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Buying a basic, non-refundable flight for business travel is often significantly cheaper than a flexible one. So when your work travel plans seem pretty solid, and budget is a key consideration, it’s a tempting option.
More often than not, this works out just fine. Unfortunately, the unexpected does happen sometimes: meetings get cancelled, projects stall and colleagues fall ill. In these instances, businesses are left with no choice but to pay hefty cancellation fees or penalties for flight changes.
We have become programmed to think of worst-case scenarios and, suddenly, the thought of buying non-refundable airline tickets can feel irresponsible and simply not worth the cost savings for your business.
But just how rigid are airline policies when it comes to non-refundable tickets? It turns out there are a few tips and tricks to help you get a free change or a full refund even with basic tickets. Whether you’re a travel manager booking multiple flights over the year, or an SME where individuals book their own travel, this guide will help you make better travel choices and define the difference between non-refundable and non-changeable flights.
1. Cancelled flights: when the law is on your side
The first thing to do, whether you’re an individual business traveller or a travel manager in charge of company-wide work travel, is to know and understand your legal rights when flights are cancelled.
If you've booked a flight directly with an airline, the UK Civil Aviation Authority offers some protection if your flight departs from the UK, or arrives on a UK or EU airline. If you receive less than 14-days notice of the cancellation, you can claim compensation between £220 to £260.
However, if the travel disruption was caused by something outside of the airline’s control, such as extreme weather or other force majeure events, this option won’t be available to you.
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If the cancellation happens last-minute, perhaps post-check-in, you’re also legally entitled to a “reasonable amount of food and drink” and local accommodation if your flight is rescheduled for the next day. If this doesn’t happen, keep receipts, as your employer may be able to recoup the cost later.
If you’ve booked business travel flights through a third party, such as an online travel agency like Perk, you often have much more flexibility. Perk’s FlexiTravel add-on means you’re guaranteed an 80% refund at least on all cancelled flights, as close as 2 hours before the trip.
2. Know the difference between non-refundable and non-changeable flight tickets
They sound like the same thing, and non-refundable and non-changeable flight tickets are similar in many ways, but also have distinct differences.
A non-refundable ticket generally means there’s no way to get a refund after you cancel, whereas non-changeable tickets will not allow you to change details like flight time or route.
A flight fare that is non-refundable can still be altered if you pay a fee, in some circumstances. So you could change the date or time in this instance. A non-changeable ticket is usually, by definition, non-refundable.
3. Learn your airline’s cancellation policies
It’s safe to presume that you’re unable to make changes to non-flexible flight bookings if your business travel plans change. However, if you’re quick, some airlines can help.
Basic non-refundable tickets are usually still covered by a 24-hour cooling-off period, as long as the trip starts more than 24-hours after booking. So, if plans change quickly after booking, there’s a good chance you’ll get a refund.
4. Involuntary refunds
Even with a non-flexible ticket, every airline has a “contract of carriage” which defines what happens when an airline refuses to carry you, such as an overbooked flight or a change to the aircraft capacity. In these cases, if specific conditions have been met, you will be eligible for a full refund on the airfare, even on non-refundable fares.
The airline’s “contracts of carriage” are published online. Here are some useful links to common airlines:
UK airlines
International airlines
- Disruptive behaviour
- Incorrect documentation
- Failure to reach the boarding gate on time
- Intoxication
- Attire with discriminatory slogans
- Showing symptoms of contagious illness
Schedule changes are also eligible for a full refund. These include significant changes to:
Departure or arrival time
Length of layover
A non-stop flight rescheduled to a connecting flight
5. Travel insurance and credit card policies
For business travel, an insurance policy is an annual expense that could pay dividends in the long run when it comes to cancelled flights. Not only could it save stress and money when plans change, but a good business travel insurance policy could cover lost or stolen baggage, medical expenses and missed flights. Check your policy’s specific terms and conditions to make sure that non-refundable flights are covered before you sign up.
Your business bank account or credit card might also offer you additional flexibility when it comes to travel for work. In some cases, you can submit a claim through the credit card company, requesting a refund for flight cancellation. Certain credit card providers may even offer you free access to travel insurance.
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6. Frequent flyer benefits
If you’re a travel manager booking flights for the entire company, the chances are that you’ve probably racked up substantial points on a loyalty programme or have frequent flyer status with certain airlines. These are usually associated with benefits such as lounge access or priority boarding, but they could come in handy in the case of sudden trip cancellation or the need to make any changes.
Using your frequent flyer miles or points can unlock much more flexibility on your booking. In some cases, you might even be eligible for a total fee waiver depending on how many points you’ve earned or what status of frequent flyer membership you hold. As a minimum, it could give you more bargaining power when it comes to negotiating a fee waiver.
7. Extraordinary circumstances
There are some cases where an airline might deem a business traveller eligible for free change or cancellation, even on non-refundable tickets. These are generally in extraordinary circumstances, particularly in the case of a death in the traveller’s immediate family.
In such unfortunate circumstances, you can contact the airline to request a free cancellation or to reschedule your flight in light of the circumstances. You will likely need to provide some form of documentation as proof of the situation, such as a death certificate.
Some airlines might also consider a refund if a traveller is seriously ill, and you’d need to provide a doctor’s note stating that you are unfit to fly.
8. Play the waiting game
As we mentioned in point two, you are eligible for a waived change fee or cancellation from an airline in the case of a significant change in departure or arrival time, an increased layover, or if your flight has been changed from direct to one with a connection.
These changes are not as uncommon as you may think. Flight disruption for UK air passengers has increased by almost 40% since 2023. If you booked your trip a while ago, it might be worth just waiting and hoping any of these involuntary changes (or irregular operations) occur. That way, you’re entitled to a refund.
Of course, you won’t know of any of these changes until very close to your departure date, so it is a risky approach.
9. Contact your airline and try your luck
If you’ve exhausted all possibilities of finding a loophole, you can always just try contacting the airline and simply ask. Many airlines have a dedicated section on their website that allows customers to request a change or cancellation, or you can just get in touch via email or phone call.
Being honest, polite, and choosing the right words can give you some surprising results. It could be the last thing standing between you and a hefty fee.
10. Consider if non-refundable tickets are right for your business
It might be the case that non-refundable flight tickets are too much of a risk for your business, and that it is worth paying the extra for a more flexible journey. Consider the following when weighing up your options:
Bypass “no refund” rules with FlexiTravel
All of the above tips become unnecessary with Perk’s FlexiTravel add-on, as you can bypass any “no refund” rules and regain control over budgets. Business travellers and travel managers are given the option to book flight, hotel, car, or train services and cancel at any time, no questions asked, no matter the type of ticket.
The way it works is simple. You pay a 10% fee on every trip in order to be able to cancel at any time up to as close as 2 hours before the trip. Upon cancellation, you are eligible for a refund of 80%. The process of doing so is also much less stressful. You don’t need to run after airlines and service providers for your refund for weeks on end. You simply notify Perk’s customer care via chat, phone, or email and you’ll receive your refund within 7 days. If you’re a travel manager, or book trips for multiple colleagues, this is a game changer when plans shift.
With FlexiTravel, you are not at the mercy of the policies of each individual airline. By signing up, corporate travellers can enjoy the peace of mind that flexible travel offers along with being able to search for amazing deals across the Perk platform.
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