The anticipation of the vacation is huge. The closer the departure day gets, the better the mood becomes. But what bad luck when something unexpected suddenly happens! Unfortunately, there are many reasons why a trip must be canceled. Illness, accidents, damage to property, or bereavement are often reasons for trip cancellation.
If a trip cancellation actually occurs, many questions arise: How do I cancel my trip? What fees apply? How can I avoid unnecessary costs? What rights do I have? We explain what you need to consider when canceling a trip.
The most important points at a glance
- You can cancel a trip at any time. Cancellation fees usually apply.
- As a rule: The later you cancel, the higher the cancellation costs.
- A free cancellation of a package holiday is often possible if an official travel warning is issued after booking or if the tour operator significantly changes the travel services.
- If you cannot travel due to illness, an accident, or a death in the family, cancellation insurance may cover the cancellation costs.
- Cancellation means: you cancel the trip before departure.
- Trip interruption means: you must end a trip that has already started prematurely.
- Suitable insurance policies are available for both cases.
Can I cancel a trip at any time?
In principle, you can withdraw from your travel contract at any time. However, your tour operator may demand compensation. The amount of this compensation is specified in the travel contract and can usually be found under "general travel terms and conditions." It states what amount must be paid depending on the cancellation date. Sometimes only part of the trip price is due, sometimes the entire travel cost.
Until when can I cancel my trip?
You can cancel your trip at any time before departure through your tour operator. However, cancellation costs generally increase as the departure date approaches. Therefore, it is advisable to cancel as early as possible once you have a valid reason.
Many travelers delay cancellation hoping their health will improve before departure. However, this can lead to higher cancellation charges. Your cancellation insurance may also reduce benefits in such cases. Through a cancellation consultation service, you can individually clarify whether immediate cancellation makes sense or whether it is worth waiting.
How much does trip cancellation cost?
Cancellation fees vary. The following factors influence the amount:
- The time period between cancellation and the planned departure date
- Costs saved by the tour operator due to the cancellation
- Alternative income received by the tour operator
As a general rule: The earlier you cancel, the lower your cancellation fees. The fees should be proportionate to the travel price. The tour operator must also explain how the cancellation charges were calculated.
Our tip: CancellationCover protects you against cancellation fees incurred if you cannot start your trip for certain reasons.
Canceling a package holiday or an independent trip
The costs and procedures differ depending on whether you booked a package holiday or an independently arranged trip.
Canceling a package holiday
- Contact your tour operator as early as possible.
- State the reasons for your cancellation.
- Request a refund and set a reasonable refund deadline. Two to three weeks is common. However, no legal deadline applies when you cancel.
- Send your cancellation by registered mail, or by email and request proof of receipt.
Individualreise stornieren
Independent trips are generally more difficult to cancel because flights and accommodations are booked directly with individual providers rather than through a tour operator.
- If you need to cancel a flight, reimbursement depends on the contract and fare category.
- Low-cost flights are rarely refundable. Usually, the fare is forfeited.
- More expensive tickets can often be changed or canceled for a fee, for example certain business class tickets.
- Hotels may also be difficult to cancel. Each hotel has its own policy. Read the terms and conditions carefully.
- Hotel cancellations usually also involve cancellation fees.
Can I cancel my trip without giving a reason?
In principle, you are not obliged to take a booked trip. It does not matter why you wish to cancel. If the terms and conditions only permit cancellation for specific reasons, that is generally not allowed. You may cancel any trip up to the day before departure. In the worst case, however, you may have to bear the full travel cost.
The same applies if you have already started your trip and end it early without a specific reason. In that case, it is called a trip interruption, not a cancellation.
Our tip: Travel insurance with cancellation protection can also cover costs that arise if you must end your trip early for certain reasons.
Package holiday cancellation: when can I cancel free of charge?
A free cancellation of a package holiday is possible if unavoidable and extraordinary circumstances occur at the destination. Examples include natural disasters or epidemics. In such cases, the Austrian Ministry of Foreign Affairs often issues a travel warning.
You may also cancel free of charge if there are significant changes to the trip, such as flight times, arrival location, or accommodation.
Travel law: what the Austrian Package Travel Act regulates
The Austrian Package Travel Act (PRG), in force since July 1, 2018, protects travelers who book package holidays.
