We've all been there – plans change, life happens, and suddenly that exciting flight you booked needs to be cancelled. Don't worry, it's a common scenario, and Southwest Airlines generally makes the process quite straightforward. Unlike many other airlines, Southwest is known for its customer-friendly cancellation policies, often allowing for significant flexibility. But how exactly do you go about it? Let's dive in!
Understanding Southwest's Cancellation Philosophy
Before we get to the "how," it's crucial to understand Southwest's unique approach. They stand out because they generally do not charge change or cancellation fees (though a fare difference might apply if you change, and the original fare rules dictate what you get back upon cancellation). This is a huge relief for many travelers! However, what you receive back (a refund to your original payment method or a flight credit) largely depends on the fare type you purchased and when you cancel.
Let's break down the step-by-step process of canceling your Southwest Airlines flight.
Step 1: Identify Your Flight Details and Fare Type - Are You Ready to Take Control?
Before you do anything, you'll need some key information at hand. This is where you engage with your travel plans and figure out what kind of cancellation you're looking at.
Confirmation Number: This is your unique identifier for your booking. It's usually a 6-digit alphanumeric code. You can find it in your confirmation email.
First and Last Name: As entered on the reservation.
Your Fare Type: This is critical for determining what you'll receive after cancellation. Southwest offers several fare types, each with different refund/credit policies:
Business Select®: Generally refundable to your original form of payment.
Anytime®: Generally refundable to your original form of payment.
Wanna Get Away Plus®: Non-refundable, but the value typically converts to a transferable flight credit.
Wanna Get Away®: Non-refundable, the value converts to a flight credit.
Basic: Non-refundable, the value converts to a flight credit, and it's the most restrictive.
Important Note: For bookings made on or after May 28, 2025, flight credits and transferable flight credits will have a specified expiration date. However, for flight credits created on or before May 27, 2025, they do not expire. This is a significant change to be aware of!
Cancellation Deadline: You must cancel your flight at least 10 minutes prior to the original scheduled departure time to avoid the "no-show" policy. If you don't, you might forfeit the value of your ticket (except for specific refundable fares).
Step 2: Choose Your Cancellation Method - How Do You Prefer to Act?
Southwest provides multiple convenient ways to cancel your flight. Pick the one that suits you best!
Sub-heading: Option A: Online Through the Southwest Website (Recommended for Most Users)
This is often the quickest and easiest method if you have internet access.
Navigate to Southwest.com: Open your web browser and go to the official Southwest Airlines website.
Locate "Manage Reservations": On the homepage, look for a section or link typically labeled "Flight" in the header, and then click on "Manage Reservations."
Retrieve Your Reservation: You'll be prompted to enter your Confirmation Number, First Name, and Last Name. Click "Retrieve Reservation" or a similar button.
Find the "Cancel" Option: Once your reservation details appear, look for a prominent "Cancel Flight" or "Cancel" link. It's usually clearly visible.
Review Cancellation Details: Southwest will display a summary of your flight and explain what you're eligible to receive (e.g., a refund to your original payment method or a flight credit).
If you have refundable funds: You'll often have the choice to either "Request a refund" or "Hold for future use" as a flight credit.
If you have non-refundable funds: You'll likely only see the option to "Hold for future use" as a flight credit.
Confirm Cancellation: Follow the on-screen prompts to finalize the cancellation. You'll usually need to click a button like "Cancel Flight" to confirm.
Receive Confirmation: After successfully canceling, you'll see a confirmation page. It's highly recommended to keep a record of this confirmation number for your cancelled reservation. You'll also receive an email confirmation.
Sub-heading: Option B: Via the Southwest Mobile App (Perfect for On-the-Go)
The Southwest app offers a seamless experience for managing your flights, including cancellations.
Open the Southwest App: Launch the Southwest Airlines app on your smartphone or tablet.
Access the Menu: Tap the three horizontal lines (hamburger menu) usually found in the upper left-hand corner to open the main menu.
Select "Look up Reservations" or "My Trips": Depending on the app version, you'll find an option to view or manage your bookings.
Enter Reservation Details: Input your Confirmation Number, First Name, and Last Name if prompted.
Locate and Tap "Cancel": Once your flight details are loaded, similar to the website, you'll see a "Cancel" button or link.
Review and Confirm: The app will present you with the cancellation details and what you're eligible for. Confirm your decision.
Confirmation: You'll get an in-app confirmation and an email detailing the cancellation and your flight credit/refund information.
