Effective Date: August 1, 2025
Last Updated: August 22, 2025
At The Visa Coach (a privately owned and MSME-registered consultancy), we strive to deliver transparent, reliable, and professional documentation and consultancy support services for travelers, students, and professionals. Our Refund and Cancellation Policy has been designed to provide complete clarity to all clients regarding the terms under which payments, refunds, and cancellations are processed. By engaging with our services, you agree to the conditions mentioned below.
This policy applies to all services offered by The Visa Coach, including but not limited to:
- Document preparation and review
- Drafting of cover letters, SOPs, and supporting documents
- Dummy flight and hotel bookings
- Travel insurance support
- Apostille and document legalization assistance
- Travel planning and advisory services
- Training, coaching, and consultancy support
We emphasize that The Visa Coach does not provide government approvals, visas, or immigration guarantees. All final decisions are made by embassies, consulates, or other government authorities. Our services are strictly limited to consultancy, guidance, and documentation support.
1. General Principles of Refunds
1.1 Payments made to The Visa Coach are for professional consultancy and documentation services and not for the guarantee of visa or immigration approval.
1.2 Refunds are considered only in cases where services have not been delivered as per the scope agreed upon at the time of purchase.
1.3 Once a service has been initiated, drafted, or partially delivered, refunds may not be applicable.
1.4 Refund eligibility is determined on a case-by-case basis, and the company reserves the right to deny or approve refund requests depending on circumstances.
2. Cancellation by Clients
2.1 Clients may request cancellations for services prior to the initiation of work. If the cancellation request is raised:
- Before commencement of service: A partial refund (after deducting administrative/processing charges) may be issued.
- After commencement of service: No refund will be applicable once drafting, bookings, or consultation has begun.
2.2 If a client fails to provide required documents, information, or responses within the stipulated timeline, The Visa Coach will consider the service as “delivered,” and no refund shall be processed.
2.3 Cancellation requests must be raised in writing via email to info@thevisacoach.in with complete details of the service purchased, transaction reference, and reasons for cancellation.
3. Cancellation by The Visa Coach
3.1 In rare circumstances, The Visa Coach may cancel a service due to unforeseen operational or technical reasons. In such cases:
- Clients will be offered an alternative service of equal value, OR
- A full refund will be issued if no alternative is suitable.
3.2 Refunds in such cases will be processed within 7–14 business days from the date of cancellation confirmation.
4. Non-Refundable Services
The following services are strictly non-refundable once initiated:
- Dummy flight and hotel reservations once booking confirmations are generated.
- Drafting of SOPs, cover letters, or supporting documents once delivered.
- Travel insurance policies once issued.
- Apostille and document legalization once submission has begun.
- Advisory or consultancy sessions once completed.
5. Refund Eligibility
Refunds may only be processed under the following scenarios:
- Duplicate payment due to technical errors.
- Payment made but service not initiated within the promised timeline, and no alternative resolution was provided.
- Service provided was materially different from what was described in official communication.
Refunds are not applicable under the following scenarios:
- Visa refusal, rejection, or delay by embassies/consulates/government bodies.
- Incorrect or incomplete information provided by the client.
- Change of travel plans or personal reasons for cancellation.
- Delays caused by third-party service providers (airlines, hotels, insurance companies, courier agencies, or government offices).
6. Refund Process & Timelines
6.1 To request a refund, clients must submit a formal refund request via email at info@thevisacoach.in, including:
- Full name
- Service purchased
- Date of purchase and payment proof
- Reason for refund request
6.2 Upon receiving a valid request, The Visa Coach will review the case and notify the client within 5 business days whether the request has been approved or denied.
6.3 If approved, refunds will be processed within 7–14 business days through the same payment method originally used. The client will be notified once the refund is issued.
7. Deduction & Processing Charges
7.1 All refunds, if applicable, will be subject to deduction of:
- Administrative and processing fees
- Payment gateway charges
- Service charges for work already completed
7.2 The exact deduction will vary depending on the service purchased and the stage at which cancellation is requested.
8. Dispute Resolution
8.1 In case of disagreements regarding refunds or cancellations, clients are encouraged to first contact our support team at info@thevisacoach.in for resolution.
8.2 If unresolved, disputes may be escalated to independent mediation or arbitration under the applicable laws of India.
8.3 Jurisdiction: All legal matters arising under this policy shall fall under the courts of New Delhi, India.
9. Limitation of Liability
9.1 The Visa Coach shall not be liable for any indirect, incidental, or consequential losses arising out of refund or cancellation matters.
9.2 Our total liability, under any circumstance, shall not exceed the amount paid by the client for the specific service in question.
10. Policy Updates
10.1 The Visa Coach reserves the right to amend, modify, or update this Refund & Cancellation Policy at any time without prior notice.
10.2 The latest version will always be available on our official website www.thevisacoach.in.
10.3 Clients are encouraged to review this policy periodically to stay informed.
11. Important Disclaimers
- The Visa Coach does not guarantee visa approval. Refunds will not be provided in cases of refusal or delay caused by embassies or government bodies.
- Payments made to us are for consultancy, documentation, and advisory services only, and not for government or embassy fees.
- All services are subject to the client’s timely cooperation and accurate information sharing.
12. Contact Information
For cancellations, refunds, or further clarifications, clients may contact:
📍 The Visa Coach
208, Studio Apartment, Sector 16B, Dwarka,
New Delhi – 110078, India
📞 Hotline: +91-9717293001
📧 Email: info@thevisacoach.in
⏰ Working Hours: Mon–Sat, 10:00 AM – 07:00 PM IST
