How to Cancel Non-Refundable Booking for Tours and Hotels [with sample email template]

One of the stressing parts of changing travel plans is canceling our flights, hotel bookings, and tours. But what if you purchased something that’s non-refundable? If we have no choice but to stay put, many travel-related businesses are allowing their customers to get a full refund. Here’s our guide on How to Cancel Non-Refundable Organized Group Tours and Hotels.

How to Cancel Non-Refundable Bookings Hotels & Tours [with sample email template]
Annie Spratt
Booking websites like Agoda, Booking.com, Airbnb, Traveloka, Trip.com, Klook, and many more have been very accommodating with the cancellations. However, there are times we can’t manually cancel them in our account as they have charges. We’ll teach you how to communicate through call or email to get your refund so you can use it on your future travels.

How to Cancel Non Refundable Bookings Hotels & Tours [with sample email template]
Artem Beliaikin

Reminder for Cancellation of Non-Refundable Bookings

Most websites have their cancellation processes and forms, but if you think it’s hard, then you can phone them or contact them through email.  We already have instructions for Agoda and Airbnb as well as some Local Flights and International Flights, you can read them for a more detailed guide.

Contact Centers of Major Hotels

The contact centers are suitable for the Philippines if it starts with +63, the +1 are global access numbers usually from the US. You can check out their website to know which number to call. Please note that charges may apply.

How to Cancel Non Refundable Bookings Hotels & Tours [with sample email template]

What to do During your Call to Cancel your Non-Refundable Booking?

STEP 1: Prepare your booking details (preferably your Booking ID or Reference Number), and the credit/debit card you used for payment. Prepare also the reason for your cancellation, e.g., coronavirus, the proclamation number, or any reference.

STEP 2: Dial the number and wait for the agent. Please be patient as the lines are busy because many other travelers are canceling, too!

STEP 3: Tell the agent you’re booking details and the information he or she may need. You may need to provide additional information.

STEP 4: Wait for the agent to confirm the cancelation of your booking and the refund method. It will be reversed in your Credit Card statement or be a fund for your future travels.

If the terms aren’t acceptable to you (e.g., you’ll be getting back only 80%, or there’s a cancellation fee), try again, another agent might help you!

E-mail Addresses

How to Cancel Non-Refundable Bookings Hotels & Tours [with sample email template]

How to E-mail a Third Party to Cancel your Non-Refundable Booking?

Documents you may attach:

  • Booking or Email Confirmation of your Itinerary
  • Travel Restriction Article or Proclamation (Screenshots)

Here’s a format of the letter you can send to them. Please remember to be polite and kind. You can add extra details too.

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Subject: Request for Refund due to Coronavirus Outbreak

Good day.

I am *insert your name* with Booking Reference Number *insert booking ID.*

I booked *Hotel Name or Tour Name* from *insert dates*, but because of *insert reason, e.g., coronavirus or announcement,* my/our travel plans would not push through for *insert reason – e.g., safety purposes, no more flights, I could not get out*. I would like to cancel my booking and ask for a full refund. I have attached my/our booking confirmation, travel restrictions, and announcements for your reference.

Hopefully, if it’s all safe and there are no more travel restrictions, I/we could book again as I am/we were looking forward to going to *insert place.*

Hoping for your response and consideration. Thank you very much.

Best regards,

Your Name

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Here’s a sample email using the template above:

How to Cancel Non Refundable Bookings Hotels & Tours [with sample email template]

Feel free to use the email template above so that you can cancel your non-refundable booking and get a refund. Hopefully, all goes well, and you can get your hard-earned money back in full or based on the tour and hotel companies’ terms and conditions. Let’s all travel when this situation is gone. Have a great stay at home!

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About the Writer

Lyza Paloma

Hey, I’m Lyza! I once was a person who just imagined going to places “one day” but decided to pursue my dreams. My first travel abroad was in Japan, solo, last 2018, and fell in love with the journey since. I’m aiming to visit 10 countries before turning 30 and 2 new places in the Philippines every year. Besides traveling, I love organizing trips, photography, reading, and making new friends. Follow my adventures through my Instagram.

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