Cancellation Conditions

We provide the facility to check for amendment and cancellation conditions for potential and confirmed bookings. We suggest adding a "Charge Conditions" link or button next to each hotel displayed on the search result page. This way by clicking on the link or button, a request can be sent to us for that particular hotel only and charge conditions for it are being returned.  It is the client’s responsibility to read these restrictions and to be aware of all applicable conditions. Charges that are being incurred due to late cancellation or amendment will be passed on to the client. We also suggest performing a check before sending an <AddBookingRequest> as charges may already apply at the time of booking (for example, during fair periods or big sporting events when cancellation deadlines are very strict). Please note the cancellation and amendment conditions are also returned in the booking response.

 You can retrieve the cancellation and amendment charges before the booking via:

  • <SearchHotelPriceRequest>, you need to include parameter <IncludeChargeConditions DateFormatResponse="true"/> 
  • <SearchHotelPricePaxRequest>, you need to include parameter <IncludeChargeConditions DateFormatResponse="true"/> 
  • <SearchChargeConditionsRequest> (room type code only)

For confirmed bookings the correct XML request to send to us is

  • <ChargeConditionsBookingItem> search and not a <ChargeConditionsHotel> search.
  • The cancellation and amendment conditions will also be returned in the booking response.

Element

Description

Allowable

“false” if amendment is not allowed (cancellations are currently always allowed).

Charge

“true” if a charge is applicable for the amendment/cancellation rule, otherwise “false”. If an amendment is not allowed this attribute will not be returned.

FromDay

The “From” number of days (before check-in) for which the amendment/cancellation rule applies. This is usually the check-in or tour date of the booking indicated by “0”.

FromDate

If the <DateFormatResponse/> parameter has been specified in the request, the FromDate parameter will be returned instead of the FromDay parameter. Indicates the date from which the amendment/cancellation rule applies.

ToDay

The “To” number of days (before check-in) is the first day for which the amendment/cancellation rule applies.

Not output if no upper limit, which means that if the ToDay attribute is not returned an amendment/cancellation without charge is not possible at any stage after booking confirmation.

The same is applicable if the ToDay attribute is returned with value “999”. Therefore, if ToDay attribute is not returned or ToDay attribute is returned with value “999”, then immediate charges apply meaning the booking it is non-refundable.

ToDate

If the <DateFormatResponse/> parameter has been specified in the request, the ToDate parameter will be returned instead of ToDay parameter. Indicates the date until which the amendment/cancellation rule applies.

Not output if no upper limit, which means that if the ToDate attribute is not returned an amendment/cancellation without charge is not possible at any stage after booking confirmation.

The same is applicable if the ToDate attribute is returned with the present date. Therefore, if ToDate attribute is not returned or ToDate attribute is returned with the present date, then immediate charges apply meaning the booking it is non-refundable.

Currency

The currency of the charge amount.

ChargeAmount

The charge amount for the amendment/cancellation rule.

 

Element

Description

PassengerNameChange

If ‘false’ no passenger name changes are permitted for this booking item.

 

Attribute

Description

 

Allowable

If “false” restrictions are applicable for passenger name changes, otherwise “true”

 

FromDay

The “From” number of days (before check-in) for which the passenger name change restriction applies. This is usually the check-in or tour date of the booking indicated by “0”.

 

ToDay

The “To” number of days (before check-in) for which the amendment/cancellation rule applies. Not output if no upper limit, which means that if the ToDay attribute is not returned an amendment/cancellation without charge is not possible at any stage after booking confirmation. This is the first day for which the condition applies (the furthest from the check-in or tour date and the closest day to today’s date).