Sub-heading: Option C: By Phone (For Complex Cases or Personal Assistance)
While online methods are usually best, sometimes you might need to speak to a human. This is especially true for:
Group bookings
Reservations with specific circumstances (e.g., medical emergencies, significant flight disruptions initiated by Southwest)
If you're having trouble online
Partner itineraries (you'll often need to contact the partner airline directly in this case)
Gather Information: Have your confirmation number and personal details ready before calling.
Call Southwest Customer Service: Dial Southwest Airlines' general customer service number: 1-800-I-FLY-SWA (1-800-435-9792).
Follow Prompts: Navigate the automated menu to speak with a representative about canceling a flight.
Explain Your Request: Clearly state that you wish to cancel your flight and provide your reservation details.
Confirm Details: The agent will walk you through the process and inform you about your refund or flight credit. Make sure to confirm all details before ending the call.
Request Email Confirmation: Always ask for an email confirmation of your cancellation for your records.
Sub-heading: Option D: At the Airport (Last Resort)
While possible, canceling at the airport is generally not recommended unless you are already there and it's an urgent, last-minute situation (still aiming for that 10-minute pre-departure window). It can be time-consuming, and other methods are more efficient.
Proceed to the Ticket Counter: Speak with a Southwest Customer Service Agent at the airport.
Provide Information: Have your confirmation number and ID ready.
Follow Agent's Instructions: The agent will process your cancellation and advise on the resulting refund or flight credit.
Step 3: Understanding What Happens After Cancellation - Refunds and Flight Credits
This is the crucial step where you learn about the financial implications of your cancellation. Southwest's policy is quite favorable, but it's important to know the nuances.
Sub-heading: Refunds to Original Form of Payment
Eligibility: This is primarily for Business Select and Anytime fares. If you cancel at least 10 minutes prior to departure, you are eligible for a 100% refund to your original payment method.
Processing Time: Refunds are typically processed within 7 business days. However, it might take longer for the funds to appear on your bank statement, depending on your bank's processing times.
Special Circumstances: If Southwest cancels your flight, significantly delays it (generally 3+ hours domestically, 6+ hours internationally), or makes a significant schedule change, you are entitled to a method-of-payment refund, even for non-refundable tickets. This also applies to any paid extras like EarlyBird Check-In or Upgraded Boarding.
Sub-heading: Flight Credits (Non-Refundable Fares)
Eligibility: For Wanna Get Away Plus, Wanna Get Away, and Basic fares, the value of your ticket (minus any non-refundable taxes/fees, if applicable) will be converted into a flight credit.
How they work:
Wanna Get Away Plus: Converts to a Transferable Flight Credit™. This means you can transfer the credit to another person.
Wanna Get Away & Basic: Convert to a standard Flight Credit. This credit is non-transferable and can only be used by the original Passenger.
Using Flight Credits: When booking a new flight online, you'll have an option on the payment screen to apply a flight credit by entering the confirmation number associated with it. You can use up to three forms of payment per booking, and each flight credit counts as one form.
Expiration (New Policy):
For flight credits created on or before May 27, 2025: These do not expire. This is fantastic flexibility!
For flight credits created from reservations booked and ticketed and/or voluntarily changed on or after May 28, 2025: These will have a specified expiration date.
Anytime & Business Select (if chosen as credit): Transferable Flight Credit™ will expire 12 months from the original booking date.
Wanna Get Away Plus: Transferable Flight Credit™ will expire 12 months from the original booking date.
Basic: Flight Credit will expire six months from the original booking date.
Exception for Disrupted Flights: If your flight was significantly disrupted by Southwest and you chose a flight credit, it will be valid for five years from the date you originally booked the reservation (for Anytime/Business Select/Wanna Get Away Plus) or five years from the cancellation date (for Basic fares).
Checking Flight Credit Balance: Log in to your Rapid Rewards account on Southwest.com, go to "My Account," then "Payment," and your available flight credits should be listed. You can also use the "Check Travel Funds" page if the credit isn't associated with a Rapid Rewards account.
Step 4: What if You Don't Cancel? The "No-Show" Policy
This is an important rule to be aware of.
If you do not cancel your reservation at least 10 minutes prior to the original scheduled departure time and you do not travel, your reservation will be subject to Southwest's no-show policy.
Consequences:
Business Select® or Anytime® fare: The funds will be converted into a Transferable Flight Credit™ with a specified expiration date (if booked on or after May 28, 2025).
