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Cancellation Policy

Cancellation Policy · Rescheduling · Refunds · Missed Sessions

Cancellation Policy

This Cancellation Policy explains how cancellations, rescheduling requests, missed sessions, refunds, credits and service changes are handled for Business Language Institute training services, including private courses, corporate training, hospitality programs, communication labs, placement tests, certification services and framework agreements.

Quick Overview Private Courses Corporate Training

Important Publishing Note

This page is a structured cancellation policy template. Before publication, replace all bracketed placeholders with the final cancellation notice periods, refund rules, jurisdiction-specific consumer rights and payment terms.

Private Session Notice [Insert final notice period, e.g. 24 or 48 hours]
Corporate Notice [Insert group and company training cancellation period]
Package Validity [Insert validity period for prepaid course packages]
Refund Method [Insert refund, credit or replacement-session rules]
Template notice: This policy must be adapted to the actual business model, payment process, consumer/business customer distinction and applicable law before publication. If services are sold to consumers, mandatory withdrawal rights or consumer protection rules may apply.
Quick Overview

Cancellation Rules at a Glance

The exact rule depends on the service type, booking format, agreement and notice period. The final booking confirmation or written agreement takes priority if it contains specific terms.

Service Type Cancellation / Rescheduling Logic Final Rule to Insert
Private 1-on-1 Sessions Sessions may usually be rescheduled without charge if cancelled before the agreed notice deadline. [Insert notice period and rescheduling rule]
Small Group Courses Group sessions depend on the group schedule and may have stricter rescheduling limits. [Insert group course rule]
Corporate Training Company training cancellations should be requested by the authorized company contact within the agreed notice period. [Insert corporate notice period]
Hotel / Hospitality Training Department workshops, hotel training days and on-site sessions may require longer cancellation notice due to trainer planning. [Insert hospitality workshop rule]
Placement Tests Placement tests may be rescheduled before the agreed deadline; missed tests may be charged. [Insert placement test rule]
Certification Services Badges, certificates, verification pages and assessment work may be non-refundable after preparation has started. [Insert certification cancellation rule]
Policy Principles

Our Cancellation Policy Is Built Around Planning Fairness

Language training requires trainer preparation, scheduling, learner planning and sometimes reserved capacity. The policy is designed to be clear for learners, companies, hotels and trainers.

01

Clear Notice

Cancellation or rescheduling should be requested early enough for BLI to adjust trainer planning and learning schedules.

02

Fair Rescheduling

Where possible, sessions are rescheduled instead of lost, provided the applicable notice period is respected.

03

Reserved Capacity

Late cancellations and no-shows may be charged because trainer time and course capacity were reserved.

04

Written Confirmation

Cancellations and rescheduling requests should be sent in writing so that timing and status are clear.

Private Courses

Private 1-on-1 Course Cancellation

Rescheduling Private Sessions

Private 1-on-1 sessions may be rescheduled without additional charge if the learner sends a written rescheduling request before the agreed notice period expires. The final notice period is [insert notice period].

Rescheduled sessions are subject to trainer availability and must be used within the agreed package validity period.

Late Cancellation

If a private session is cancelled after the applicable notice period, the session may be charged as delivered or deducted from the learner’s package. BLI may offer a replacement session at its discretion, but is not required to do so unless otherwise agreed.

No-Show

If the learner does not attend a booked session and does not cancel in time, the session may be treated as delivered. This also applies if the learner joins too late for the session to be meaningfully delivered.

Recommended final setting: Use a clear 24-hour or 48-hour cancellation rule and state whether the timestamp is based on the learner’s time zone, trainer’s time zone or BLI’s business time zone.
Corporate Training

Company, Team and Framework Agreement Cancellation

Corporate training is often scheduled for several employees, departments or recurring training slots. Different cancellation rules may apply.

Employee Sessions

Individual Employees

If an employee is trained individually under a company agreement, the private-session rule may apply unless the framework agreement defines a different rule.

Team Training

Group Sessions

Group sessions may require earlier notice because multiple learners and trainer time are reserved. Late cancellation may be charged.

Framework Agreement

Reserved Training Capacity

Framework agreements may include monthly quotas, reserved trainer capacity, recurring sessions and separate cancellation terms.

