Travel Travel Tips

How to change your hotel booking after ‘late cancellation’

Plans change. People can’t always make it, some get sick, flights get cancelled or delayed, and sometimes we just want to spend a little longer in the paradise we are in before we move on to our next destination. That’s what we call life! Life is unpredictable and especially when traveling, plans can (and sometimes have to) change, but that’s ok!

Unfortunately, when making online hotel bookings it’s not always possible to make changes free of charge after a specific date, particularly when booking via online booking agents such as Booking.com, Kayak, Hotels.com etc. This date can be anything from a few weeks prior up until the night before your anticipated arrival. Often when you try to cancel or modify your booking after this date via the company website, you will be informed that you cannot make changes at this point and in case of a no show (i.e. you don’t turn up) you will be charged the entire hotel fee.

We have found ourselves in this situation many times in various destinations and we are sure you have/will at some point in your lifetime too. Previously, we have taken it as a loss of finances believing that nothing can be done about the situation and the companies involved won’t understand/care or alter their ‘policies’ for one booking. After all, both the hotel and booking agent are running businesses and if the cancellation is too late the hotel likely won’t be able to fill that room meaning it’s either their loss or yours.

Here’s an example. When flying to Kuala Lumpur (KL), Malaysia, from Bali, Indonesia, our flight was delayed due to volcanic ash clouds so we couldn’t leave the island for another few days. In KL, we had booked a luxury hotel for Brett’s birthday celebrations and already the date had passed for free cancellation. Rather than contacting the hotel and explaining our situation, we just took it as a loss of finances and was charged the full amount for the 4 night stay. This has happened numerous times including recently, which motivated this post as I found myself in this predicament again and was just certain there must be something we can do about it this time.

Recently, my sister and I planned to hike Snowdon at 1am on Summer Solstice to enjoy the sunrise views from atop the 1,000 metre high mountain at around 5.30am. Given that it’s the highest mountain in Wales and would have been my first night time hike, we trained moderately (I would like to say extensively but that would be a lie!), and went on as many walks as we could in the three months prior.

Anyway, one week before our anticipated hike I returned from a week long conference trip to Munich, Germany (you may have seen a few highlights on our Instagram @travellinguru_). I felt fine and hopped back into my daily routine of work, gym, yoga, until three days before the day we were due to hike, I became awfully rundown with flu-like symptoms.

Ever the optimist and not one for being beat by illness, I left it right until the night before we were due to leave for Snowdon until I admitted defeat. How could I hike the highest mountain in Wales when I couldn’t even walk upstairs without feeling breathless? Unfortunately, the date had passed where we could modify our booking free of charge so we were challenged with either paying the full amount or trying our luck to change the booking.

We tried our luck and got lucky! I want to share with you just how we did it because it’s super easy and to be honest, I was so surprised it worked because as I mentioned earlier, we thought policies were policies!

If you find yourself in the same situation, try following these three simple steps to change your hotel booking after the agreed modification date has passed when booked via a booking agent.

1. Contact the hotel

First, you need to contact the hotel and explain your situation. It is often better to contact them via telephone as you are almost guaranteed a response whereas emails can get passed on from employee to employee and often disregarded. For us, we explained how we would kindly like to request to change from a family room accommodating three people to a twin room accommodating two people as one of our group have fallen sick last minute and therefore cannot make the trip. It seemed silly to pay a 1/3 of a £200 per night hotel when I wasn’t even there!

Essentially, the conversation you have here will determine whether you continue to the next step as it really is up to the hotel whether they will honour your request or not. You may wish to express your concerns with the manager as they will have more power over the decision. Often hotels can be more understanding than you might initially think so it is always good to contact them and discuss your options. If the hotel agrees, move to step two.

2. Contact the booking agent

If you have booked your hotel through a third party such as Booking.com, Kayak, or Hotels.com, the hotel will likely inform you that it is your responsibility to arrange with the booking agent to make official changes to the booking. In this case, the booking agent could potentially charge an admin fee, but this will depend on the company policy.

Again, contacting via telephone is best and often the only way to get in contact with these kind of companies. You might be able to use an online chat room on the company website. However, this could delay the process and will likely lead you to phoning an actual human being to clarify the details later on. At this point, make sure you have your booking details to hand including your confirmation number, pin code (if appropriate e.g. on Booking.com), contact details of the person who made the booking (including name, address, email and contact number), and details of the modifications you want to make (e.g. date, room size etc.).

Confirm with the booking agent that the hotel have agreed to alter your booking, however, they requested that the booking agent officially makes these changes and resends the booking confirmation to you and the hotel with the new details. At this stage, any admin fees and change in price will be calculated and should be clearly discussed before confirming the new arrangements.

3. Booking agent confirms with hotel

The booking agent will then contact the hotel to confirm that the hotel have agreed to allow these changes. If you are speaking on the phone to the booking agent, you will likely be put on hold while they contact the hotel. However, if they cannot reach them at that moment, they will send an email with the details to the hotel and you will have to wait for the response via email.

If contact is successful, the booking agent should confirm this and you should be sent a new booking confirmation via email with the modified booking details including change of date/price etc. where applicable.

If contact is unsuccessful and you are still waiting for the email after 24 hours, it might be best to follow the process again and see whether it has been confirmed. It might be that the hotel have disregarded or forgotten about the email so it is best to have the booking agent try again.

Also, make sure you change the booking before you check in because once you’ve checked in, it makes it a lot more difficult to modify your booking, especially if you have paid upon arrival.

Although you might not be successful each time you wish to modify a booking past the agreed date, it’s certainly worth a try given that policies and people are different from once place to the next. If you can potentially save some money while on your travels, it’s certainly worth a shot, right? We will definitely be using this method on our future travels.

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