Key cancellation provisions include:
- Withdrawal at any time (§ 10 PRG): You may withdraw before departure at any time. The organizer may charge a cancellation fee. Upon request, the organizer must explain how the costs were calculated.
- Free withdrawal due to extraordinary circumstances (§ 10 PRG): If unavoidable and extraordinary circumstances such as natural disasters, acts of war, or official travel warnings occur at the destination or nearby, you are entitled to a full refund without cancellation charges.
- Free withdrawal due to significant contract changes (§§ 8 and 9 PRG): If the organizer makes major changes, such as raising the price by more than 8%, changing the destination, or changing the accommodation, you may withdraw free of charge.
The Package Travel Act does not apply to personal reasons such as illness, accidents, or family emergencies. Insurance policies with cancellation protection provide coverage for those circumstances - for example our CompleteCover.
Important: The Package Travel Act applies only to package holidays. Individually booked travel arrangements are governed by the contractual conditions of the respective providers.
Can the tour operator cancel the trip?
- Cancellation by the organizer (§ 10 PRG): The organizer may cancel before departure if unavoidable and extraordinary circumstances prevent the trip from taking place, such as airspace closures. This is often referred to as force majeure.
- Refund of payments (§ 10 PRG): Travelers are entitled to a full refund of all payments made. The refund must be processed within 14 days after the withdrawal notice is received. No additional compensation or damages are payable.
Rebooking or naming a replacement traveler
If you are unable or unwilling to take the trip yourself, you have the right to nominate a substitute traveler to travel in your place. However, you must inform the tour operator in good time. The tour operator may object if the substitute traveler does not meet the same requirements as you, for example due to a lack of fitness for travel in tropical regions. You may have to pay a rebooking fee. However, a cancellation fee will no longer apply.
If you are unable to travel due to scheduling reasons, try to rebook your trip as early as possible. Be sure to raise the issue as soon as possible to avoid additional costs. You may also have to pay a rebooking fee in this case. When rebooking, keep in mind that you may need to adjust your insurance coverage. With an annual travel insurance policy from Europäische Reiseversicherung, you benefit from having all trips within a year covered. This saves you from having to adjust your coverage or repeatedly purchase individual travel insurance policies.
Which reasons are recognized by travel cancellation insurance?
A trip may be canceled or interrupted for a wide variety of reasons. In many cases, travel cancellation insurance covers the cancellation fees. If it also provides coverage for trip interruption, it will reimburse the additional costs of returning home and the cost of unused travel services. Coverage always depends on the reasons why you are unable to start your trip. Which reasons are recognized depends on the travel insurance policy you have chosen. A detailed list of covered reasons can be found in the relevant insurance terms and conditions.
The following reasons are commonly recognized by travel cancellation insurance:
Health-related reasons
- Injury due to an accident or serious illness
- Pregnancy and pregnancy complications
- Severe vaccine reactions
- Death in the family
- Organ donation or organ transplant receipt
- Broken prostheses or loosened implanted joints
Educational and professional reasons
- Failure of a final examination
- Military service call-up
- Rescheduled examination after failing
- Job loss
- Temporary layoff for economic reasonsit
Other reasons
- Divorce
- Adoption
- Court summons
- Damage to property caused by storms, flooding, burst pipes, or criminal acts
Important: The reason for cancellation or trip interruption must not have been known at the time of booking.
What documents do I need for a trip cancellation?
Would you like to withdraw from your trip for a covered reason? Then you will need the following documents::
- The travel booking confirmation
- Proof of insurance
- Proof of the cancellation reason, such as a death certificate, medical certificate, or employer's statement
- A cancellation invoice and proof of payments already made
If your cancellation insurance recognizes your reason for canceling the trip, it may reimburse up to 100% of the costs incurred. Some travel insurance policies offer the option of agreeing to a deductible (excess). This means that, in the event of a cancellation, you must bear part of the costs yourself and will therefore not be reimbursed for the full amount. In return, the travel insurance premium is lower. When taking out insurance, make sure to check whether a deductible is included.
What is the difference between trip cancellation and trip interruption?