 

Following is an example of a <SearchChargeConditionsRequest>:

    <Source>

        <RequestorID

            Client = "***"

            EMailAddress = "*****"

            Password = "***"/>

        <RequestorPreferences Language = "en">

            <RequestMode>SYNCHRONOUS</RequestMode>

        </RequestorPreferences>

    </Source>

    <RequestDetails>

        <SearchChargeConditionsRequest>

            <ChargeConditionsHotel>

                <City>lon</City>

                <Item>aca2</Item>

                <PeriodOfStay>

                    <CheckInDate>2007-12-01</CheckInDate>

                    <Duration>1</Duration>

                </PeriodOfStay>

                <Rooms>

                    <Room Code = "tb" Id = "001:APP1:22681:S22237:33643:121162"></Room>

                </Rooms>

            </ChargeConditionsHotel>

        </SearchChargeConditionsRequest>

    </RequestDetails>

</Request>



Response example number 1 :

<?xml version="1.0" encoding="UTF-8" ?>

<Response ResponseReference = "REF_185-272882-317315768848681">

    <ResponseDetails Language = "en">

        <SearchChargeConditionsResponse>

            <ChargeConditions>

                <ChargeCondition Type = "cancellation">

                    <Condition

                        Charge = "true"

                        FromDay = "0"

                        ToDay = "1"

                        Currency = "USD"

                        ChargeAmount = "96.50"/>

                    </Condition>

                    <Condition Charge = "false" FromDay = "2"/></Condition>

                </ChargeCondition>

                   <ChargeCondition Allowable = "false" Type = "amendment"/>

            </ChargeConditions>

        </SearchChargeConditionsResponse>

    </ResponseDetails>

</Response>

In the above example, the check-in is 1st December. A charge of USD 96.50 will apply if the item is cancelled between 0 and 1 day prior to arrival. Day 0 is the day of arrival (check-in day) so the charge would apply if the item was cancelled on 1st December or on 30th November (day 1), but no charge would apply if cancelled on 29th November (day 2). This item could be cancelled without charges up to 23:59hrs London time on the 29th November.

N.B.: In all cases all charges will be calculated using London time as this is our system time.


Response example number 2 - Non Refundable example (Missing ‘ToDay’ attribute):

<xml version="1.0" encoding="UTF-8"?>

<Response ResponseReference = "REF_185-3023946-116592969447519">

    <ResponseDetails Language = "en">

        <SearchChargeConditionsResponse>

            <ChargeConditions>

                <ChargeCondition Type = "cancellation">

                    <Condition

                        Charge = "true"

                   FromDay = "0"

                        Currency = "USD"

                        ChargeAmount = "480.00"/>

                    </Condition>

                </ChargeCondition>

                <ChargeCondition Type = "amendment">

                  Condition Charge = "false" FromDay = "0"/>

                </ChargeCondition>

                <PassengerNameChange Allowable = "true"></PassengerNameChange>

            </ChargeConditions>

        </SearchChargeConditionsResponse>

    </ResponseDetails>

</Response>

In this case only the ‘FromDay’ attribute is returned; the ‘ToDay’ attribute is not returned and this means that a charge of USD 480.00 will be applicable immediately. Therefore, as soon as the booking is confirmed a charge of USD 480.00 will be levied for any cancellation, regardless how far in advance of the arrival day it is made.

Response example number 2 - Non Refundable Example (‘ToDay’ attribute returned with value “999”):

<?xml version="1.0" encoding="UTF-8"?>

<Response ResponseReference = "REF_185-3023946-116592969447519">

    <ResponseDetails Language = "en">

        <SearchChargeConditionsResponse>

            <ChargeConditions>

                <ChargeCondition Type = "cancellation">

                    <Condition

                        Charge = "true"

              FromDay = "0" ToDay = "999"

                        Currency = "USD"

                        ChargeAmount = "480.00"/>

                    </Condition>

                </ChargeCondition>

                <ChargeCondition Type = "amendment">

                    <Condition Charge = "false" FromDay = "0"/>

                </ChargeCondition>

                <PassengerNameChange Allowable = "true"></PassengerNameChange>

            </ChargeConditions>

        </SearchChargeConditionsResponse>

    </ResponseDetails>

</Response>

In this case the ‘FromDay’ attribute is returned; the ‘ToDay’ attribute is returned with value “999” and this means that a charge of USD 480.00 will be applicable immediately. Therefore, as soon as the booking is confirmed a charge of USD 480.00 will be levied for any cancellation, regardless how far in advance of the arrival day it is made.