Corporate rule: The final corporate cancellation policy should be stated in the offer or framework agreement, including notice period, authorized contact person, unused quota handling and billing consequences.
Hospitality and On-Site Training

Hotel, Restaurant, Bar, Wellness and On-Site Training

Hospitality training may involve department planning, trainer preparation, travel, workshop materials, staff scheduling and reserved training days. For this reason, on-site or department-based training may have longer cancellation periods than online 1-on-1 sessions.

  • Hotel staff language training
  • Restaurant, bar and service team training
  • Spa, wellness and guest communication training
  • Complaint handling and service recovery workshops
  • On-site workshops and department training days
  • Certification assessments, role plays and mystery call preparation
On-site cancellation rule: Insert separate rules for travel costs, preparation costs, trainer reservation, hotel workshop cancellation, minimum notice period and postponement options.
Refunds and Credits

Refund, Credit and Replacement Session Logic

Refunds, credits or replacement sessions depend on service type, timing, payment status and whether work has already started.

Situation Possible Handling Final Rule to Insert
Timely cancellation before service start Refund, credit or rescheduling may be possible depending on booking type. [Insert final refund rule]
Late cancellation of booked session Session may be charged as delivered or deducted from package. [Insert late cancellation rule]
Unused prepaid package Unused sessions may expire after the package validity period unless otherwise agreed. [Insert package expiry rule]
BLI cancellation BLI may offer a replacement date, substitute trainer, credit or refund for the affected session. [Insert BLI cancellation rule]
Certification work already started Fees for preparation, assessment, certificate design, verification setup or administrative work may be non-refundable. [Insert certification refund rule]
Corporate framework agreement Refund or credit depends on the agreement, monthly quota, reserved capacity and billing model. [Insert framework agreement rule]

Placement Tests and Consultations

Placement tests, level checks and consultations may be rescheduled if the request is received before the agreed notice deadline. If the learner does not attend or cancels too late, the test or consultation may be charged.

If a placement test or consultation is offered free of charge, BLI may limit repeated free bookings, missed appointments or short-notice rescheduling.

Certification, Badges and Verification Pages

Certified Partner programs, Workforce Development Seals, certificates, badges, QR codes and verification pages may involve administrative work, design preparation, assessment planning and public verification setup. Once this work has started, fees may be partially or fully non-refundable.

Certification status may be paused, withdrawn or not issued if the required training, documentation, assessment or payment requirements are not completed.

Course Packages and Validity Periods

Prepaid course packages, session bundles or framework agreement quotas may need to be used within a defined validity period. Unused sessions may expire after the validity period unless an extension is agreed in writing.

Suggested validity period: [insert package validity period]. Extension requests should be made before the package expires.

Online Sessions

Technical Problems, Late Arrival and Session Access

For online training, both BLI and the learner need a stable technical setup.

Learner Technical Issues

If a learner cannot attend because of internet, device, microphone, camera or login problems on the learner’s side, the session may still be charged if the trainer was available.

BLI Technical Issues

If BLI or the trainer cannot deliver the session due to technical problems on BLI’s side, a replacement session or suitable alternative will normally be offered.

Late Arrival

If a learner joins late, the session may still end at the originally scheduled time. Substantial late arrival may be treated as a no-show.

How to Cancel

How to Cancel or Reschedule a Booking

To avoid misunderstandings, cancellation and rescheduling requests should be sent in writing.

Send Email

Send a written cancellation or rescheduling request to the official BLI contact address.

Include Details

Include your name, course, booking date, session time and reason for the request.

Wait for Confirmation

A cancellation or rescheduling request is confirmed only when BLI confirms it in writing.

Keep Records

Keep the written confirmation for your records, especially for invoices, credits or replacement sessions.

Cancellation email: info@businesslanguageinstitute.com
Written Request

Information to Include in a Cancellation Request

A clear written request helps BLI process the cancellation, credit or rescheduling faster.

Information Example Why It Helps
Name / Company Full learner name or company name Identifies the correct booking or agreement
Service Type Private course, corporate training, hotel workshop, placement test or certification Determines the applicable cancellation rule
Session Date and Time Monday, 10:00 CET, online German coaching Allows BLI to check notice period and trainer schedule
Request Type Cancel, reschedule, pause package, request credit or terminate agreement Clarifies the desired outcome
Preferred Replacement Dates Two or three possible alternative dates Helps reschedule faster where possible
Reason Illness, business travel, hotel operation, staff shortage or scheduling conflict Helps BLI evaluate exceptional cases

Illness, Emergencies and Exceptional Cases

BLI may consider exceptional circumstances such as sudden illness, emergencies or unavoidable events. In such cases, BLI may request reasonable documentation and may offer a replacement session, credit or alternative solution at its discretion.

