How to Cancel Your Trip: 15 Days Before Travel

Created by Riyazdeen abdulrazak, Modified on Sat, 2 Aug, 2025 at 2:58 AM by Riyazdeen abdulrazak

Unexpected changes? If your upcoming trip (like a Dubai visit or any other destination) needs to be cancelled, don’t worry. Here’s a simple checklist to help you cancel or reschedule your travel smoothly and with minimal charges.

✍️ Step 1: Confirm the Need for Cancellation

Before you initiate cancellation:

Has your meeting or event been officially postponed or cancelled?
Are your internal approvals (e.g., manager or department head) in place?
Are you planning to reschedule instead of cancel? (If yes, see Rescheduling note at the end)

📧 Step 2: Notify the Travel Desk Immediately

The earlier you act, the better — many bookings have lower cancellation fees if cancelled 14+ days in advance.

Send an email to your travel desk with:

Subject: Request to Cancel Upcoming Travel – [Destination] – [Your Name]
Details to include:
- Full Name
- Booking Reference / PNR (e.g., DXB2025-1427)
- Original Travel Dates (e.g., August 10–17, 2025)
- Reason for cancellation (optional, but helpful)
- Whether you need a fresh booking for later dates

📝 Sample Email:

Subject: Request to Cancel Dubai Trip – Arif Khan – DXB2025-1427
Dear Travel Desk,
I would like to cancel my upcoming trip to Dubai scheduled from August 10 to 17, 2025.
Booking Reference: DXB2025-1427
Name: Arif Khan
Please go ahead with the cancellation and share the applicable charges or refund details.
Let me know if any further action is required from my side.
Regards,
Arif Khan

🔎 Step 3: Understand Cancellation Charges (Typical Scenarios)

Component	Typical Rule (15 Days Before Travel)
Flight	Refundable fares: Minor fees or free
Non-refundable fares: Airline credit may apply
Hotel	Usually free if cancelled 7–14 days prior
Some hotels may deduct 1-night charge
Visa	Processing fee is usually non-refundable
Transfers	Free if cancelled 24–48 hrs in advance

💡 Your travel desk will confirm specific charges based on provider policies.

📃 Step 4: Ask for Refund or Credit Confirmation

Once cancelled, ask the travel desk to:

Confirm cancellation is complete
Share refund amount or airline credit note (if applicable)
Clarify whether you’ll receive the refund directly or via payroll adjustment

🔁 Bonus: Need to Reschedule Instead?

If your travel is simply postponed, include new tentative dates and destinations in your cancellation request email:

“Please also let me know the availability of flights/hotels for the rescheduled dates between Sept 5–10.”