Source: As worded by Indian Railways, Government of India

For the convenience of passengers traveling in large groups, Indian Railways allow for the booking of Special Trains for a minimum distance of 500 Km and a minimum composition of 18 coaches.

Here are some guidelines to help you book a special train:

1. Submit an application, in the prescribed form to the Chief Passenger Transportation Manager through the Station Manager of the station from where the journey is to commence.
2. In your application give details such as destination, route to be followed and halts en route.
3. The application must be submitted at least 30 days in advance and not more than six months prior to the commencement of the journey.
4. The application should be accompanied by a Security Deposit of Rs. 50,000/- per coach, paid at the station from where the journey is to commence.

The cost of booking a special train will vary with the distance to be covered. The charges will include fare, service charge, reservation charge, development charge, detention charge and empty haulage charge. The stipulated charges must be paid in full at least 48 hours in advance of the departure of the train.

Refund

The Station Manager of the journey originating station will refund the security deposit & over-charges, if any, provided that the party has deposited the folder within 6 months of the completion of the tour. While granting refund, the Station Manager will ensure personally that no undercharges is pending from the party and the Coach/Saloon/Tourist Car has been returned to Railways in sound conditions. Refund will be granted after deducting all due charges, including charges for excess detention, under-charges, etc., if any.

No refund will be granted if the folder and/or the ticket is lost or both are not deposited in original.

If the folder is submitted after the normal time limit of 6 months and up to maximum 3 years of completion of the tour, the General Managers, in consultation with their FA & CAOs, will have full powers to settle such cases. No refund shall be permitted if the folder is deposited after three years of completion of the tour.

Refund, will however, continue to be granted after deducting any amount due from the party.

The charges will include fare, service charge, reservation charge, development charge, detention charge and empty haulage charge.