Exceptional handling does not automatically waive cancellation fees unless BLI confirms this in writing.

BLI Cancellation or Trainer Unavailability

If BLI needs to cancel a session because of trainer illness, scheduling conflict, technical failure or other operational reasons, BLI will normally offer a replacement date, substitute trainer, credit or refund for the affected session where appropriate.

Force Majeure

If training cannot be delivered due to circumstances beyond reasonable control, such as natural events, government measures, platform outages, severe technical disruption, strikes, travel restrictions or other unforeseeable events, BLI and the Client will seek a reasonable replacement solution.

Consumer Withdrawal

Consumer Withdrawal Rights

If a Client books as a consumer, statutory withdrawal rights may apply depending on the provider location, client location, sales channel, service type and whether the service has already started with the consumer’s consent.

The final withdrawal instructions, withdrawal form and exceptions must be inserted according to the applicable law. If the Client books as a business, company, organization or professional buyer, consumer withdrawal rights may not apply.

Publishing note: Do not publish this section without legal customization. Insert the correct consumer withdrawal wording, model withdrawal form, start-of-service consent wording and exception rules for the applicable jurisdiction.
Priority of Agreements

Individual Agreements Take Priority

If an individual offer, booking confirmation, invoice, corporate framework agreement, certification agreement or written contract contains specific cancellation, refund or rescheduling rules, those specific rules take priority over the general rules on this page.

If there is no specific written rule, this Cancellation Policy applies as the general cancellation framework.

Policy Version [Insert version number]
Last Updated [Insert date]
Contact Email info@businesslanguageinstitute.com
Related Legal Pages

Additional Legal Information

This Cancellation Policy should be read together with the Terms and Conditions, Privacy Policy, Cookie Policy and Imprint.

Terms and Conditions

General contract rules for course bookings, training services, payment, certifications and usage rights.

Open Terms →

Privacy Policy

Information about personal data, contact forms, training data, certificates and data subject rights.

Open Privacy Policy →

Cookie Policy

Information about cookies, consent, analytics, embedded content and website technologies.

Open Cookie Policy →

Imprint

Provider information, responsible party details and general legal notices for this website.

Open Imprint →
FAQ

Cancellation Policy Questions

How do I cancel or reschedule a session?

Send a written request to BLI with your name, course, session date, session time and desired outcome. A cancellation or rescheduling is confirmed only when BLI confirms it in writing.

Can I reschedule a private session for free?

Usually yes if the request is received before the agreed notice period. The final notice period must be inserted in the published policy and may also appear in the booking confirmation.

What happens if I cancel too late?

Late cancellations may be charged as delivered sessions or deducted from the learner’s package because trainer time was reserved.

What happens if I do not attend?

A no-show may be treated as a delivered session. This means the session may be charged or deducted from the package.

Do corporate clients have different rules?

Yes. Corporate training, hotel workshops and framework agreements may have separate cancellation, quota and billing rules defined in the individual agreement.

Are certification fees refundable?

Certification fees may be partly or fully non-refundable once preparation, assessment, badge design, certificate creation or verification setup has started.

What if BLI cancels a session?

If BLI cancels a session, BLI will normally offer a replacement date, substitute trainer, credit or refund for the affected session where appropriate.

Where should I send cancellation questions?

Send cancellation or rescheduling questions to info@businesslanguageinstitute.com.

Contact for Cancellation or Rescheduling Requests

For cancellation, rescheduling, refund, credit, package validity or agreement questions, please contact Business Language Institute in writing.

Send Cancellation Request Terms and Conditions

Language as a Service Advantage

Better Communication. Better Service. Stronger Business.

For companies, hotels, restaurants, bars and wellness businesses, language training is not a luxury. It is part of service quality. Staff who communicate confidently in English or German can welcome international guests, understand requests, handle complaints, explain offers, support upselling and create a better customer experience.

Professional Check-In and Guest Welcome
Clear Restaurant, Bar and Spa Communication
Better Handling of Complaints and Special Requests
Improved Service Recovery and Guest Satisfaction
More Natural Upselling of Rooms, Spa and Restaurant Offers
Better Online Reviews Through Better Communication
Stronger Service Quality for International Guests
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