Change, Cancellation, Delay, Weather & Refund Policy
Private charter missions are individually planned around aircraft availability, crew, positioning, permits, customs, passenger requirements, cargo readiness, weather, and airport conditions. This guide explains how changes and disruptions are handled, while the written confirmation for your specific trip remains controlling.
If this public summary differs from the accepted quote, invoice, payment authorization, charter confirmation, signed agreement, or later written amendment, the trip-specific written document controls.
Why changes affect more than a seat
An on-demand charter is planned as a complete mission rather than a seat on a fixed airline schedule. Changing a date, passenger count, airport, cargo load, pet, departure time, or destination can affect aircraft suitability, crew duty, fuel, positioning, customs, permits, handling, daylight limitations, and third-party costs.
- Tell us as early as possible.Earlier notice creates more opportunity to preserve the mission and limit avoidable expense.
- Do not assume a change is accepted.A requested change becomes effective only after written confirmation from Tropic Air Charters.
- Keep all trip details accurate.Passengers, baggage, cargo, pets, timing, and destination information must remain complete and current.
- Plan commercial connections conservatively.Private charter timing can be affected by weather, customs, traffic, government procedures, and airport conditions.
How every request is evaluated
Tropic Air Charters reviews each request using the accepted trip documents, actual operational conditions, committed resources, and applicable aviation and government requirements.
Trip-specific terms
The accepted quote, invoice, confirmation, payment terms, and written amendments establish the commercial terms for the individual charter.
Aircraft and crew
Availability, crew duty, maintenance, positioning, payload, fuel, airport suitability, and destination conditions can affect whether a change is possible.
Customs and permits
Immigration, customs, airport, airspace, agriculture, health, security, and permit requirements may delay, restrict, reroute, or prevent a mission.
Weather and judgment
The pilot, operator, and applicable authorities retain final authority over safe departure, route, landing, payload, and continuation of the flight.
What happens when your plans change
Contact the charter team immediately. A phone call is helpful for urgency, but the change or cancellation should also be documented in writing.
Requested itinerary changes
Changes to dates, times, airports, destinations, passenger counts, baggage, cargo, pets, or mission scope are subject to review and written acceptance.
- The original aircraft or crew may no longer be available.
- The mission may require a different aircraft, routing, fuel plan, or schedule.
- Positioning, handling, customs, permit, crew, or third-party charges may change.
- A revised price or payment may be required before the change is confirmed.
Customer cancellation
Cancellation charges are determined by the accepted trip documents, timing of notice, resources already committed, and expenses that cannot reasonably be recovered.
- Deposits or payments may be nonrefundable when stated in the written confirmation.
- Aircraft positioning, crew, permits, customs, handling, lodging, or vendor costs may remain payable.
- Close-in cancellation or cancellation after dispatch may result in substantial charges.
- No exact cancellation percentage applies unless it appears in the accepted written terms.
Late arrival and no-show
Passengers and cargo must be ready at the confirmed time. A late arrival can affect crew duty, customs appointments, daylight operations, airport access, and the next scheduled mission.
- The aircraft may be unable to wait indefinitely.
- A delayed departure may require repricing, rescheduling, rerouting, or cancellation.
- A no-show may be treated as a customer cancellation under the written terms.
- Additional crew, handling, parking, customs, or positioning costs may apply.
Passenger or cargo not ready
Incomplete documents, undisclosed baggage, unapproved animals, inaccurate cargo details, unsafe packaging, missing permits, or goods arriving late can prevent departure.
- Unapproved items may be removed or refused.
- The mission may need a different aircraft or loading plan.
- Perishable or time-sensitive cargo remains the customer's responsibility until accepted.
- Delay or cancellation caused by readiness problems may be treated as customer-caused.
No schedule overrides safe operation
Weather, runway conditions, visibility, winds, thunderstorms, mechanical status, crew fitness, airport availability, airspace restrictions, and government requirements may require delay, rerouting, substitution, rescheduling, diversion, or cancellation.
Part 135 charter operations are subject to federal operating limitations and weather requirements. Passengers, brokers, shippers, and receiving parties must not pressure the pilot or operator to begin or continue a flight that is not considered safe or legal.
- Delay departure until conditions improve.
- Use a different departure or arrival airport.
- Adjust baggage, passenger, cargo, fuel, or routing plans.
- Substitute an appropriate authorized aircraft or operator when permitted and accepted.
- Reschedule the mission for another time or date.
- Cancel the mission when a safe, legal, and practical alternative is unavailable.
Financial treatment follows the written agreement
A private on-demand charter is not priced or administered like a seat on a fixed commercial schedule. The accepted trip documents and applicable law determine the financial result.
Unperformed service
When Tropic Air Charters cancels and no acceptable alternative service is performed, the company will review the portion of payment attributable to unperformed charter service under the written agreement and applicable law.
- Nonrecoverable third-party costs may be treated separately.
- Completed positioning, flight segments, handling, or services are not unperformed.
- The final accounting may require confirmation from vendors or government agencies.
Only when confirmed
A future-flight credit is valid only when Tropic Air Charters issues it in writing. The written credit should state the amount, expiration, transferability, eligible services, and any restrictions.
- Do not assume a verbal accommodation creates a permanent credit.
- Credits may be tied to the original customer or mission.
