Expedia & Hotels.com Cancellation Policy Explained

Navigating the Expedia cancellation policy hotel bookings can be straightforward if you know where to look for the terms. Both Expedia and Hotels.com, as Expedia Group brands, clearly display the property's specific cancellation policy for each rate. This will typically be indicated by a "Fully refundable" label with a stated deadline, or "Non-refundable." Understanding these labels and the associated terms is crucial before you book and if you need to cancel.

What "Fully refundable" means

A "Fully refundable" label means you can cancel your hotel booking without penalty, provided you do so before the specified deadline. This deadline is set by the hotel and is usually 24 to 72 hours before check-in. If you cancel within this period, you should receive a full refund. It's essential to note that the US 24-hour free-cancellation rule applies to airline tickets, not to hotel bookings. Always check the specific deadline shown on your booking confirmation.

What "Non-refundable" means

A "Non-refundable" booking means that if you cancel, you generally will not receive a refund. These rates are often cheaper because they offer less flexibility. If your plans are firm, a non-refundable rate can save you money. However, if there's any chance your plans might change, a refundable option is safer. While the default is no refund, there are sometimes exceptions or alternative strategies, which we'll discuss later.

Fully refundable vs non-refundable on Expedia and Hotels.com

When you are browsing hotels on Expedia or Hotels.com, each room rate will clearly state its cancellation terms. These terms are determined by the hotel property itself, not by Expedia Group. You will see either a "Fully refundable" tag with a specific cancellation deadline or a "Non-refundable" tag. This transparency is designed to help you make an informed decision before committing to a booking.

For a "Fully refundable" rate, the critical detail is the cancellation deadline. This deadline might be expressed as a specific date and time, or as a number of days before check-in. Missing this deadline, even by a few hours, can result in a penalty. Typically, a late cancellation of a refundable rate is charged as one night plus tax, per the property's policy. Always refer to your booking confirmation for the precise terms applicable to your reservation.

Non-refundable rates, by contrast, offer no automatic right to a refund upon cancellation. These are firm bookings. While they can provide savings, they carry the risk of losing your payment if your travel plans change unexpectedly. It's always a good practice to weigh the potential savings against your need for flexibility. For detailed insights on handling such situations, you can refer to our hotel cancellation and refund policies guide.

How to cancel an Expedia or Hotels.com hotel booking

The process for cancelling an Expedia or Hotels.com hotel booking is similar across both platforms, as they are part of the same group. You will typically manage your booking through your account or by using your itinerary number if you booked as a guest.

Here are the general steps to cancel your booking:

Log in to your account:

For Expedia, go to "Trips."
For Hotels.com, go to "Bookings."
If you booked as a guest without an account, you will need your itinerary number and the email address used at booking to access your reservation. Look for a "Manage My Booking" or similar link on the website, or in your confirmation email.

Locate your booking: Find the specific hotel reservation you wish to cancel from your list of upcoming trips or bookings.
Initiate cancellation: Click on the option to "Cancel booking" or "Change or cancel booking." The exact wording may vary slightly.
Review cancellation terms: Before finalizing, the platform will display the specific cancellation policy for your booking, including any potential refunds or penalties. This is your last chance to confirm the implications of cancelling.
Confirm cancellation: If you agree to the terms, proceed to confirm the cancellation. You should receive a confirmation email shortly after. Keep this email as proof of cancellation.

Expedia Group does not add a cancellation fee of its own on standalone hotel bookings. Any penalty you incur is solely due to the property's policy, as specified in the rate's terms you agreed to at booking. This means if your rate was "Fully refundable" and you cancel before the deadline, you should receive a full refund without any additional charges from Expedia or Hotels.com.

Pay now vs pay at property: who refunds you

The payment method you chose at the time of booking significantly impacts who processes your refund and how quickly it arrives. This distinction is crucial for understanding the refund timeline for your Expedia or Hotels.com hotel booking.

Pay Now bookings

If you selected the "Pay now" option, Expedia or Hotels.com collected the payment directly from you at the time of booking. In this scenario, they are responsible for issuing your refund. Once you successfully cancel a fully refundable booking within the specified deadline, the platform will initiate the refund. This refund typically appears on your original payment method within 7 to 10 business days of the cancellation. The exact timing can sometimes depend on your bank's processing times.

Pay at Property bookings

When you choose the "Pay at property" option, you provide your payment details to secure the reservation, but the hotel itself processes the charge. Expedia or Hotels.com acts as an intermediary, passing your reservation details to the hotel. If you cancel a "Pay at property" booking that was fully refundable before its deadline, you generally won't see a "refund" because you were never charged in the first place. The hotel simply won't process the payment.

However, if you cancel a "Pay at property" booking after the free cancellation deadline, or if it was a non-refundable rate, the hotel may still charge you a penalty. This penalty, often equal to one night's stay plus tax for late cancellations, is charged directly by the hotel to the payment method you provided during booking. In this case, any dispute or refund request related to that charge would need to be handled directly with the hotel.