Basic, Wanna Get Away®, or Wanna Get Away Plus® fare: You will forfeit the value of your ticket. This means you will lose the funds.
Reward travel (booked with Rapid Rewards points): The points used for booking will be redeposited to the purchaser's Rapid Rewards account. Any taxes and fees associated with the reward travel will be converted into a Transferable Flight Credit™ for future use.
The takeaway? Always cancel your flight if you don't plan to travel, even if it's last minute, to preserve any potential value.
Important Considerations & Tips
24-Hour Rule: If you cancel your reservation within 24 hours of booking (and the booking was made at least 7 days before departure), you are generally eligible for a full refund to your original form of payment, regardless of the fare type. This is a federal regulation.
Separate Travelers: If you need to cancel for only one person on a reservation with multiple passengers, you'll usually need to divide the reservation first. Southwest's website and app allow you to do this online. After dividing, you can then cancel the specific reservation for the individual traveler.
Partner Airlines: If your itinerary involves a partner airline (less common for Southwest, but possible with certain codeshares or international connections), you'll need to refer to the partner airline's cancellation policy and contact them directly.
Travel Insurance: If you purchased travel insurance, check its terms and conditions. It might cover non-refundable portions of your trip or provide additional compensation for covered reasons.
Documentation: Always keep a record of your cancellation confirmation number and any emails received. This is your proof of cancellation and helps if you need to follow up on a refund or flight credit.
Frequently Asked Questions (FAQs)
How to confirm my flight cancellation was successful?
You will receive an email confirmation from Southwest Airlines after a successful cancellation. Additionally, if you canceled online or via the app, you will see a confirmation page with a cancellation confirmation number. Always keep this number for your records.
How to check my flight credit balance?
Log in to your Rapid Rewards account on Southwest.com, navigate to "My Account," then "Payment." Your available flight credits associated with your name and account number should be listed there. You can also use the "Check Travel Funds" page on the Southwest website if the credit isn't linked to a Rapid Rewards account.
How to use a flight credit to book a new flight?
When you're ready to book a new flight on Southwest.com or the mobile app, proceed to the payment screen. You will see an option to "Apply Travel Funds" or "Apply Flight Credit." Enter the confirmation number associated with your flight credit, and the value will be applied to your new booking.
How to cancel a flight if I'm within 10 minutes of departure?
If you are within 10 minutes of departure and haven't canceled, you are generally subject to Southwest's "no-show" policy. For non-refundable fares (Wanna Get Away, Basic), you will likely forfeit the ticket value. For refundable fares (Business Select, Anytime), the funds will typically convert to a Transferable Flight Credit™. It's always best to cancel as soon as you know your plans have changed, even if it's just outside the 10-minute window.
How to get a refund for a non-refundable ticket?
Generally, non-refundable tickets (Wanna Get Away, Wanna Get Away Plus, Basic) are not eligible for a refund to your original payment method if you voluntarily cancel. The value is converted to a flight credit. However, if Southwest cancels your flight or significantly delays it, you are entitled to a full refund, even for non-refundable tickets.
How to cancel a flight booked with Rapid Rewards points?
If you cancel a flight booked with Rapid Rewards points, the points will be redeposited to the Rapid Rewards account holder who booked the ticket. Any taxes and fees paid will typically be converted into a Transferable Flight Credit™ for future use.
How to cancel one passenger from a multi-passenger reservation?
To cancel for a single passenger on a multi-passenger reservation, you must first divide the reservation. Southwest's website and mobile app typically allow you to do this by accessing "Manage Reservations" and finding the option to "Divide Reservation" or "Change number of people flying." Once divided, you can then cancel the specific portion of the reservation.
How to cancel a Southwest flight if I booked through a third party (e.g., Expedia, Kayak)?
If you booked your Southwest flight through a third-party online travel agency (OTA) like Expedia or Kayak, you will generally need to contact that third party directly to cancel or modify your reservation. Their cancellation policies may also apply in addition to Southwest's.
How to avoid the Southwest no-show policy?
Simply cancel your flight at least 10 minutes prior to the original scheduled departure time. Even if you have a non-refundable fare, canceling ensures that you receive a flight credit instead of forfeiting the ticket value entirely.
How to transfer a flight credit to another person?
Only flight credits originating from Business Select, Anytime, or Wanna Get Away Plus fares (booked on or after May 28, 2025) are typically Transferable Flight Credits™. This means you can use that credit to book a flight for someone else. Standard Flight Credits from Wanna Get Away or Basic fares are non-transferable and can only be used by the original Passenger.
