Refund Policy

At VLM Airlines LLC, we aim to make your travel planning smooth and stress-free, but we know plans can change. Our Refund Policy outlines when and how you can get your money back if you need to cancel or modify your travel bookings. Based at 36470 Seaside Outlet Dr, Rehoboth Beach, DE 19971, US, we’re committed to transparency and fairness in handling refunds. If you have questions, reach us at [email protected] or +1 302-945-2823. This policy applies to all bookings made through our website and may be updated—check back for the latest details.

Eligibility for Refunds

We offer refunds under specific conditions to balance flexibility with the commitments we make to our travel partners. You may be eligible for a full or partial refund if:
Your booking is canceled within the allowed cancellation window (detailed below).
A travel provider (airline, hotel, or tour operator) cancels or significantly changes your service.
You purchased a refundable booking option at checkout.
Non-refundable bookings, clearly marked during purchase, are not eligible for refunds except in cases of provider cancellations or extraordinary circumstances (e.g., serious illness or natural disasters). Always review the refund terms shown at booking to know your options.

Cancellation Windows and Refund Amounts

Refund eligibility depends on when you cancel and the type of booking:
Within 24 Hours of Booking: Cancel any booking within 24 hours of purchase for a full refund, no questions asked, as long as travel hasn’t started.
More Than 30 Days Before Travel: For refundable bookings, cancel 30+ days before departure for a full refund, minus a $50 processing fee per person.
15-30 Days Before Travel: Cancel within this window for a 50% refund on refundable bookings, minus the $50 fee.
Less Than 15 Days Before Travel: No refunds for cancellations, unless covered by travel insurance or extraordinary circumstances (see below).
Non-refundable bookings are not eligible for refunds after 24 hours, but you may receive a travel credit for future bookings, subject to provider terms. Refunds are processed to the original payment method within 7-14 business days.

Extraordinary Circumstances

We get it—life can throw curveballs. If you can’t travel due to serious issues like a documented medical emergency, death in the immediate family, or government-issued travel bans, we’ll work with you and our partners to process a refund or credit, even for non-refundable bookings. You’ll need to provide proof, like a doctor’s note or official notice, within 30 days of cancellation. Contact us at [email protected] to start the process. Refunds or credits in these cases depend on our partners’ policies, but we’ll do our best to secure the maximum possible.

Provider Cancellations or Changes

If an airline, hotel, or tour operator cancels your booking or makes significant changes (e.g., flight time shifts by 6+ hours or hotel relocation), you’re entitled to:
A full refund to your original payment method, processed within 7-14 business days.
Or, a rebooking option at no extra cost, subject to availability.
We’ll notify you promptly if a provider makes changes and guide you through your options. If you booked travel insurance, check your policy for additional coverage on delays or cancellations.

Travel Insurance and Refunds

We strongly recommend purchasing travel insurance to protect against unexpected cancellations. Insurance can cover reasons not included in our standard policy, like job loss or personal emergencies. If you’ve got insurance, file claims directly with your provider, but we can assist with documentation—reach out at [email protected]. Note that insurance premiums are non-refundable, even if you cancel your trip, as they’re handled by third-party providers.

How to Request a Refund

To cancel or request a refund, follow these steps:
Contact Us: Email [email protected] or call +1 302-945-2823 with your booking number and cancellation reason.
Provide Details: Include any required documentation (e.g., medical certificates) for extraordinary circumstances.
Confirmation: We’ll confirm receipt within 48 hours and process eligible refunds within 7-14 business days.
For online bookings, you can also submit cancellations through your account on our website—look for the “Manage Booking” section. Keep records of all communication for your reference. Refunds go back to your original payment method, minus any fees noted above.

Non-Refundable Bookings and Travel Credits

Non-refundable bookings, chosen for their lower cost, don’t qualify for cash refunds after the 24-hour window, except in cases of provider cancellations or extraordinary circumstances. However, we may offer travel credits valid for 12 months, usable on future bookings with us. Credits depend on our partners’ policies and may have restrictions, like blackout dates. We’ll let you know the credit amount and terms when you cancel. If you’re unsure about committing, consider refundable options at checkout for more flexibility.

Limitations and Exclusions

Some things aren’t covered by our refund policy:
No-Show: If you miss a flight, hotel check-in, or tour without notifying us, no refunds or credits apply.
Partial Use: Using part of a booking (e.g., one leg of a flight) voids refunds for unused portions.
Third-Party Fees: Some providers charge non-refundable fees (e.g., airline change fees) that we can’t recover.
Promotional Offers: Special deals or discounted bookings may have stricter refund rules, noted at purchase.
Always check the specific terms during booking, as they override this general policy if different.

Changes to This Policy

We may update this Refund Policy to reflect changes in our services or legal requirements. Updates will be posted on our website with the new effective date. If we make major changes, we’ll notify you via email or a site notice. Check back before booking to stay informed.

Contact Us

Got questions about a refund or need help with a cancellation? Reach out to VLM Airlines LLC:
Email: [email protected]
Address: 36470 Seaside Outlet Dr, Rehoboth Beach, DE 19971, US
Phone: +1 302-945-2823
Our team’s here to assist, typically responding within 24-48 hours. We’re committed to making your travel experience fair and hassle-free, even when plans change.

Last Updated: September 16, 2025