It is also possible to request the charge conditions to display dates instead of number of days prior of departure. In order to request this, the <DateFormatResponse/> parameter needs to be specified in the request.  Following is an example of a <SearchChargeConditionsRequest> with this parameter and of the response:

 

<?xml version="1.0" encoding="UTF-8" ?>

<Request>

    <Source>

        <RequestorID

            Client = "***"

            EMailAddress = "*****"

            Password = "***"/>

        <RequestorPreferences Language = "en">

            <RequestMode>SYNCHRONOUS</RequestMode>

        </RequestorPreferences>

    </Source>

    <RequestDetails>

        <SearchChargeConditionsRequest>

            <DateFormatResponse/>

            <ChargeConditionsHotel>

                <City><![CDATA[MAD]]></City>

                <Item><![CDATA[HUS5]]></Item>

                <PeriodOfStay>

                    <CheckInDate>2018-04-01</CheckInDate>

                    <Duration><![CDATA[2]]></Duration>

                </PeriodOfStay>

                <Rooms>

                    <Room

                        Code = "DB"

                        Id = "001:HUS5:5211:M134856:194842:305679"

                        NumberOfCots = "0"

                        NumberOfRooms = "1">

                        <ExtraBeds/>

                    </Room>

                </Rooms>

            </ChargeConditionsHotel>

        </SearchChargeConditionsRequest>

    </RequestDetails>

</Request>

Response example number 3 Non Refundable Example (Missing ‘ToDate’ attribute)

<?xml version="1.0" encoding="UTF-8"?>

<Response ResponseReference = "XA_-151990678910014">

    <ResponseDetails Language = "en">

        <SearchChargeConditionsResponse>

            <ChargeConditions>

                <ChargeCondition Type = "cancellation">

                    <Condition

                        Charge = "true"

                        ChargeAmount = "191.50"

                        Currency = "GBP"

                        FromDate = "2018-04-01/>

                </ChargeCondition>

                <ChargeCondition Type = "amendment">

                    <Condition Allowable = "false" FromDate = "2018-04-01"/>

                </ChargeCondition>

                <PassengerNameChange Allowable = "false" FromDate = "2018-04-01"/>

            </ChargeConditions>

        </SearchChargeConditionsResponse>

    </ResponseDetails>

</Response>

Response example number 3 Non Refundable Example (‘ToDate’ attribute is the present date which is the booking creation date)

<?xml version="1.0" encoding="UTF-8"?>

<Response ResponseReference = "XA_-151990678910014">

    <ResponseDetails Language = "en">

        <SearchChargeConditionsResponse>

            <ChargeConditions>

                <ChargeCondition Type = "cancellation">

                    <Condition

                        Charge = "true"

                        ChargeAmount = "191.50"

                        Currency = "GBP"

                        FromDate = "2018-04-01" ToDate = "2018-03-01"/>

                </ChargeCondition>

                <ChargeCondition Type = "amendment">

                    <Condition Allowable = "false" FromDate = "2018-04-01"/>

                </ChargeCondition>

                <PassengerNameChange Allowable = "false" FromDate = "2018-04-01"/>

            </ChargeConditions>

        </SearchChargeConditionsResponse>

    </ResponseDetails>

</Response>


 If a <SearchChargeConditionsRequest> is sent where the parameter <DateFormatResponse/> has been included and:

  • in the response only the ‘FromDate’ attribute is returned and the ‘ToDate’ attribute is not present, this means that a charge will be applicable as soon as the booking is confirmed, regardless how far in advance of the arrival day it is made.

 

  • in the response the ‘FromDate’ attribute is returned and the ‘ToDate’ attribute is the present date (the booking creation date), this means that a charge will be applicable as soon as the booking is confirmed, regardless how far in advance of the arrival day it is made.

It is possible that the ‘ToDate’ and/or the ‘FromDate’ are a past date; e.g.: you are placing a booking for an arrival date in 10 days and our supplier has given us a cancellation deadline of 21 days. Our systems return the conditions as stipulated by our suppliers without further validation at our end. On our own web sites we have added a rule that converts any past date under these circumstances to today’s date and you may want to do this as well. It is also possible that the ‘ToDate’ is returned with the following format: "0001-01-01"; if this format is returned, charges will apply immediately as it means that there is no end date.


