Last Updated: April 8, 2026
1. Overview
At Prospect Rental Services, we understand that plans can change. This Cancellation and Refund Policy outlines the terms under which cancellations are accepted and refunds are issued for bookings made through our website prospectrentalservices.com.
By completing a booking with us, you agree to the terms of this policy.
2. Standard Cancellation Policy
We operate a tiered cancellation policy based on how far in advance the cancellation is made relative to the check-in date:
| Cancellation Timing | Refund Amount |
|---|---|
| 6 or more days before check-in | Full refund of all amounts paid |
| 7 to 13 days before check-in | 50% refund of the total booking amount |
| 3 to 6 days before check-in | 25% refund of the total booking amount |
| Less than 5 days before check-in | No refund |
| No-show (failure to arrive) | No refund |
3. How to Cancel a Booking
To cancel your reservation, you may:
- Log into your account on prospectrentalservices.com and cancel through “My Account”
- Email us at info@prospectrentalservices.com with your booking reference number
Cancellations must be submitted in writing (email) to be officially processed. The cancellation date is determined by the date and time we receive your written cancellation request.
4. Refund Processing
- Approved refunds will be processed within 5 to 10 business days
- Refunds will be returned to the original payment method used at booking
- Processing times may vary depending on your bank or card provider
- We are not responsible for delays caused by your financial institution
5. Modifications to Bookings
Date Changes:
- Date changes are subject to availability
- If the new dates have a higher rate, the difference must be paid
- If the new dates have a lower rate, the difference will be refunded
- Date change requests made less than 7 days before check-in may not be accommodated
Guest Count Changes:
- Changes to the number of guests must be communicated before arrival
- Additional guests beyond the stated maximum are not permitted
6. Early Departure
If you choose to depart earlier than your scheduled check-out date:
- No refund will be issued for unused nights
- Please notify us as soon as possible if your plans change
7. Cancellation by Prospect Rental Services
In rare circumstances, we may need to cancel your booking due to:
- Property damage or maintenance emergencies
- Natural disasters or force majeure events
- Safety concerns
In such cases, you will receive:
- A full refund of all amounts paid
- Assistance in finding alternative accommodation where possible
- We will notify you as soon as possible if such a situation arises
8. Force Majeure
Prospect Rental Services shall not be liable for cancellations caused by circumstances beyond our reasonable control, including but not limited to:
- Natural disasters (floods, fires, earthquakes, hurricanes)
- Government travel restrictions or lockdowns
- Pandemics or public health emergencies
- Acts of terrorism or civil unrest
In force majeure situations, we will work with guests on a case-by-case basis to find a fair resolution, which may include rebooking credit or partial refund.
9. Extenuating Circumstances
We recognize that genuine emergencies happen. If you need to cancel due to a serious extenuating circumstance such as:
- Death of a guest or immediate family member
- Serious illness or medical emergency requiring hospitalization
- Natural disaster directly affecting your ability to travel
- Government-mandated travel restrictions
Please contact us immediately with supporting documentation. We will review each case individually and may offer:
- A full or partial refund beyond our standard policy
- A rebooking credit valid for 12 months
- A date change at no additional fee
Supporting documentation may include medical certificates, death certificates, or official government notices.
10. Non-Refundable Fees
The following fees are non-refundable regardless of cancellation timing:
- Booking service fees (if applicable)
- Credit card processing fees
- Any additional services already rendered before cancellation
11. Disputes
If you believe a refund has been incorrectly processed or denied, please contact us at info@prospectrentalservices.com within 30 days of the cancellation. We will review your case and respond within 5 business days.
If you are not satisfied with our resolution, you may pursue the matter through our arbitration process as outlined in our Terms and Conditions.
12. Contact Us
For cancellation requests or refund inquiries:
Prospect Rental Services Seagoville, Texas, United States
Email: info@prospectrentalservices.com
Website: prospectrentalservices.com
Our team is available to assist you Monday through Sunday, 9:00 AM to 6:00 PM Central Time.