Cancellation Policy

Cancellation Policy

Last updated: 1 May, 2025

Appreciate your purchase at BOOK AIR WITH US.

Cancellation Policy

At Book Air With Us, we understand that travel plans can change unexpectedly. Our cancellation policy is designed to provide clarity, flexibility, and fairness, while aligning with the specific terms and conditions of our trusted travel partners, including airlines, hotels, car rental agencies, and tour operators.

We recognize that emergencies, scheduling conflicts, or global events may impact your travel. To help you navigate such changes smoothly, we strongly encourage you to review this policy carefully before confirming your booking.

Understanding applicable timelines, fees, and provider-specific rules in advance will help you make informed decisions and reduce potential inconvenience if a change or cancellation becomes necessary.

Your Order Cancellation Rights

You may cancel your booking within 24 hours of purchase to receive a full refund, provided the cancellation is made at least 7 days prior to the scheduled departure.

To cancel your booking, please notify us by submitting a clear statement through one of the following methods:

• By Email: info@bookairwithus.com
• Phone: +1 (800) 223-0070
• By Mail: PO box Birmingham Rd, Birmingham, NJ

Please include the following booking information in your request:

• Full name
• Booking reference number
• Travel dates
• Reason for cancellation (optional)

1. General Cancellation Policy

All cancellation requests must be submitted in writing-either via email to info@bookairwithus.com or through our official customer support channels available on our website.

Cancellation fees are determined by a combination of factors, including:

• The type of service booked (e.g., flight, hotel, car rental, tour)
• The specific cancellation and refund policies of the service provider or supplier
• The timing of your cancellation in relation to the scheduled travel date

Please be aware that some bookings may be non-refundable or subject to strict cancellation conditions. We strongly recommend reviewing the terms and conditions provided at the time of booking to understand your cancellation rights and any applicable charges.

2. Airline Tickets

• Most airline tickets booked through Book Air With Us are non-refundable and non-transferable.
• In certain cases, if allowed by the airline, tickets may be canceled or changed for a fee. These changes are subject to:
  • The airline's fare rules
  • Seat and fare availability at the time of the request
• No refunds will be issued for:
  • No-shows (when the traveler does not board the flight)
  • Partially used tickets (e.g., one leg of a round trip)

We strongly recommend reviewing the airline's fare conditions at the time of booking.

3. Hotel Reservations

• Hotel cancellation policies vary significantly based on the hotel, room type, and rate selected.
• Some reservations may be fully refundable if canceled within a specific time frame (typically 24 to 72 hours prior to check-in).
• Other bookings, such as discounted or promotional rates, may be completely non-refundable.
• Any refund related to a hotel reservation is subject to:
  • The terms and conditions of the individual hotel provider
  • The timing and method of the cancellation

We advise checking the cancellation terms shown on your booking confirmation for accurate details.

4. Tour Packages and Activities – Cancellation Terms

• Cancellations made more than 30 days prior to the scheduled departure date may be eligible for a partial or full refund, depending on the policies of the respective tour operator or activity provider.
• Cancellations made within 15 days of the tour or activity start date are generally non-refundable, as most providers consider these bookings final at that stage.
• In the event of a no-show (failure to arrive at the designated meeting point at the specified time), no refund will be issued under any circumstances.

Important: Cancellation terms and refund eligibility can vary between providers. For the most accurate and specific information, please refer to the booking confirmation you received or contact our customer support team for assistance.

5. Special Circumstances

Refund or cancellation waivers may be considered in exceptional cases such as:

• Medical emergencies
• Bereavement

Valid supporting documentation is required, such as:

• Medical certificates
• Death certificates

The approval of these exceptions is:

• Subject to the discretion of the service provider
• Not guaranteed, even with documentation

Cancellation Procedure

(A) Notification Requirement:

To begin the cancellation process, we kindly request that you notify us as early as possible. Prompt communication allows our team to assist you more efficiently and may help minimize or avoid cancellation fees.

Early notice also enables us to coordinate with service providers to explore possible refund or rescheduling options on your behalf, offering you greater flexibility in adjusting your travel plans.

(B) Applicable Cancellation Fees:

Cancellation fees are determined by the policies of the respective service providers (such as airlines, hotels, or tour operators) and the fare conditions associated with your specific booking. These fees can vary significantly based on several factors, including:

• The proximity to the scheduled departure or check-in date
• The type of service (e.g., non-refundable, flexible fare)
• The fare rules in effect at the time of purchase

Some bookings may be entirely non-refundable, while others may allow partial refunds or changes, subject to applicable penalties.

We strongly recommend reviewing the fare conditions provided during the booking process to understand the potential financial implications before initiating a cancellation request.

(C) Refund Eligibility:

Refund processing times may vary due to:

• Service provider policies
• The original payment method used
• Specific ticket terms and conditions

Delays may occur if:

• Additional documentation is required
• Third-party verification is needed

Book Air With Us's commitment:

• We aim to process eligible refunds within 7 to 10 working days from the date of confirmation
• Refunds are subject to applicable deductions, such as:
  • Service charges
  • Cancellation fees
  • Non-refundable components

Customer support:

• We strive to facilitate the process efficiently
• Your patience and understanding during this period are greatly appreciated.