Please find below some examples for the different conditions and in the two different formats (day-format and date-format). The examples are given for the passenger name change restrictions:

Name change permitted at any time:

<PassengerNameChange Allowable="true"/></ChargeConditions>

Name change permitted until x days (30 days in this example) prior to arrival (check-in date = 09.Aug.2011, request date = 05.Jul.11):

Day-format:  <PassengerNameChange Allowable="false" FromDay="0" ToDay="30"/>

Date-format: <PassengerNameChange Allowable="false" FromDate="2011-08-09" ToDate="2011-07-10"/>

Name change never permitted (check-in date = 09.Aug.2011):

Day-format:  <PassengerNameChange Allowable="false" FromDay="0"/>

Date-format: <PassengerNameChange Allowable="false" FromDate="2011-08-09"/>

 


MaximumPossibleChargesShown

“true” if amendment charges otherwise not output.

As it is impossible to calculate the amendment charges for each and every possible amendment to a booking item we only advise the highest possible charge. Depending on the actual amendment a lower charge than advised or no charge at all might be applied.

Amendment charges will never be applied to an increase of nights or rooms.

The total amount of the new booking value after the amendment plus the charge levied can never exceed the booking value as it was before the amendment was made.


Name changes are either permitted or not, there is never a charge for a name change if it is permitted.


 It is the responsibility of each of our clients to perform a <SearchChargeConditionsRequest> for each booking. If charges apply to the amendment or cancellation of a booking, the client will be liable to pay these.


Retrieving Charge Conditions With The Price Searches

 We offer the functionality of retrieving charge conditions with the <SearchHotelPriceResponse>.

In order to do this, the parameter <IncludeChargeConditions> needs to be added to the <SearchHotelPriceRequest>.

Parameters

Description

IncludeChargeConditions

Optional. If specified the charge conditions will be returned.

 

Attribute

Description

 

DateFormatResponse

 

If set to “true”, the charge conditions will be returned in date format; if not specified the charge conditions will be returned in days prior to arrival format.

<?xml version="1.0" encoding="UTF-8" ?>

<Request>

          <Source>

             <RequestorID Client="1479" EMailAddress="client@net.com" Password="xxx" />

             <RequestorPreferences Language="en" Currency="GBP" Country="GB">

                       <RequestMode>SYNCHRONOUS</RequestMode>

                    </RequestorPreferences>

          </Source>

          <RequestDetails>

             <SearchHotelPriceRequest>

                <ItemDestination DestinationType="city" DestinationCode="AMS" />

                      <ImmediateConfirmationOnly />

                      <PeriodOfStay>

                         <CheckInDate>2009-09-30</CheckInDate>

                                <Duration>4</Duration>

                      </PeriodOfStay>

         <IncludeChargeConditions/>

         <Rooms>

                         <Room Code="DB" NumberOfRooms="1">

                                  <ExtraBeds>

                                           <Age>5</Age>

                                        </ExtraBeds>

                               </Room>

                               <Room Code="TB" NumberOfCots="2">

                                        <ExtraBeds>

                                           <Age>10</Age>

                                        </ExtraBeds>

                               </Room>

                               <Room Code="SB" />

                      </Rooms>

             </SearchHotelPriceRequest>

          </RequestDetails>

</Request>

[…]

<HotelDetails>

          <Hotel HasExtraInfo="true" HasMap="true" HasPictures="true">

                    <City Code="LON"><![CDATA[London]]></City>

                    <Item Code="ADM"><![CDATA[AdmiraL]]></Item>

                    <LocationDetails>

                              <Location Code="G1"><![CDATA[Central]]></Location>

                              </LocationDetails>

                    <StarRating>5</StarRating>

                 <HotelRooms>

                           <HotelRoom Code="DB" NumberOfRooms="1"/>

                 </HotelRooms>

                 <RoomCategories>

                           <RoomCategory Id="001:ADM2:4740:S2111:3274:7928">

                                     <Description><![CDATA[Deluxe Room Ocean View]]></Description>

                                     <ItemPrice CommissionIndicator="STD"

                                                                     Currency="GBP"

