What to Do Before You Ask for a Travel Refund

Start with your receipt and the cancellation policy

Before you contact anyone about a refund, gather three things: your booking confirmation, your receipt or proof of payment, and the cancellation policy from the company you booked with. The policy is usually in your confirmation email or on the company's website under "Terms" or "Booking Conditions". Read it word for word — it will tell you whether you can get money back, how much, and what you have to do to request it.

The cancellation policy is the contract that governs your refund. Airlines, hotels, and tour operators all set their own rules. Some offer full refunds if you cancel before a certain date. Others offer partial refunds or credit only. A few offer no refund at all. What the company owes you depends entirely on what that policy says, not on what you think is fair.

If you cannot find the policy, check your email for the original booking confirmation — it almost always includes a link to the full terms. If you booked through a third-party site like Expedia or Booking.com, log into that site and look for your reservation details. The policy should be there.

Key Takeaways

• Your cancellation policy determines what refund you can receive, so locate it in your booking confirmation or the company's website before you contact them.
• Different refund types — cash refund, credit, or partial refund — are handled differently and may require different documentation or timelines.
• If you paid with a credit card and the company refuses a refund you believe you are owed, you can dispute the charge with your card issuer as a last step.
• Travel insurance, if you purchased it, may cover cancellations the airline or hotel will not, so check your policy documents before requesting a refund.
• Keep all communications with the company in writing, either email or their online chat system, so you have a record of what was promised and when.

Understand what type of refund you are requesting

Refunds come in three forms, and the company's response depends on which one you are asking for. A cash refund means money back to your original payment method — your credit card, debit card, or bank account. A credit means a voucher or account balance you can use for a future booking with that company only. A partial refund means you get back a portion of what you paid, usually after the company deducts a cancellation fee.

Most companies prefer to issue credit rather than cash refunds because it keeps your money in their system. If the cancellation policy says you get a refund, it often means credit unless you push back. If you need actual money, you will need to ask for a cash refund specifically and be prepared to explain why credit does not work for you — though the company is not required to agree.

Check whether your situation qualifies for any refund at all. If you cancelled outside the refund window, or if the policy says "non-refundable", you may not be owed anything. If the company cancelled on you — the flight was cancelled, the hotel closed, the tour did not run — that is different. Company cancellations almost always trigger refunds, though the company may offer credit first.

Gather documentation before you submit a request

Have these documents ready before you contact the company: your booking confirmation number, your receipt showing what you paid and how you paid it, your cancellation policy printout, and any communication from the company about the cancellation or your booking. If the company cancelled the service, save any email or notification they sent you. If you cancelled because of a personal emergency or illness, you may want to have documentation of that too, though most companies will not refund based on personal circumstances unless the policy specifically allows it.

If you used a travel agent or booked through a third-party site, you will need your confirmation from that site as well as your confirmation from the actual airline, hotel, or tour operator. Some third-party sites handle refunds themselves; others require you to contact the provider directly. Your booking confirmation will say who to contact.

Take screenshots of everything — the cancellation policy, your booking details, your payment confirmation. Email screenshots to yourself or save them to a folder. If you have to dispute the charge later with your credit card company, you will need these images as proof.

Contact the company through the right channel

Do not call if you can help it. Contact the company by email or through their website chat system so you have a written record of the conversation. Start with the customer service email address or chat option on their website. If you cannot find it, look for a "Contact Us" page. Avoid social media — companies often respond there but do not keep formal records the way they do with email.

In your message, include your booking confirmation number, the dates of your booking, what you are requesting (cash refund, credit, or partial refund), and a brief reason if relevant. Attach or reference your cancellation policy. Keep the tone neutral and factual. Do not threaten or demand; simply state what you are owed based on the policy and ask for it to be processed.

Expect a response within 5 to 10 business days for most companies, though some take longer. If you do not hear back after two weeks, send a follow-up email referencing your first message and asking for a timeline. Save every response you receive.

Know what to do if the company denies your request

If the company says no, ask them to explain which part of the cancellation policy they are applying and why. Sometimes companies misread their own policies or apply them incorrectly. If their explanation does not match what the policy actually says, reply with the exact policy language and ask them to reconsider.

If they still refuse and you believe you are owed a refund under the policy, your next step depends on how you paid. If you used a credit card or debit card, you can dispute the charge with your card issuer. This is called a chargeback. Contact your bank or card company and tell them the merchant refused to honor their cancellation policy. Provide all your documentation — the policy, the confirmation, the emails from the company. The card issuer will investigate and may reverse the charge in your favor.

Chargebacks take time — usually 30 to 90 days — and the company can respond to dispute it. But if you have clear documentation that the policy promised a refund and the company refused without valid reason, you have a reasonable case. This is why keeping everything in writing matters.

Check whether travel insurance covers your situation

If you purchased travel insurance when you booked, review your policy documents now. Travel insurance often covers cancellations that the airline or hotel will not — illness, injury, a death in the family, or job loss, depending on the policy. Some policies cover cancellations for any reason, though usually at a reduced rate.

Read the "covered reasons" section carefully. If your reason for cancelling is listed, file a claim with the insurance company. You will need to submit your booking confirmation, proof of payment, the cancellation policy from the travel provider, and documentation of your reason — a doctor's note, a death certificate, a termination letter from your employer. Insurance companies are strict about documentation, so provide everything they ask for.

Insurance claims can take weeks or months to process. File as soon as you know you will not be traveling. Do not wait until after you have already requested a refund from the travel company, because some policies will not pay if the company has already refunded you.

Track your refund once it is approved

Once the company approves your refund, ask for a timeline. Cash refunds typically take 5 to 10 business days to appear in your account, though some companies take up to 30 days. Credit refunds are usually instant — you should see the balance in your account immediately. If you do not see the money or credit within the stated timeframe, follow up with the company again.

If you received a credit but need cash, ask the company whether you can transfer it or whether it expires. Some credits are non-transferable and expire after a year. If that does not work for you, you may be able to use the credit for a future trip and then request a refund on that booking, though this is not may provide to work.

Keep your refund confirmation email. If the money does not arrive or the credit does not show up, you will need proof that the company promised it.

Frequently Asked Questions

Can I get a refund if I just changed my mind about the trip?

Only if your cancellation policy allows it. Most non-refundable bookings cannot be refunded for any reason, including change of mind. Some policies offer a refund window — usually 24 to 48 hours after booking — where you can cancel for any reason. Check your policy to see whether this applies to you.

What if the airline or hotel changed the dates or times after I booked?

A significant change — such as a flight time moved by several hours or a hotel room type changed — often qualifies you for a refund even if the original booking was non-refundable. Contact the company and explain the change. If they will not refund, you may have grounds for a chargeback dispute.

How long do I have to request a refund?

This depends on the company and the reason for the refund. Most cancellation policies do not have a time limit for requesting a refund after you cancel, but some do. Check your policy. If you are disputing a charge with your credit card company, you usually have 60 to 120 days from the charge date, depending on your card issuer.

Will the company refund me if they cancelled the trip, not me?

Yes, in almost all cases. If the airline cancelled the flight, the hotel closed, or the tour operator cancelled the trip, you are owed a refund regardless of the cancellation policy. The company may offer credit first, but you can request a cash refund. If they refuse, dispute it with your credit card company.

What if I booked through a third-party site like Expedia?

Contact the third-party site first, not the airline or hotel directly. The site is responsible for processing your refund. If the site refuses, you can then contact the actual provider to confirm the cancellation policy, and if needed, dispute the charge with your credit card company. Keep records from both the site and the provider.