No one wants to cancel a tour at the last minute, but sometimes things happen. It could be illness or injury, a family matter, or even a safety concern. Whatever the reason you need to cancel a tour days or weeks before departure, know that you’re not alone.
Before you reach out to the tour company
Where do you start? Before you reach out to the tour company or travel agent, here’s two things to do to prepare:
- If you bought travel insurance (many tour companies require some kind of trip coverage when you book), take a look at your policy. More full-coverage (read: more expensive) policies sometimes include “cancel for any reason” coverage, which is going to be important in this situation. Even policies without the cancel for any reason coverage may have clauses that apply to your situation (especially if you’re cancelling due to injury or illness). Once you understand your policy, you can connect with the insurance company to see what the correct procedure is for your situation.
- Do a search using your tour company name plus the term “cancellation policy.” Take the time to read through the policy. Chances are, you’ll find that there’s a tiered system that gives you a partial refund or credit depending on how far out you book. Cancellation fees might also apply. Reading through the rules will also give you a sense of which extenuating circumstances will give you more leeway. For instance, a tour company might offer more refund or credit if you can provide a doctor’s note.
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If you booked through a travel agency
If you booked through a travel agency, it should help you navigate the situation. And while many travel advisors will step up and help you figure out the best solution with the minimum loss of money, that’s not a guarantee. So if your travel advisor gives you info that doesn’t seem quite right, do your own research and bring it back to them. Often when you book with a travel agency, you don’t have the same level of direct access to the tour company, so you may need your travel advisor to make the calls even if you’re doing the legwork.
Next steps
If you booked directly through a tour company (a more and more common approach), it’s now time to reach out. A phone call is likely your best bet, since you’ll be able to talk through the process and options with a human instead of dealing with the slow-motion back and forth of exchanging emails.
You’ll also need to cancel any other travel associated with the trip, ASAP. If you didn’t book airfare through the tour company, that will mean cancelling your own flights. And if you booked hotel stays before or after the tour, don’t forget to cancel those too.
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As you’re going through this process, keep in mind that unless you have excellent trip insurance, you’re unlikely to get all your money back. Cancellation fees are pretty standard; and within a certain number of days before a trip, the refund amount dwindles to little or nothing. But by being patient, persistent, and polite, you can make the best of a bad situation. And remember that if you end up with a bunch of credit from the tour company and airline, it’s just a future vacation just waiting for you.
