How do I cancel a hotel reservation?

To cancel a hotel reservation usually requires a few steps, and the exact process may vary depending on the hotel’s cancellation policy and the platform or website you used to make the reservation.

Here’s a general guide on how to cancel a hotel reservation:

Review the Cancellation Policy: Prior to attempting to cancel a hotel reservation, review the cancellation policy affiliated with your booking. This policy may differ from hotel to hotel and could include details regarding cancellation deadlines, charges, and eligibility for refunds.

Log into Your Booking Account: If you booked your stay through an online travel agency (OTA) such as, Expedia, or directly through the hotel’s website, please sign in to your account where the reservation was originally created.

Locate Your Reservation: After logging in, find your reservation by entering the booking reference number or your email address and confirmation number. This information is generally included in the confirmation email you received when you made the booking.

Check for Cancellation Options: Within your booking, you should see an option to cancel a hotel reservation or modify your reservation. Click on that option to proceed.

Follow the Cancellation Process: The website or app will guide you through the process of cancelling. You may need to provide a reason to cancel a hotel reservation. Make sure to review any messages or notifications regarding cancellation fees or refund details.

Confirm the Cancellation: Once you have completed the cancellation process, the website or app should confirm the cancellation of your reservation. It is recommended that you take a screenshot or note down the cancellation confirmation number for your records.

Confirm Cancellation Email: Typically, platforms and hotels will send an email to confirm the cancellation. Retain this email for your records as it serves as proof of cancellation.

What more do you need to do?

Check for Refund: If you are eligible for a refund based on the hotel’s cancellation policy, please allow some time for the refund to process and be credited back to your original payment method. Refund time frames can vary, so please monitor your account and be patient.

Contact Customer Support (if necessary): If you have any issues or questions about canceling, don’t hesitate to get in touch with the hotel directly or the customer support of the booking platform. They can provide assistance and clear up any doubts.

It is also important to read the terms and conditions associated with your reservation because each platform and hotel may have different policies. Please contact the hotel or booking platform if you have any uncertainties or special circumstances. Additionally, it’s important to note any cancellation deadlines since canceling outside of the permitted time frame could lead to charges or fees.

How to cancel a non-refundable hotel reservation

To cancel a non-refundable hotel reservation can be challenging, as these reservations typically do not offer refunds. However, a few steps can be taken if you need to cancel a non-refundable hotel rate.

Review the Hotel’s Policies: Begin by reviewing the hotel’s specific cancellation policy for non-refundable rates. Some hotels may offer partial credit or the option to reschedule your stay, but this can vary by hotel. The terms will be outlined in the booking confirmation you received.

Check for Flexible Booking Options: Some hotels and booking platforms may offer flexible booking options, which enable you to modify your dates or reservation details for a fee. If available, this could be a preferable option to cancelling outright.

Contact the Hotel Directly: Contact the hotel’s front desk or reservations department via phone or email. Explain why you want to cancel a hotel reservation and kindly inquire if there are any available options. In certain instances, hotel personnel might be amenable to helping you out, particularly if you have a valid basis for canceling, such as an emergency medical situation or a bereavement.

What else can you do?

Consider Travel Insurance: Verify if your travel insurance policy covers cancellations and the specific circumstances under which it provides coverage. Certain policies may offer protection for nonrefundable reservations in the event of unexpected occurrences.

Attempt Resale or Transfer: Depending on the hotel’s policies, you may transfer your reservation to someone else. This could be a friend, family member, or someone you find through a resale platform. Notify the hotel of the name change to avoid check-in issues.

Check the Booking Platform: If you made the reservation through an online travel agency (OTA), contact their customer support to explore any options or advice they can offer. While they may not be able to refund a non-refundable booking, they may have suggestions or solutions.

Use the Reservation for a Different Date: Some hotels may allow you to modify your stay dates within a specific timeframe. If you plan to revisit the same location in the future, this option is worth considering.

Consider Dispute Resolution: If you believe there was an error in your reservation, or if the hotel’s cancellation policy was not clearly communicated during booking, you may dispute the charge with your credit card company. Prepare to provide supporting documentation for your claim.

Learn from the Experience: While not a solution to the current issue, use this experience as a lesson in booking terms and conditions. Going forward, exercise caution when booking non-refundable rates and thoroughly review the cancellation policy before finalizing your reservation.

Keep in mind that non-refundable reservations do not always guarantee a successful solution and may limit your choices. Prevention is frequently the optimal strategy, so when reserving lodgings, thoroughly contemplate your plans’ flexibility and whether a non-refundable rate is the suitable option for you.

Book via Online Booking Tools

Business travelers understand the frequent changes to plans. They and travel managers use online booking tools more often to improve their likelihood of being reimbursed for hotel reservations.

By using these tools, you can access the travel industry’s low fares and have greater leverage for canceling plans.

Would you like to learn more about our travel management solutions?

Contact our sales team to explore how we can assist you with your corporate travel program.

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