The difference between a trip interruption and a trip cancellation lies in when the reason for cancellation occurs. There are specific insurance products available for both situations.
Travel cancellation insurance applies if you have to cancel your trip before departure for a covered reason.
Trip interruption insurance applies if circumstances arise during your trip that force you to return home early. This insurance reimburses the cost of unused travel services and the additional expenses incurred for an early return journey. Trip interruption insurance is particularly useful, for example, if you become ill during your vacation.
Our tip: Our travel insurance products with included cancellation protection also cover trip interruptions. This means you are protected against high costs both before and during your trip if something unexpected happens.
How can I avoid high cancellation costs?
There are many reasons why a trip may need to be canceled. However, without appropriate insurance coverage, this can often result in high costs. If you cancel shortly before departure, the cancellation fees can be almost as high as the cost of the trip itself. We therefore recommend taking out travel cancellation insurance, especially if the risk of cancellation is higher, for example for families with young children, pregnant women, or seniors. In addition, we recommend trip interruption insurance, which reimburses the cost of unused travel services if you have to cut your trip short and return home early.
Prevent problems with annual comprehensive protection and start your vacation w
With the right travel insurance, you can protect yourself against high costs resulting from trip cancellation or trip interruption. For comprehensive coverage, we recommend the annual comprehensive protection plan from Europäische Reiseversicherung. It combines international travel health insurance, cancellation protection, and baggage protection, providing reliable coverage throughout the year if you unexpectedly need to change your plans before or during a trip. This allows you to start your vacation relaxed and worry-free.
Take out annual CompleteCover now
Frequently asked questions about trip cancellation
What happens if only one person in a group trip has to cancel?
Only that person's booking must be canceled. The other travelers can continue their trip as planned. However, additional charges may arise, such as single-room supplements. If an insured reason exists, the insurance will generally reimburse the canceling traveler's share of the cancellation costs.
If I rebook instead of canceling, is my insurance still valid?
As a general rule, travel cancellation insurance applies to the originally booked travel contract. If you book a new trip, you should check whether your existing insurance coverage also applies to the new trip or whether you need to adjust your coverage or take out a new policy.
Our recommendation: There are also travel insurance policies that cover all trips taken within a year. This gives you continuous protection and means you do not have to remember to insure each trip separately.
How quickly must I notify my insurer?
As a general rule, cancel your trip with the tour operator as early as possible in order to keep cancellation costs as low as possible. At the same time, notify your insurer of the reason for the cancellation, in writing and with the appropriate supporting documents. With Europäische Reiseversicherung, you can conveniently report your claim online.
If you are unsure whether you should cancel immediately, our cancellation check service can help you make the right decision.
Was passiert, wenn der Reiseveranstalter insolvent wird?
Wird ein Reiseveranstalter zahlungsunfähig, sind Pauschalreisende in Österreich durch die Pauschalreiseverordnung (PRV) grundsätzlich abgesichert: Reisende können die bereits geleisteten Zahlungen über die vom Veranstalter nachgewiesene Insolvenzabsicherung zurückfordern. Name, Kontaktdaten und Anschrift der Einrichtung, die den Insolvenzschutz bietet, finden Sie in Ihren Buchungsunterlagen.
Wichtig: Handeln Sie schnell und melden Sie Ihre Ansprüche umgehend.
What happens if the tour operator becomes insolvent?
Anyone who does not take the trip without formally canceling it will generally lose the entire travel price. In this case, the tour operator is not obliged to refund any costs, as no proper cancellation was made. A cancellation insurance policy will also not provide cover in such circumstances, as it requires the cancellation to be submitted in a timely and formally correct manner to the tour operator. Therefore, always cancel your trip actively, even if the departure date is already very close.
What happens if I simply do not show up for the trip without canceling?
You will generally lose the entire travel price. A cancellation insurance policy will also not pay because a proper cancellation with the organizer is required.
What if my destination becomes unsafe shortly before departure?
If the Austrian Ministry of Foreign Affairs issues an official travel warning, package holiday travelers are entitled to a free cancellation under § 10 PRG, provided the circumstances were unforeseeable and beyond the traveler's control.
For independently booked travel arrangements, this free cancellation right does not apply. Instead, the provider's individual terms and conditions apply.
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