Reservation Cancellation Policy, Deposit Policy and No-Show Policy – Hotels

Support Our Work

Since 2011 Setupmyhotel has been helping hundreds of hoteliers around the world. Support Setupmyhotel by becoming our Patron!

Sample Reservation Cancellation Policy, Deposit Policy, and No-show policy

Sample Reservation Policy 1

Cancellation Policy:

Check-In Time: 1200hrs – 2300hrs   Check Out Time: 1400hrs

Early check-in or late check-out is subject to bed/room availability on the relevant day, To be reconfirmed with the front office staff.

A levy is chargeable for early check-in from 0700 to 1200 hours and late check-out from 1200 to 1800 hours. 

Room not occupied by 2200 hours will be seen as No Show unless prior arrangement has been made.

Deposit Policy:

For Peak Season, all reservation payments are non-refundable.

A full room rate will be chargeable for check-in at 0700 hours or check-out after 1800 hours.

Guarantee by credit card: Reservation is allowed to be modified/canceled online on your own 48 hours before the arrival date and no cancellation fees. Should you wish to make full payment in advance, please contact our Central Reservation to discuss your details.

Cancellation/No Show Policy: Once a reservation is confirmed, please notify us by fax or email of any cancellation or modification of the booking at least 3 days (48 hours) before arrival for FIT bookings and 2 weeks before arrival for Group bookings to avoid a charge of 1 night’s stay to be imposed.

All guests must produce a valid passport upon Check-in: For any early Check-out, there will be a night early check-out penalty imposed. In the event of a guest no-show, a fee of one night’s rate will be charged.

Sample Reservation Policy 2:

Cancellation Policy:

A 50 % refund will be made for cancellations received 20 days before the date of arrival, No refund thereafter.

In the event of A no-show, the Total cost of the stay will be billed to your credit card.

Guarantee Method:

We accept guarantees by Credit Card / Bank Transfer / Wire Transfer / Cash Deposit / Company / TA

Standard Check-In and Check-out Time:

Check-In Time: 1200hrs-2300hrs   

Check Out Time: 1400hrs

Sample Reservation Policy 3:

Cancellation And Amendment Policy:

Reservation would only be guaranteed based on a valid credit card.

Requests for specific bed types and smoking preferences will be accommodated, based on availability on arrival at the hotel.

Cancellations/amendments made after noon, 24 hours before the check-in date: One night’s room rate will be charged to the guest’s credit card used to guarantee the reservation.

No-shows and early check-outs will be charged one night’s room rate to the credit card used to guarantee the reservation.

Sample Reservation Policy 4 ( Individual / Groups):

Individual reservations:

For Cancellations/ amendments made after 12 noon, 3 days before the check-in date, One night’s room rate is charged to the credit card

For No-shows and early checkouts, One night’s room rate is charged to the credit card.

Groups / Conference bookings:

In case there is any no-show or cancellation/amendment of the conference/group (in part or full), within 15 days or less from the date of check-in, a retention charge will be levied.

The retention charge will be calculated as follows – Number of rooms being canceled/no-shows X 1 night X applicable daily rate per room for the conference/group. 

In case of an Early check, retention will be charged for those nights booked, now being released due to the early checkout.

Sample Reservation Policy 5:

Reservation Policy:

Checkouts after 14:00 hours are subject to change, as are all arrivals before 10:00 hours, which are billed from the previous night.

The room tariff mentioned above is applicable per room per night. Taxes, service charges, and other levies are additional wherever applicable. 

The room tariff is not inclusive of airport transfer. However, should you require any facilitation for the same please feel free to contact us. 

Guaranteed Room Reservations not canceled 48 hours before arrival would attract a retention charge equivalent to one night’s room tariff. 

In the event of a cancellation before 48 hrs, please retain the cancellation number, to ensure that no retention charge is levied. 

Guests are requested to settle their bills directly while checking out. We are not in a position to accept personal checks and a signing facility is extended only to those corporate accounts that have a credit facility with the respective hotel. 

Prior information for a Smoking or Non-smoking Room will enable us to provide on priority, subject to availability.

Sample Reservation Policy 6:

Payment / Guarantee Method:

Should it be necessary to cancel or amend your reservation, please contact our Hotel Reservations team at (+000) 1234567890 by 2 p.m. on the day of arrival, to avoid a cancellation fee of one night’s accommodation. Please note that changes may result in a rate change and/or may also attract a service fee.


Hotel check-in time is from 2:00 pm Early check-in cannot be guaranteed and is subject to availability. Pre-registration can be arranged upon request at an additional charge. Check-out time is noon. Late check-out can arranged, subject to availability and charges may subject to additional fees.

Accepted Method of Payment

If you wish to settle your account with a credit card you will be required to present the card at check-in where a pre-authorization for the total cost of accommodation plus a security deposit will be processed. 

If you prefer to settle your account with cash, you will be required to pay the total cost of accommodation plus a security deposit to cover all incidentals at the time of check-in.

Please note that a valid photo ID will be required at check-in and a copy retained on file. [Mention Hotel Name] does not accept personal or company cheques as a method of payment, unless pre-payment is made 10 business days before arrival.


Parking is available at the Hotel premises. A charge of $10.00 for 24 hours and any time after that will be charged at an hourly rate.
Spread the love

Back Office Job Description Banquet BAR Beverage Service Cashiering Chef Chef Training Cleaning Concierge Duties and Responsibility Engineering Executive Chef F&B Setup F&B Training Finance Food Service Front Desk Front Office Formats Front Office Setup Front Office Training Guest Room Guest Services Hospitality Basics Hotel Formats Hotel Security Hotel Staff Job Description Hotel Staff Training Housekeeping Formats Housekeeping Setup Housekeeping Training Kitchen Kitchen Basics Kitchen Training Maintenance Maintenance Technician Reservation Restaurant Sales SOP SOP F&B Service SOP Finance and Accounting SOP Front Office SOP Housekeeping SOP Kitchen Staff Training

Support Our Work

Since 2011 Setupmyhotel has been helping hundreds of hoteliers around the world. Support Setupmyhotel by becoming our Patron!

Learn more