Life happens, and sometimes even the best-laid travel plans need to change. If you've booked a flight with Southwest Airlines and find yourself needing to cancel, don't worry – Southwest has one of the most flexible cancellation policies in the industry, often without hefty cancellation fees. This guide will walk you through the process step-by-step, ensuring you understand your options and can cancel your flight with ease.
So, are you ready to navigate the world of Southwest flight cancellations? Let's get started!
Step 1: Understand Southwest's Flexible Cancellation Policy
Before you even think about hitting that "cancel" button, it's crucial to understand Southwest's unique approach to flight cancellations. Unlike many other airlines that charge significant fees, Southwest generally prides itself on its "Transfarency" policy.
Key Policy Highlights:
No Change Fees (with Fare Difference): Southwest does not charge change fees. If you change your flight, you'll only pay the difference in fare if the new flight is more expensive.
No Cancellation Fees (but beware of "No-Show" policy): Similarly, Southwest typically does not charge cancellation fees. However, it's vital to understand what happens to your funds based on your fare type and if you cancel within the required timeframe.
Cancel at least 10 minutes prior: To avoid the "no-show" policy (which can lead to forfeiture of funds for some fare types), you must cancel your reservation at least 10 minutes prior to your flight's original scheduled departure time.
Understanding Your Fare Type and Its Impact on Refunds:
Southwest offers various fare types, and what happens to your funds when you cancel largely depends on which one you booked:
Business Select® and Anytime Fares: These are the most flexible fares. If you cancel at least 10 minutes prior to departure, you are eligible for a 100% refund to your original form of payment. If you don't cancel and are a "no-show," the funds will be converted into a Transferable Flight Credit.
Wanna Get Away Plus® Fares: If canceled at least 10 minutes before departure, the funds from this fare will be issued as a Transferable Flight Credit that is valid for 12 months from the original ticketing date. If you're a "no-show," the funds will still become a transferable flight credit.
Basic Fares (formerly Wanna Get Away®): These are Southwest's lowest fares. If you cancel at least 10 minutes before departure, the funds will be issued as a non-transferable Flight Credit valid for 6 months from the original ticketing date. However, if you are a "no-show" for a Basic fare, your funds will be forfeited. This is a crucial distinction!
Flights Booked with Rapid Rewards Points: If you cancel a flight booked with Rapid Rewards points (Anytime or Business Select fare), the points will be redeposited to the Rapid Rewards account holder who booked the ticket, and any associated taxes and fees will be converted into a Transferable Flight Credit. For Wanna Get Away or Wanna Get Away Plus reward travel, if you don't cancel at least 10 minutes before departure, any points used for booking will be forfeited, along with any taxes and fees.
Step 2: Choose Your Cancellation Method
Southwest offers several convenient ways to cancel your flight, catering to your preference. You can choose to cancel online, via the mobile app, or by contacting customer service.
Sub-heading: Online Cancellation (Recommended for Speed and Ease)
This is often the quickest and most straightforward method.
Access Southwest.com: Open your web browser and go to the official Southwest Airlines website:
www.southwest.com Navigate to "Manage Reservations": In the header section of the homepage, look for and click on "Flight," then select "Manage Reservations."
Enter Your Details: You'll be prompted to enter your Confirmation Number, First Name, and Last Name. Make sure these details match your reservation exactly.
Locate Your Reservation: Once your details are entered, click "Search" or "Find Flight." Your reservation should appear on the "Your Reservation Details" page.
Initiate Cancellation: On the line that displays your Confirmation #, look for the "Cancel" link or button. Click on it.
Review Cancellation Details: A new page will appear, outlining the specifics of your cancellation, including what will happen to your funds (e.g., refund to original payment, flight credit). Carefully review this information to ensure you understand the outcome.
Important Note: If you only have non-refundable funds (like a Basic fare), you might only see the option to "Hold for future use" as a Flight Credit.
Confirm Cancellation: After reviewing, click "Cancel Flight" to finalize the cancellation for all passengers on that reservation.
Receive Confirmation: You will then see a confirmation page with a new confirmation number for your cancellation. It's highly recommended to keep a record of this cancellation confirmation number for your records. An email confirmation will also be sent to the email address on file.
Sub-heading: Mobile App Cancellation (Convenience on the Go)
The Southwest mobile app offers a seamless experience for cancelling flights.
Open the Southwest App: Launch the Southwest Airlines app on your smartphone or tablet.