- A new trip remains subject to availability and current pricing.
Mission changes and recovery
A change, diversion, delay, substitute aircraft, extra landing, overnight, special handling, customs event, or customer-caused disruption can create additional cost.
- Material changes should be confirmed in writing whenever practicable.
- Emergency or safety circumstances may require immediate operational action.
- Payment may be required before continuation or rescheduling.
Connections, cargo, and external events
Some costs and consequences arise outside the charter itself. Build realistic buffers and protect the parts of the trip that Tropic Air Charters does not control.
Commercial airline connections
Tropic Air Charters does not guarantee a commercial-airline connection unless a specific written agreement expressly states otherwise.
- Allow time for customs, baggage, ground transportation, airline check-in, and security.
- Use flexible commercial tickets when possible.
- Consider travel insurance for missed connections, lodging, and other consequential expense.
Cargo and yacht provisioning
Cargo must be complete, accurately described, properly packaged, legally transportable, and ready by the confirmed acceptance deadline.
- Late or incomplete shipments may miss the planned aircraft.
- Temperature control, storage, consolidation, and delivery windows require written coordination.
- Receiver, marina, resort, customs, and broker availability can affect delivery.
Force majeure and government action
Severe weather, natural disaster, airport closure, airspace restriction, government order, civil emergency, labor disruption, security event, epidemic, infrastructure failure, or similar event may make performance impracticable or impossible.
- Tropic Air may delay, reroute, suspend, reschedule, or cancel.
- Financial treatment follows the written agreement and applicable law.
- Third-party costs already incurred may remain nonrecoverable.
Substitute aircraft or operator
When operationally appropriate and legally permitted, Tropic Air may propose a substitute aircraft or properly certificated operator.
- The substitution may require customer acceptance and revised pricing.
- Aircraft capacity, cabin, baggage, schedule, and operating terms may differ.
- No substitution is final until confirmed through the applicable written process.
Contact us immediately and document the request
Prompt communication gives the charter team the best opportunity to preserve the mission, evaluate alternatives, and explain any financial effect before additional resources are committed.
Call (954) 267-0707 and send written notice to
- Identify the confirmed charter.Provide the customer name, travel date, itinerary, and confirmation or invoice reference.
- State the exact request.Specify whether you are changing the time, date, airport, destination, passengers, cargo, baggage, pet, or canceling the trip.
- Explain urgency and constraints.Include commercial connections, customs appointments, yacht departure, resort check-in, perishability, or delivery deadlines.
- Wait for written confirmation.The original trip remains in effect until Tropic Air Charters confirms the revised arrangement or cancellation.
- Review the financial effect.Approve any revised quote, charge, credit, refund calculation, or payment requirement in writing.
Why operational authority matters
These official federal resources explain the safety framework for legal on-demand charter operations and the weather limitations applicable to Part 135 flights.
Safe Air Charter
FAA information for passengers about legitimate on-demand charter operations, operator certification, operational control, and passenger safety.
Open FAA Safe Air CharterPart 135 Weather Requirements
The current Electronic Code of Federal Regulations lists operating limitations and weather requirements governing commuter and on-demand operations.
Review 14 CFR Part 135Changes, cancellations, weather, and refunds
These answers provide general guidance. Your accepted quote, confirmation, invoice, charter agreement, and written amendments control the actual trip.
Is submitting a charter request a confirmed booking?
No. A request begins the planning process. A charter becomes confirmed only after Tropic Air Charters issues and accepts the required written documents and payment conditions are satisfied.
Can I change my departure time or airport?
You may request a change, but it is subject to aircraft, crew, airport, customs, permit, daylight, and operational availability. The price and other terms may change.
What cancellation fee applies?
The fee, if any, is determined by the accepted trip-specific documents, timing of notice, resources already committed, and nonrecoverable expenses. This public page does not create a universal percentage.
What happens when weather prevents the flight?
Tropic Air may delay, reroute, substitute, reschedule, divert, or cancel based on safe and legal operating conditions. The written agreement determines resulting charges, credits, or refunds.
Will Tropic Air reimburse a missed airline connection?
Not unless a specific written agreement expressly provides otherwise. Travelers should use conservative connection buffers, flexible onward tickets, and appropriate travel insurance.
How do I cancel or request a change?
Call (954) 267-0707 and send written notice to
When is a refund final?
A refund is final when Tropic Air Charters confirms the amount and method in writing. Processing time can depend on accounting review, payment method, banks, card processors, and third-party cost reconciliation.
Can a substitute aircraft be used?
Tropic Air may propose a suitable authorized aircraft or certificated operator when appropriate. Capacity, schedule, price, and other terms may differ and should be documented through the applicable written process.
This page is a general customer-information summary. It does not itself confirm a charter, create a guaranteed schedule, establish a universal cancellation fee, promise a refund or credit, waive a written term, limit the pilot's operational authority, or replace applicable law. The accepted quote, charter confirmation, invoice, payment authorization, signed agreement, written amendment, and current operator instructions control the specific mission. Tropic Air Charters reserves the right to update this public policy prospectively. Management and aviation counsel should approve the final commercial terms before publication.
Early communication protects the mission
Contact Tropic Air Charters as soon as a date, passenger, airport, cargo load, connection, or destination changes. The charter team will evaluate the safest and most practical available option.