Plans are changing – this applies to the construction site as well as in life. A project is postponed, an order is omitted at short notice, or an employee becomes ill and cannot arrive. Anyone who has booked a fitter’s accommodation in such situations is faced with the question: What happens to the booking now? Can it be canceled for free? Are there deadlines that need to be met? And what are the costs if the cancellation takes place at short notice? These are not pleasant questions – but important. If you know the cancellation conditions before you book, you are in a much better position in an emergency.
Cancellation Policy – What is contractually regulated?
The first and most important principle: Cancellation conditions are a matter of the contract. There is no legal solution that applies to all fitter apartments. Every landlord can set his own regulations – and these can differ significantly. Some providers allow a free cancellation up to 24 hours before moving in, others charge full rent for the booked period if canceled at short notice.
If you book a fitter’s apartment directly from the landlord, you should always read the cancellation conditions before booking – not afterwards. That sounds natural, but is often skipped in practice, especially when things have to be done quickly. A quick look at the corresponding clauses in the rental agreement can save money later on.
In the case of bookings via mediation platforms, the cancellation policies of the respective platform, which may deviate from the landlord conditions, also apply. Particular attention is required here, since sometimes two different sets of rules apply at the same time.
Deadlines and costs at a glance
In practice, a number of common models have established themselves with fitter accommodation providers:
- Free cancellation: possible up to a certain point in time before moving in – often 48 to 72 hours before. Anyone who cancels within this period pays nothing.
- Partial Refund: In the event of cancellation within a certain period of time, part of the rent will be retained – such as a processing fee or the first night.
- No refund: In the case of very short-term cancellations – often less than 24 hours before moving in – the entire booking amount is due, regardless of whether the tenant has actually moved in.
It is worthwhile to clarify these conditions with the booking request – especially if the booking is under a certain amount of time pressure or the project for which the accommodation is required has not yet been finally confirmed.
Cancellations for corporate bookings
When companies book fitter accommodation for employees, cancellations are often even more delicate than with individuals. This is not just about one person, but possibly several rooms or an entire group accommodation – and correspondingly higher amounts.
Companies that regularly book fitter apartments for companies should therefore establish clear processes internally: Who is entitled to cancel a booking? Who informs the landlord? And how is it ensured that cancellations are made in good time – i.e. within the deadlines?
The following points are particularly important for company cancellations:
- Always document the booking confirmations and cancellation conditions in writing
- Internally, clearly regulate responsibilities so that no deadlines are missed
- If you are unsure about the project, ask for flexible booking conditions right from the start
- Always make cancellations in writing – one call alone is not enough as proof
The last point in particular is often underestimated. If you cancel by phone, you have no proof in the event of a dispute. A short e-mail or message with date and booking reference is the safest option.
Goodwill and direct communication
An aspect that is often underestimated when canceled: Direct communication can make a big difference. If you can request a builder’s accommodation directly and cancel it directly, you have a clear advantage over platform bookings. Because landlords who are personally available often react to comprehensible reasons more accommodating than automated booking systems.
Anyone who communicates in good time and openly – ‘the project was postponed at short notice, unfortunately we have to cancel’ – meets with understanding in many cases. This does not mean that cancellation costs are generally waived. But fair treatment of each other is much more likely with direct landlord-tenant relationships than with anonymous platform bookings.
What to do if the landlord cancels?
Cancellations do not always come from the tenant – landlords can also be able to cancel a confirmed booking. This can happen if the property is not available at short notice – for example due to water damage, a necessary renovation or other unforeseen events.
In such cases, the tenant is entitled to a refund of all amounts already paid. In addition, depending on the contractual agreement, there may be a claim for damages – for example if the short-term cancellation costs additional accommodation. Anyone who is in such a situation should document all communication in writing and, if in doubt, seek legal advice.
Flexible booking models as a solution
Anyone who often has to reckon with short-term changes is well advised to look for flexible booking models right from the start. Some providers of fitter apartments have adapted to this target group and offer bookings without long commitments and with accommodating cancellation conditions. This is particularly relevant for companies whose project planning can change in the short term.
Another option: If you know that a project is very likely to take place but has not yet been finally confirmed, you can ask the landlord whether an option for accommodation is possible – i.e. a non-binding reservation for a certain period of time. Not all landlords offer this, but it’s worth a try.
In the end, the same applies to cancellations as to almost all topics related to temporary living: Anyone who communicates early, documented them in writing and treat their counterparts fairly has the best chance of an uncomplicated solution.