Tap "My Trips" or "Flights": Depending on your app version, you'll likely see a "My Trips" or "Flights" option at the bottom or top of the screen. Tap on it.
Locate Your Reservation: You should see a list of your upcoming trips. Select the flight you wish to cancel.
Tap "Cancel": Within the reservation details, look for the "Cancel" button.
Review and Confirm: Similar to the online process, you'll be shown details about what happens to your funds. Review carefully and then tap "Cancel Flight" to confirm.
Confirmation: You'll receive an in-app confirmation and an email confirmation.
Sub-heading: Phone Cancellation (For Complex Situations or Assistance)
While online and app cancellations are efficient, sometimes speaking to a human is necessary, especially for complex itineraries or if you encounter issues.
Gather Your Information: Before calling, have your Confirmation Number, Names of Passengers, and any other relevant booking details ready.
Dial Southwest Customer Service: Call Southwest Airlines' general customer service line: 1-800-I-FLY-SWA (1-800-435-9792). Be prepared for potential wait times, especially during peak hours.
Follow Prompts: Navigate the automated menu to reach an agent who can assist with flight cancellations.
Explain Your Request: Clearly state that you wish to cancel your flight and provide your reservation details.
Confirm Details: The agent will verify your information and walk you through the cancellation process, explaining what will happen to your funds.
Obtain Confirmation: Always ask for a cancellation confirmation number from the agent and note it down. Also, ensure an email confirmation is sent to you.
Step 3: Understand Your Refund or Flight Credit Options
Once your flight is canceled, the next step is to understand how you'll receive your funds or flight credit.
Sub-heading: Cash Refunds to Original Form of Payment
Applicable Fares: Primarily for Business Select® and Anytime fares, provided you cancel at least 10 minutes before the original scheduled departure.
Process: If eligible, you will often have the option during the online cancellation process to select "Refund to original form of payment" or "Hold for future use as a Travel Fund." Choose the refund option.
Processing Time: Refunds to your original payment method can take several business days to process and appear on your statement, depending on your bank or credit card company.
Sub-heading: Southwest Flight Credits (Travel Funds)
Applicable Fares: Wanna Get Away Plus® (transferable) and Basic (non-transferable) fares, as well as Anytime/Business Select fares if you choose a credit instead of a refund, or if you were a "no-show" for these higher fares.
How to Use Them: Flight credits are tied to the confirmation number of the original reservation. When you book a new flight on Southwest.com, during the payment step, you'll see an option to "Apply Travel Funds." You'll need the confirmation number of your canceled flight and the first and last name of the passenger for whom the credit was issued.
Expiration Dates:
Wanna Get Away Plus® and funds from Anytime/Business Select "no-shows": These credits are generally valid for 12 months from the original ticketing date. Crucially, if created on or after July 28, 2022, flight credits do not expire. Always double-check the specific terms of your credit.
Basic Fares: These credits are typically valid for 6 months from the original ticketing date.
Transferability:
Wanna Get Away Plus® and some Business Select/Anytime credits: These are transferable to another person.
Basic fares: These credits are generally non-transferable and must be used by the original passenger.
Step 4: Consider Rebooking Instead of Cancelling Entirely
Sometimes, your plans just shift a little, and a full cancellation isn't necessary. Southwest's flexible change policy might be a better fit.
Sub-heading: Making a Same-Day Change
Eligibility: On the day of travel, you can switch to another flight with available space departing on the same calendar day between the same origin and destination.
Fare Types: Free same-day change is available for Business Select®, Anytime, or Wanna Get Away Plus® fares. Basic fares are generally not eligible for free same-day changes. A-List and A-List Preferred members who purchase a qualifying fare can also make same-day changes without a fare difference.
Process: You can typically make a same-day change online, via the mobile app, or at an airport kiosk or ticket counter, at least 10 minutes before your original flight's departure (30 minutes if using the app for standby).
Important Note: While the fare difference is often waived for eligible fares, you may still be required to pay any government taxes and fees associated with the new itinerary. Your original boarding position is not guaranteed.
Sub-heading: Changing Your Flight Date/Time (Prior to Day of Travel)
Process: Similar to cancellation, you can go to "Manage Reservations" online or in the app, locate your flight, and select the "Change Flight" option. You'll then be able to search for new dates, times, or even destinations.
Fare Difference: If the new flight is more expensive, you will pay the difference in fare. If it's cheaper, the difference will be issued as a flight credit.
