The anticipation of the vacation is huge. The closer the day of departure gets, the better the mood becomes. But what a pity when something unforeseen suddenly happens! Unfortunately, there are many reasons why a trip has to be canceled - illness, accident, damage to property or bereavement are often the reason for a trip cancellation.
When a trip is actually canceled, many questions arise: How do I cancel my trip? What fees are incurred? How can I avoid unnecessary costs? What rights do I have? We explain what you need to bear in mind when canceling a trip.
What does a trip cancellation cost?
In principle, you can cancel your travel contract at any time. However, your tour operator may then demand compensation. The amount of this compensation is specified in the travel contract and can usually be found under “General travel conditions”. It states at what point you have to pay what amount as compensation. Sometimes you only have to pay a part, sometimes the entire travel costs.
The amount of the cancellation fee varies. This is also referred to as a flat-rate compensation fee. The following points influence the amount of the lump sum:
- Time gap between your cancellation and the start of the trip
- Costs saved by the tour operator due to your trip cancellation
- Income that the tour operator has as a substitute
As a general rule, the earlier you cancel your trip, the lower your cancellation fees will be. The amount should be based on the price of the trip. The tour operator must state the reasons for calculating the fees. Our tip: Cancellation insurance protects you from cancellation costs that arise if you have to cancel your vacation for certain reasons.
Cancel a package tour or individual trip
The costs and procedures for canceling a trip differ depending on the type of trip: Have you booked a package tour or is it an individually arranged trip?
Cancel a package tour
- Contact your tour operator as early as possible.
- State your reasons for canceling the trip.
- Ask for your money back and set a repayment deadline of three weeks.
- Send the letter by registered post.
Cancel an individual trip
Individual trips are generally not so easy to cancel, as flights and accommodation are booked directly - without a tour operator.
- Do you have to cancel your flight? Then the airline will decide whether and how much money you get back.
- You can rarely cancel low-cost flights. As a rule, the flights expire and you will not get any money back.
- Booked flights in higher price categories can usually be rebooked or canceled for a fee. This is the case with business class flights, for example.
- Do you need to cancel your hotel? That can also be difficult. Each hotel has its own guidelines for canceling. Read the general terms and conditions (GTCs). You will find the conditions there.
- As a rule, you will also have to pay cancellation fees for canceling your hotel.
Can I cancel my trip without a reason?
In principle, you are not obliged to go on a booked trip. It does not matter for what reason you wish to cancel. Do the general terms and conditions of your travel contract only allow you to cancel for certain reasons? This is not permitted. You can cancel any trip up to the last day. In the worst case, however, you will have to pay the entire travel costs.
If you have already started your trip, you can only cancel it for a good reason. This could be a death in the family, for example. You will then have to pay the cancellation fee instead of the price of the trip.
Canceling a package holiday - when can I cancel free of charge?
You can cancel your package holiday free of charge if there are unavoidable and exceptional circumstances at the vacation destination. For example, in the event of natural disasters or epidemics. The Ministry of Foreign Affairs usually issues a travel warning in such cases.
You can also cancel your package tour free of charge if there are significant changes to the itinerary. For example, if flight times, the place of arrival or accommodation are changed.
If you cannot or do not wish to travel yourself, you have the right to nominate a substitute to travel in your place. However, you must inform the tour operator in good time. The tour operator may then object if the replacement person does not meet the same requirements as you (e.g. is unfit to travel in the tropics). You may have to pay a rebooking fee. However, you will no longer have to pay a cancellation fee.
If you are unable to travel due to time constraints, try to rebook your trip as early as possible. Be sure to mention the problem as early as possible to avoid extra costs. You may also have to pay a rebooking fee.
What reasons are recognized by travel cancellation insurance?
A trip can be canceled for a variety of reasons. In many cases, travel cancellation insurance covers the cancellation fees, return travel costs and costs of unused travel services. It depends on the reasons why you cannot go on your trip. Which reasons are recognized depends on the insurance company. A detailed list of the insured reasons can be found in the respective insurance conditions.
Travel cancellation insurance usually recognizes the following reasons:
Health reasons
- Injury due to accident or serious illness
- Pregnancy and pregnancy complications
- Strong vaccination reaction due to vaccine intolerance
- Death in the family
- Receipt / donation of tissue or organs
- Breakage of prostheses / loosening of implanted joints
Educational & professional reasons
- Failure to pass a final examination
- Called up for military service
- Repeat date for failed examination
- Loss of employment
- Short-time work due to the economic situation
Other reasons
- Divorce
- Adoption
- Court summons
- Damage to property (e.g. due to storm, flood, burst pipe or criminal act by a third party)
Important: The reason for canceling your trip must not have been known at the time of booking.
What documents do I need for a trip cancellation?
Would you like to cancel your vacation for insured reasons? Then you will need the following documents:
- Confirmation of your trip booking
- Proof of insurance
- Proof of your reason for cancellation (e.g. death certificate in the event of death, medical certificate in the event of illness, certificate from your employer in the event of dismissal)
- Cancellation invoice and receipts for amounts you have already paid
If the cancellation insurance recognizes your reasons for cancelling your trip, it will reimburse up to 100% of the costs incurred. Some travel insurance policies offer the option of agreeing a deductible. This means that you have to pay part of the costs yourself in the event of cancellation. This makes the price of the travel insurance cheaper. When taking out the insurance, check whether an excess is included.
Until when can I cancel my trip?
You can cancel your trip at any time before the start of the trip. However, please note that the costs of canceling usually increase the closer you get to the departure date. It is therefore advisable to cancel your trip as early as possible as soon as you have a valid reason to do so. Many travelers hesitate to cancel in the hope that their state of health will improve by the time they travel. However, this can lead to higher cancellation costs. And your cancellation insurance may reduce the benefits in this case. Therefore, ask your insurance company about a cancellation consultation so that you can receive individual advice and clarify in good time whether you should cancel your trip immediately or wait.
What is the difference between trip cancellation and trip interruption?
The difference between trip interruption and trip cancellation lies in the time at which the reason for cancellation occurs. There is appropriate insurance for both cases.
Trip cancellation insurance applies if you have to cancel your trip before departure for insured reasons.
Trip interruption insurance applies if reasons arise during your trip that force you to return home early. This insurance reimburses you for the costs of unused travel services. Travel interruption insurance is useful, for example, if you are ill during your vacation.
How can I avoid high cancellation costs?
There are many reasons for having to cancel a trip. However, without suitable insurance cover, this is often associated with high costs. If you cancel shortly before the start of your trip, the cancellation costs can be almost as high as the travel costs themselves. We therefore recommend travel cancellation insurance, especially if there is a high risk of cancellation, such as for families with young children, pregnant women or senior citizens. We also recommend travel interruption insurance, which will reimburse you for the costs of unused travel services if you have to leave early.
Take precautions with travel insurance and start your vacation worry-free
With the right travel insurance, you can take precautions and protect yourself against high cancellation costs due to trip cancellation or curtailment. Europäische Reiseversicherung's cancellation cover offers you reliable protection with comprehensive cancellation and curtailment cover. This means you are perfectly protected if something unforeseen happens before or during your trip and you have to cancel or interrupt your trip unexpectedly!