• Business travel risks
• Personal liability

The Bengal Logistics Ltd. is not responsible for medical expenses, personal injury, lost belongings, trip interruption, or uninsured losses.

21. Force Majeure

The Bengal Logistics Ltd. will not be responsible for cancellation, delay, failure, extra cost, or service disruption caused by force majeure events.

Force majeure events may include:

• Natural disaster
• Flood
• Cyclone
• Storm
• Fire
• Pandemic or epidemic
• War
• Civil unrest
• Strike
• Political instability
• Road closure
• River route closure
• Government restriction
• Security alert
• Border or immigration restriction
• Supplier shutdown
• Any event beyond reasonable control

In such cases, we may try to reschedule or modify the service, but refunds may depend on supplier policies and costs already incurred.

22. Client Delay or Late Arrival

If the client or traveler arrives late, misses a scheduled pickup, delays a field visit, changes the schedule at the last moment, or fails to provide required instructions on time, additional charges may apply.

Examples of extra costs include:

• Vehicle waiting charges
• Driver overtime
• Guide or interpreter overtime
• Hotel late check-in or cancellation charges
• Venue waiting charges
• Field staff overtime
• Revised transport or route charges
• Missed appointment or permission-related costs

The Bengal Logistics Ltd. will not be responsible for missed services caused by client delay.

23. Group, Delegation and Event Bookings

For group, delegation, MICE, event, or project bookings, special payment and cancellation terms may apply.

These bookings may require:

• Larger advance payment
• Earlier confirmation deadline
• Separate supplier deposits
• Venue reservation payment
• Transport block booking
• Staff allocation
• Custom documentation
• Special cancellation terms

The specific terms will be mentioned in the quotation, proposal, agreement, invoice, or official communication.

24. Custom Service Policy

Many services provided by The Bengal Logistics Ltd. are customised according to client requirements.

Custom services may include:

• Tailor-made business travel support
• Special delegation handling
• Remote field visit planning
• Documentary support
• Research logistics
• Corporate event support
• NGO or development project support
• Special transport coordination
• Local manpower support

Because these services require planning, supplier coordination, staff allocation, and operational preparation, custom service payments may be partly or fully non-refundable once work has started.

25. Disputes and Communication

If there is any concern about booking, payment, cancellation, refund, or service delivery, the client should contact The Bengal Logistics Ltd. as soon as possible.

We will review the matter based on:

• Written communication
• Payment record
• Booking confirmation
• Supplier policy
• Service status
• Work already completed
• Actual cost incurred
• Applicable terms and conditions

We aim to handle all concerns professionally and fairly.

26. Policy Updates

The Bengal Logistics Ltd. may update this Booking, Payment & Cancellation Policy from time to time.

When this policy is updated, the “Last Updated” date will be changed.

Clients are encouraged to review this page before confirming any booking or payment.

27. Contact Information

For questions about booking, payment, cancellation, or refund matters, please contact us:

The Bengal Logistics Ltd.
Flat # 4/B, House # 114, Road # 15, Block-C, Banani, Dhaka-1213, Bangladesh

Email: info@bengallogistics.org
Phone: +880 1713 031754
Website: www.bengallogistics.org