CANCELLATION POLICY

This Cancellation Policy applies to all reservations made with [Your Company Name] ("we," "us," or "our") for limousine and black car services in the United States. By making a reservation with us, you ("Client," "you," or "your") agree to the terms and conditions outlined below.

1. Cancellation by Client:

Our cancellation policy varies depending on the type of service and the amount of notice provided. Please review the following carefully:

  • 1.1 Standard Transfers (Airport, Point-to-Point):

    • More than [Number] Hours Notice: Cancellations made more than [Number] hours prior to the scheduled pick-up time will receive a full refund of any deposit or payment made, less a [Dollar Amount or Percentage]% processing fee.

    • [Number] to [Number] Hours Notice: Cancellations made between [Number] and [Number] hours prior to the scheduled pick-up time will be subject to a cancellation fee of [Dollar Amount or Percentage]% of the total quoted fare.

    • Less than [Number] Hours Notice: Cancellations made less than [Number] hours prior to the scheduled pick-up time will be charged the full quoted fare.

  • 1.2 Hourly/As-Directed Service:

    • More than [Number] Days Notice: Cancellations made more than [Number] days prior to the scheduled service date will receive a full refund of any deposit or payment made, less a [Dollar Amount or Percentage]% processing fee.

    • [Number] to [Number] Days Notice: Cancellations made between [Number] and [Number] days prior to the scheduled service date will be subject to a cancellation fee of [Dollar Amount or Percentage]% of the total estimated fare.

    • Less than [Number] Days Notice: Cancellations made less than [Number] days prior to the scheduled service date will be charged the full quoted fare.

  • 1.3 Special Events (Weddings, Proms, Concerts, Sporting Events, etc.):

    • More than [Number] Days Notice: Cancellations made more than [Number] days prior to the scheduled service date will receive a refund of [Percentage]% of any deposit or payment made. The remaining [Percentage]% will be retained as a cancellation fee.

    • Less than [Number] Days Notice: Cancellations made less than [Number] days prior to the scheduled service date will be charged the full quoted fare.

  • 1.4 Non-Refundable Bookings: Certain promotional fares or pre-paid bookings may be designated as non-refundable at the time of booking. These bookings are not eligible for any refunds, regardless of the cancellation timeframe. This will be clearly stated during the booking process.

  • 1.5 "No-Show" Policy: If the Client fails to appear at the designated pick-up location at the scheduled time without notifying us, it will be considered a "no-show." In the event of a no-show, the full quoted fare will be charged, and no refund will be issued. A waiting period of [Number] minutes will be granted for airport pickups and [number] minutes for point to point pickups.

2. Cancellation by [Your Company Name]:

  • We reserve the right to cancel a reservation due to unforeseen circumstances beyond our control, including but not limited to:

    • Vehicle malfunction

    • Driver illness or unavailability

    • Unsafe weather conditions (e.g., severe storms, flooding, blizzards)

    • Road closures or traffic emergencies

    • Acts of God, war, terrorism, or government regulations

  • In the event of a cancellation by us, we will make reasonable efforts to:

    • Notify the Client as soon as possible.

    • Arrange for alternative transportation, if possible.

    • Provide a full refund of any deposit or payment made by the Client.

  • We are not liable for any consequential damages arising from cancellation, including but not limited to missed flights, events, or appointments.

3. How to Cancel:

  • To cancel a reservation, you must notify us by [Specify method, e.g., phone, email, online portal].

  • Phone: [Phone Number]

  • Email: [Email Address]

  • Online Portal: [Link to Online Cancellation Form/Portal]

  • Cancellations are only considered valid upon confirmation of receipt by us.

  • The cancellation date and time will be determined based on the time the cancellation request is received and confirmed by us.

4. Refunds:

  • Refunds, if applicable, will be processed within [Number] business days and will be issued to the original payment method used for the reservation.

5. Modifications:

  • Requests to modify a reservation (e.g., change pick-up time, location, or vehicle type) are subject to availability and may be subject to additional charges.

  • Modifications made within [Number] hours of the scheduled pick-up time may be treated as a cancellation and subject to the cancellation fees outlined above.

6. Waiting Time:

  • We provide a complimentary waiting time of [Number] minutes for airport pick-ups and [Number] minutes for other pick-up locations. After the complimentary waiting time, waiting time charges may apply as per our standard rates.

7. Force Majeure.

  • Neither party shall be liable for any failure to perform its obligations under this Cancellation Policy if such failure is caused by acts of God, war, terrorism, civil unrest, labor disputes, government regulations, or any other event beyond the party's reasonable control.

8. Dispute Resolution:

  • Any dispute arising out of or relating to this Cancellation Policy shall be resolved through [Specify dispute resolution method, e.g., mediation, arbitration] in [City, State].

9. Governing Law:

  • This Cancellation Policy shall be governed by and construed in accordance with the laws of the State of [State Name], without regard to its conflict of laws principles.

10. Changes to this Cancellation Policy:

  • We reserve the right to modify this Cancellation Policy at any time without prior notice. Any changes will be effective immediately upon posting on our website or other communication channels. It is your responsibility to review this Cancellation Policy periodically for updates.

11. Acceptance:

  • By booking services with [Your Company Name], you acknowledge that you have read, understood, and agree to be bound by this Cancellation Policy.

[Your Company Name] Contact Information:

  • [Company Address]

  • [Phone Number]

  • [Email Address]

  • [Website]

Key Considerations and Customization:

  • State and Local Laws: This is the most critical step. Cancellation policies can be subject to consumer protection laws and other regulations that vary by state and even city. Have a lawyer review and adapt this policy to comply with the laws of the specific jurisdictions where you operate.

  • Specificity: The more specific your policy is, the less room there is for misunderstanding or disputes. Clearly define terms like "total quoted fare," "estimated fare," and "special events."

  • Clarity: Use clear and concise language that is easy for customers to understand. Avoid legal jargon.

  • Transparency: Make your cancellation policy readily available to customers before they book. Include it on your website, in your booking confirmation emails, and in any other relevant communication.

  • Processing Fees: If you charge processing fees for cancellations, be transparent about the amount and the reason for the fee.

  • Documentation: Keep a record of all cancellations and any communication related to the cancellation.

  • Flexibility: While it's important to have a clear policy, consider offering some flexibility on a case-by-case basis, especially for long-time clients or in situations where the cancellation was due to circumstances beyond the client's control. However, ensure this is applied consistently and fairly.

  • Special Events: Special Events often require stricter cancellation policies due to high demand and the difficulty of re-booking cancelled services.

  • Waiting Time: Clearly define your waiting time policy and any associated charges.

By implementing a well-defined and transparent Cancellation Policy, you can protect your business from financial losses due to cancellations, while also ensuring that your customers are treated fairly. Remember to seek legal advice to ensure compliance with all applicable laws and regulations.