Timing: You can change your flight up until 10 minutes before your original scheduled departure time.
Step 5: What if Southwest Cancels or Significantly Delays Your Flight?
If Southwest initiates the cancellation or significantly delays your flight (generally 3+ hours domestically, 6+ hours internationally), your options are more flexible, regardless of your original fare type.
Your Options:
Refund: You are eligible for a full refund to your original form of payment if you decide not to travel.
Rebook: Southwest will generally attempt to rebook you on the next available flight to your destination. If the automatically rebooked flight doesn't work for you, you can change it to another available flight up to 14 days from your original travel date without a fare difference.
Flight Credit: You can choose to accept a flight credit for future use.
In these situations, it's best to check your email or text messages for updates from Southwest, or directly access your reservation online to see your available options.
Frequently Asked Questions (FAQs)
How to check if my Southwest flight is refundable?
You can determine if your Southwest flight is refundable based on the fare type you purchased. Business Select® and Anytime fares are generally refundable to your original form of payment if canceled at least 10 minutes prior to departure. Wanna Get Away Plus® and Basic fares are non-refundable to the original payment method, but typically yield a flight credit for future use. Check your booking confirmation or the "Fare Information and Rules" section on Southwest's website for specific details.
How to cancel a Southwest flight booked with Rapid Rewards points?
To cancel a flight booked with Rapid Rewards points, log in to your Southwest account online or via the mobile app, navigate to "Manage Reservations," select your flight, and choose the "Cancel" option. For Anytime and Business Select fares, the points will be redeposited to your account. For Wanna Get Away and Wanna Get Away Plus reward travel, ensure you cancel at least 10 minutes before departure to avoid forfeiture of points and fees.
How to apply a Southwest flight credit to a new booking?
When booking a new flight on Southwest.com, proceed to the payment page. There, you will find an option to "Apply Travel Funds." Click on this, enter the confirmation number from your canceled flight and the first and last name of the passenger associated with that original booking, and the credit will be applied to your new reservation.
How to tell when my Southwest flight credit expires?
The expiration of your Southwest flight credit depends on the original fare type and when it was issued. Generally, Wanna Get Away Plus® and some Anytime/Business Select credits (issued on or after July 28, 2022) do not expire. Basic fare credits typically expire 6 months from the original ticketing date. Always refer to your cancellation confirmation email or check the "Travel Funds" section of your Rapid Rewards account for the specific expiration date of your credit.
How to cancel a Southwest flight if I booked through a travel agent?
If you booked your Southwest flight through a travel agency (online or traditional), you typically need to contact the travel agency directly to initiate the cancellation. Their own cancellation policies may apply in addition to Southwest's.
How to cancel only one passenger on a multi-person Southwest reservation?
To cancel only one passenger on a multi-person Southwest reservation, you will first need to "divide" the reservation. This can usually be done online via "Manage Reservations" or by calling Southwest Customer Service. Once the reservation is divided, you will receive a new confirmation number for the separated passenger(s), allowing you to then cancel that specific part of the itinerary.
How to get a refund for a Southwest flight if there was a significant delay or cancellation by the airline?
If Southwest Airlines cancels your flight or significantly delays it (generally 3+ hours domestically, 6+ hours internationally), you are eligible for a full refund to your original form of payment, regardless of your fare type, if you decide not to travel. You can often request this online through your reservation details or by contacting customer service.
How to change my Southwest flight instead of canceling?
To change your Southwest flight, go to "Manage Reservations" on Southwest.com or the mobile app, select your flight, and choose "Change Flight." You can then search for new dates, times, or even destinations. Be aware that a fare difference may apply if the new flight is more expensive.
How to handle a "no-show" on a Southwest flight?
If you are a "no-show" for a Southwest flight (meaning you did not cancel at least 10 minutes prior to departure and did not board), the outcome depends on your fare type. For Basic fares, the funds will be forfeited. For Wanna Get Away Plus®, Anytime, and Business Select fares, the funds will typically convert to a flight credit (transferable for Wanna Get Away Plus, Anytime, and Business Select, non-transferable for Basic if you somehow had a no-show on it, though it would usually be forfeited).
How to contact Southwest Airlines customer service for cancellation assistance?
You can contact Southwest Airlines customer service for cancellation assistance by calling 1-800-I-FLY-SWA (1-800-435-9792). Be prepared with your confirmation number and other relevant booking details. Wait times can vary, so consider online or app cancellation first if your situation is straightforward.