(D) Payment Method Impact:

Refund processing times may vary depending on several factors, including the airline's refund policies, the original method of payment, and the specific fare conditions of the ticket. While certain refunds may require additional time due to third-party processing or verification requirements, Book Air With Us is committed to handling all eligible refund requests as efficiently as possible. We aim to process refunds within 7 to 10 working days from the date of confirmation, subject to any applicable deductions such as cancellation fees, service charges, or non-refundable components of the fare.

(E) Documentation Requirements:

• Service providers may require supporting documents to process refund requests.
• These documents can include (but are not limited to):
  • Proof of payment
  • Government-issued identification
  • Booking confirmations
  • Relevant correspondence related to your case
• Timely submission of all requested documents is crucial to avoid delays.
• Failure to provide the necessary documentation may result in:
  • Denial of the refund request
  • Postponement of the refund processing

(F) Communication Channels:

Using the designated communication channels specified by the service provider can expedite the refund process. These may include official email addresses, customer support portals, or dedicated phone numbers.

(G) Escalation Procedures:

If a refund request is denied or remains unresolved, customers may be required to follow the formal escalation procedures established by the service provider, which may involve submitting an appeal or directly contacting their customer service department. In cases where a satisfactory resolution cannot be achieved through these channels, customers may also consider seeking assistance from relevant consumer protection agencies or regulatory bodies to explore additional options for dispute resolution.

(H) Refund Tracking:

Many service providers offer online tracking tools that allow customers to monitor the status of their refund requests in real time. These tools provide updates on receipt confirmation, processing stages, and estimated completion times. Utilizing these resources helps you stay informed, manage your expectations, and reduce the need for follow-up inquiries during the refund process.

(I) Refund for Partial Services:

If only part of the service has been used, the refund amount may be prorated or adjusted according to the extent of usage and the service provider's refund policy. In such cases, customers may not qualify for a full refund, and deductions could be applied for the portion of the service already consumed. We strongly recommend reviewing the service provider's terms related to partial refunds to fully understand the conditions and any potential limitations before submitting a refund request.

(J) Non-Refundable Fees:

Certain fees incurred during the purchase or processing of services-such as administrative fees, service charges, or transaction processing fees-may be non-refundable. These non-refundable charges are determined by the service provider or platform policies and are typically retained to cover operational costs, regardless of whether the service is fully utilized or canceled. All such fees will be clearly disclosed at the time of purchase, and we recommend reviewing the full breakdown of charges before completing your transaction.

(K) Special Circumstances:

In cases of medical emergencies, bereavement, or other exceptional circumstances, service providers may grant refunds or waive fees. Typically, supporting documents such as medical or death certificates are required to validate the request.

(L) Refund Denial Reasons:

Refund requests may be denied for several reasons, including but not limited to:

• Non-compliance with the service provider's refund or cancellation policies
• Incomplete or missing documentation required to process the refund
• Late submission of the request beyond the allowed time frame

By understanding these potential issues, customers can take proactive steps to ensure that refund requests are complete, timely, and aligned with all necessary requirements ultimately increasing the likelihood of a successful resolution.

(M) Refund Processing Delays

Refund processing times may be delayed due to factors such as high request volumes, mandatory verification steps, or unforeseen technical issues. We advise maintaining regular contact with the service provider or refund platform to stay updated and ensure timely resolution.

6. Policy Variations

Airline-Specific Cancellation and Refund Policies

Cancellation and refund policies vary significantly between airlines and are influenced by multiple factors, including the fare type, travel route, booking class, and promotional conditions.

To avoid unexpected costs or disappointments, it is essential to thoroughly review the fare rules and conditions associated with your ticket at the time of booking. These terms outline critical details such as:

• Refund eligibility
• Change or cancellation fees
• Deadlines for modifications
• Non-refundable or non-changeable fare restrictions

By understanding these policies in advance, you can make well-informed decisions and be better prepared in the event of itinerary changes or cancellations.

7. Changes to the Cancellation Policy

Book Air With Us reserves the right to modify, update, or revise this Cancellation Policy at any time, at its sole discretion and without prior notice. Any such changes will become effective immediately upon being published on our official website.

As these updates may affect your rights and responsibilities, we encourage you to review this policy regularly. Your continued use of our services following the publication of any changes will be deemed as your acceptance of the revised Cancellation Policy.

8. Our Support Team

If you have any questions or require further clarification regarding our Cancellation Policy, our dedicated Support Team is available 24/7 to assist you. We are committed to providing timely, professional, and helpful support to address your concerns.

You can contact us via:

Email: info@bookairwithus.com

Phone: +1 (800) 223-0070

We are here to help ensure your experience with Book Air With Us is smooth, transparent, and worry-free.