Same Night/ Last Minute Cancellation Policy
Written by Artyom Meltonyan
Updated at September 2nd, 2025
- Policy & Procedures
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- POLICIES
- POLICIES
- POLICIES
- PROCEDURES
PURPOSE
To handle unforeseen circumstances that may arise, leading guests to request cancellations on short notice.
SCOPE
This Policy aims to establish fair guidelines for handling cancellations made within the same day of booking and for request to cancellations on the same day as the reservation was made.
ROLES AND RESPONSIBILITIES
| Task/Deliverable | Responsible (R) | Accountable (A) | Consulted (C) | Informed (I) |
| Develop Cancellation Policy | Head of Customer Relations | Revenue Manager | Revenue Management | Guest Relation Supervisor, Marketing Team |
| Implement Policy in Booking System | Revenue Analyst | Revenue Manager | Head of Customer Relations | Reservation Team, Guest Support Team |
| Communicate Policy to Guests | Reservation Team, Guest Support Team | Revenue Supervisor, Guest Support Supervisor | Marketing Team | All Management |
POLICY
| Days Up to Check-In | Booking Cancelation Grace Period | Cancelation Processing Fee | Amendment of Booking Dates |
| 3 days and more from booking date | Within 12 hours | 3% of Booking Value | Free of charge only rate difference shall be settled. |
| 1 - 2 days | Within 2 hours | 3% of Booking Value | Free of charge only rate difference shall be settled. |
| Same Day Check in | Within 1 hour | 1 Night Rent Deduction | Amendment of Check-in dates is not permitted. |
Cancellation Timeframe: Guests are eligible to request a cancellation on the same day of booking within below timeframe once the booking is confirmed, Cancellation requests received after the specified time will be subject to the standard cancellation policy outlined in the booking terms and conditions.
Notification of Changes: Guests must promptly notify us of any changes in their plans to facilitate smooth communication and potential rebooking opportunities, such as offering guests the option to rebook for alternative dates within a specified timeframe without incurring additional charges.
Documentation Requirement: Guests requesting last-minute cancellations are required to provide relevant documentation, such as a medical certificate or proof of emergency, to be considered for exceptions to the standard policy.
Refund and Credit Policy: Guests cancelling within the allowed timeframe will be eligible for a refund of the booking amount. No refunds or credits will be issued for cancellations made after the specified time.
Communication and Procedure: Guests must submit cancellation requests by providing the specific reason for booking cancelation through our designated Customer Support Team, the cancelation request must be promptly acknowledged, and the outcome shall be communicated with the guest.
Exceptions: In exceptional cases, such as documented emergencies or extenuating circumstances, we as the holiday home company reserves the right to review and consider alternative arrangements on a case-by-case basis.
Guest Responsibility: Guests are responsible for understanding and adhering to the terms outlined in the Last-Minute Cancellation Policy at the time of booking.
Policy Review:
This policy is subject to periodic review and revision to ensure it remains current and effective in managing damages and protecting the integrity of Deluxe Holiday Homes properties.