Cancelling a trip that you’ve been looking forward to can be really disappointing. All that pent-up anticipation, excitement, and preparation can suddenly get pulled out from under your feet like a rug. There is no way to make this fun, but some preparation and thought can help you minimize your expenses and maximize what you can get refunded or claim on your insurances.
My husband had recently had a health scare which entailed running to do a number of tests all while we were scheduled to depart on the trip of a lifetime to Vietnam and Cambodia. Months of planning, a complicated itinerary with internal flights, tours, hotels and boats had all been painstakingly prepared and secured with deposits or in some cases full payment.
Fortunately, we got the test results the same day we were to depart, and all came out well which allowed us to make our flight, but the rollercoaster ride of the few weeks prior made us think through what would have to be done if we had to cancel or postpone.
The worst case: You have to cancel!
How to cancel a trip
- First, if it’s because of a medical reason, ensure you get a note from your doctor that says you cannot fly. You’ll need this for any insurance claims. If another reason, make sure you get documentation (death certificate, legal notice, etc.)
- Call your credit card or travel insurance provider and get them to send you the claim forms.
- Start with the flights. If you have to cancel, there is typically a cancellation fee or change fee. This can be as much as $200 for local flights but more for international and even more if you are in a higher category of cabin. Check this on your ticket. You typically will get more back if you cancel before departure, don’t just ‘not show up’. Also call the airline and talk to them. Believe it or not, people still have some compassion sometimes.
- Next, cancel the hotels. Write or call them but do so before the notification period expires. In some cases, you can cancel outright within one or two days of arrival. In other cases, the deposit or complete payment may be forfeited. Again, if you explain the situation you may still get a reimbursement. If not, ask about a credit for a future stay.
- Tours and transfers. Check the cancellation policies and write to them explaining the situation. If you intend to return, again see if you can get a credit for a future date if not a full or partial refund.
- Finally, be sure to submit your insurance claims within the allowable period. Usually 30-90 days.
Remember that a trip can always be redone, don’t risk your health. Ending up in a foreign hospital could end up being worse and much more expensive.
A final note: Be sure to keep all your receipts throughout your vacation in case you need them to submit an insurance claim for a trip interruption.
Good health and safe travels!