While avoiding change fees for flights can be a major task, hotels can be easier as you typically find yourself at the mercy of whomever you beg speak with at the front desk. Here are some basic tips that have enabled me to be more successful with getting my way for clients when they want to cancel their hotel after the cancellation deadline.
- Book more lenient cancellation policies
While the majority of hotels have 24 hour in advance cancellation policies, a 4 or 6 PM day of arrival cancellation is becoming more common as business travel is increasing. If you think you may have a situation where you might have to change your accommodation or dates look for these more flexible options. Resort type properties and pre-paid reservations are the least lenient. Some may have 1-2 week policies or once it’s pre-paid you might not be able to get your money back without sweat and tears. Also, booking directly through the hotel rather than through expedia or another third party site will make a difference to what the hotel is willing to do. You may have to contact the customer service through the third party site directly and check on their cancellation policies if you decide to book through one of them.
- Obtain status by staying with the same chain
This is not always the best option for leisure budget travelers, but if you travel quite a bit for business (or leisure) try to stay with the same chain of hotels such as Marriott, Hilton, Starwood, Hyatt, etc and sign up for their free rewards program. You will be able to continuously earn points that will earn you free rooms throughout your membership but you have to have a certain amount of stays for one calendar year to earn status and once you do this you get benefits and they will be more likely to waive cancellation penalties to keep your business. If you prefer boutique to chain hotels there are those that have an alliance so you can earn those rewards without staying at a chain hotel as well.
- Speak with the front desk
Don’t speak with central reservations as they are typically unable to waive penalties or cancel last minute. Make sure you ask to speak directly with the front desk of the hotel you are booked at as central reservations may be working from their own home halfway across the equator, for all you know. Also, the phrase “you catch more flies with honey than with vinegar” really applies here. Working the front desk of a hotel is a demanding job for (usually) little pay, and they are most likely juggling complaints/requests from guests, requests from other hotel staff, checking guests in & out, and all while manning the phones. If they are unable to help you, nicely request to speak with the front desk manager and see if you can work something out with them.
- Use weather issues
If there is inclement weather in the location you’re heading to or somewhere you may be heading from and you are last minute cancelling, let them know weather may be an issue. Some places may ask for a flight number, but others won’t. I’ll let you define my italicized words.
No one’s gonna argue with this
- Let them know you are booking/staying at a different location in their chain
I have had the penalty waived before moving a client from a Sheraton to a Westin since they are under the Starwood umbrella. Either way the chain gets the money from somewhere and know they will still be getting the business. Again, make sure you’re speaking with the front desk as central reservations can see all bookings and are usually unable to waive penalties.
- Last Resort Offers
Hotels love business clients and letting them know that you had a meeting that was changed and you don’t know when it will be rescheduled may work. If it doesn’t see if you can work with them to reduce/remove the penalty especially if they are able to book the room and receive that income. If they are able to book the room you reserved then they really should be able to refund your penalty. You can also reach out and see if someone you know wants to stay there and take over the name on the reservation.
Writing this from my temporary office at the Westin Bonaventure in downtown LA
Thank you for the tips. If I ever get to do the El Camino De Santiago, I will have you take care of the reservations. ?
Of course!! would love to help out with that 😀
Stellar work there evrynoee. I’ll keep on reading.