                                                                     CommissionPercentage="10.0">283.50</ItemPrice>

                                     <Confirmation Code="IM"><![CDATA[AVAILABLE]]></Confirmation>

                           <SharingBedding>true</SharingBedding>

                                     <Meals>

                                           <Basis Code="B"><![CDATA[Breakfast Included]]></Basis>

                                                          <Breakfast Code="C"><![CDATA[Continental]]></Breakfast>

                                     </Meals>

                      <HotelRoomPrices>

                       <HotelRoom Code="DB">

                         <RoomPrice Gross="283.50">

                           <PriceRanges>

                            <PriceRange>

                              <DateRange>

                               <FromDate>2009-10-01<FromDate>

                               <ToDate>2009-10-03<ToDate>

                               </DateRange>

                               <Price Gross="94.50" Nights="3"/>

                              <PriceRange>

                             <PriceRanges>

                           <HotelRoom>

                          <HotelRoomPrices>

                    <ChargeConditions>

                           <ChargeCondition Type="cancellation">

                            <Condition Charge="true"

                                                   ChargeAmount="283.50">

                                                   Currency="GBP"

                                                   FromDate="2009-10-01"

                                                   ToDate="2009-10-01"

                              <Condition Charge="false" FromDate="2009-09-28"/>

                       </ChargeCondition>

                       <ChargeCondition Type="amendment">

                              <Condition Allowable="false"

                                                    FromDate="2009-10-01"

                                  ToDate="2009-10-03"

                 </Condition>

                      <Condition Charge="true"

                                    ChargeAmount = "94.5"

                                    Currency="GBP"

                                                      FromDate="2009-09-30"

                                                      ToDate="2009-09-29"

                           </Condition Charge = "false" FromDate="2009-09-28"/>

                             </ChargeCondition>

                   <PassengerNameChange Allowable="true"

               </ChargeConditions>

                              </RoomCategory>

                    </RoomCategories>

          </Hotel>

</HotelDetails>

[…]


 Excluding Hotel Items By Cancellation Deadline From The <SearchHotelPriceResponse>

 For clients who do not pass on our terms and conditions but always apply their own ones we offer the functionality to exclude hotel inventory according to the desired cancellation deadline.

For example, if the standard terms guarantee free cancellations until 14 days prior to arrival date this can be achieved by specifying the new element  <ExcludeChargeableItems> in the <SearchHotelPriceRequest> message along with a sub-element <CancellationDeadlineDays> in the following format:

 

        <SearchHotelPriceRequest>

            <ItemDestination DestinationCode = "LON" DestinationType = "city"/>

            <ItemCode>912</ItemCode>

            <PeriodOfStay>

                <CheckInDate>2014-01-14</CheckInDate>

                <Duration><![CDATA[1]]></Duration>

            </PeriodOfStay>

            <IncludeChargeConditions/>

            <ExcludeChargeableItems>               

<CancellationDeadlineDays>14</CancellationDeadlineDays>

            </ExcludeChargeableItems>

            <Rooms>

                <Room

                    Code = "SB"

                    NumberOfCots = "0"

                    NumberOfRooms = "1">

                    <ExtraBeds/>

                </Room>

            </Rooms>

        </SearchHotelPriceRequest>

 

Alternatively, the sub-element <CancellationDeadlineHours> can be used instead of <CancellationDeadlineDays> to specify the cancellation deadline in number of hours prior to arrival.

This functionality is available to participation level 2 and above.


Excluding Non-Refundable Hotel Items At Search And Booking Creation Time

 In order to get the charge conditions returned, an element called <IncludeChargeConditions/> will have to be included in the <SearchHotelPriceRequest>. The <SearchHotelPriceResponse> will then provide the data required to parse the charge conditions for each property and room category we return.

With this information rules can be defined along the lines of the following:

  1. If the ToDay or ToDate value is:
  • Missing, or
  • Equal to today, or
  • A past date

then the item will be chargeable and:

a)    should be filtered out by you if you do not want to work with immediately chargeable inventory; or

b)    should be indicated or highlighted on the your web site if you want to alert your customers to properties which are non-refundable

  1. If you wish to you can then apply an additional rule;

If the ToDay or ToDate value is:

  • Today plus x days in the future

then the item will be chargeable within x days in the future and:

a)    should be filtered out by you if you do not want to work with chargeable inventory within x days of booking date; or

b)    should be indicated or highlighted on the your web site if you want to alert your customers to properties which are chargeable within x days of booking date

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