For a broader understanding of how long it takes to get your money back, you can consult our guide on hotel refund timelines.

Packages, points and other exceptions

While the general rules for standalone hotel bookings are clear, certain types of bookings on Expedia and Hotels.com come with their own specific terms. These exceptions often relate to bundled services or loyalty program usage, and it's vital to check their individual policies carefully.

Packages (Flight + Hotel, Car + Hotel, etc.)

When you book a package deal, such as a flight-plus-hotel combination, the hotel component often has different cancellation rules than if you booked the hotel standalone. Hotel components of flight-plus-hotel packages, for instance, are frequently non-refundable even when the same standalone hotel rate would be refundable. This is because package deals are priced as a bundle, and changes to one part can affect the pricing and terms of the entire package. Before cancelling any part of a package, always review the specific package rules provided during booking and in your confirmation email. Attempting to cancel just the hotel portion might trigger penalties or require cancelling the entire package.

Loyalty Points or Rewards

If you used loyalty points, rewards, or vouchers to book your hotel, the refund process may differ. Instead of a monetary refund, you might receive your points or vouchers back into your account. The timeline for this can vary depending on the loyalty program. Always check the terms associated with using points or rewards for bookings.

Group Bookings

Group bookings often have specialized contracts and cancellation policies. These are usually negotiated directly with the hotel or through a dedicated group booking service and supersede standard individual booking policies. If you are part of a group reservation, consult your group organizer or the specific contract for cancellation details.

Special Promotions or Deals

Some promotional rates or special deals may come with stricter cancellation terms, even if they appear attractive. Always read the fine print for any rate labeled as a "deal," "flash sale," or similar, as these are often non-refundable or have very short cancellation windows.

For comparison, understanding how other platforms handle cancellations can be helpful. Take a look at our Booking.com cancellation policy for another perspective.

Stuck with a non-refundable Expedia booking?

com hotel booking you can no longer use. While the default is no refund, there are a few avenues you can explore beyond simply losing your money.

Contact the hotel directly

Sometimes, hotels have more flexibility than the online travel agency (OTA). You can try contacting the hotel directly, explaining your situation, and politely requesting a date change or a credit for a future stay. While they are not obligated to grant your request for a non-refundable booking, some hotels may offer goodwill gestures, especially if you have a compelling reason for cancellation (e.g., medical emergency, travel restrictions). Be prepared to provide documentation if requested.

Travel insurance

If you purchased travel insurance, review your policy to see if your reason for cancellation is a covered event. Many travel insurance policies offer coverage for unforeseen circumstances like illness, injury, or certain travel disruptions. If your situation qualifies, your insurance provider might reimburse you for your non-refundable expenses. Always check the terms and conditions of your specific policy.

Resell your booking

For many non-refundable hotel bookings, reselling your reservation is a viable option to recover some or all of your costs. While Expedia or Hotels.com bookings cannot be listed directly on platforms like RoomKey24, RoomKey24 offers a marketplace specifically for reselling hotel reservations. If you have a non-refundable booking through another platform or directly with a hotel that you cannot use, you can potentially list it on RoomKey24. The platform facilitates the transfer of the reservation to a new traveler, allowing you to recoup your expenses. This is a practical solution when a date change isn't possible and travel insurance doesn't apply. Learn more about how to resell a non-refundable hotel booking.

For more comprehensive strategies on how to approach this common problem, explore our guide on options for a non-refundable booking.

Frequently asked questions

Can I get a full refund if I cancel an Expedia hotel booking last minute?

A full refund for a last-minute cancellation depends entirely on the terms of your specific Expedia cancellation policy hotel booking. If your rate was labeled "Fully refundable" and you cancel before the deadline stated in your confirmation, you should receive a full refund. If you cancel after the deadline, or if it was a non-refundable rate, you will likely incur a penalty or lose the full amount paid.

What if the hotel cancels my Expedia reservation?

If the hotel cancels your Expedia or Hotels.com reservation, you are entitled to a full refund. Since the cancellation was initiated by the hotel, you should not be subject to any penalties. Contact Expedia or Hotels.com customer service immediately to ensure the refund is processed and to explore alternative accommodation options they might offer.

How long does an Expedia refund take to process?

For "Pay now" bookings on Expedia or Hotels.com, once your cancellation is confirmed, the platform typically processes the refund within 7 to 10 business days. This timeframe is for the refund to be issued by Expedia Group. The actual appearance of funds in your account can depend on your bank's processing times, which may add a few extra days.

What is RoomKey24's cancellation policy?

On RoomKey24, the cancellation deadline is clearly displayed on each rate before payment and reiterated in your confirmation and in your Vault. Free-cancellation rates can be cancelled from the Vault. Refunds for these rates are issued in full to the original payment card, typically within 5 to 10 business days once processed. RoomKey24 room rates are VAT-inclusive; local city or tourist tax, where applicable, is payable at the property and disclosed before payment.