Cancellation & Refund Policy

At Executive Car Rentals, we work hard to provide reliable, premium vehicle rentals with professional service, 24/7 delivery, and convenient pickup options throughout Vancouver, YVR, Whistler, and the Lower Mainland. Because our fleet includes high-demand 12-passenger vans, AWD vans, and premium SUVs, we maintain a clear cancellation policy to protect vehicle availability and scheduling for all customers.

Please read the following policy carefully before confirming your reservation.

Reservation Confirmation

A booking with Executive Car Rentals is considered confirmed once a reservation has been accepted and a valid payment method has been provided. In some cases, a deposit or full prepayment may be required depending on the vehicle type, rental length, travel season, or delivery location.

Free Cancellation Window

We offer free cancellation within the following timeframes:

Standard Bookings

Reservations canceled at least 48 hours before the scheduled pickup or delivery time are eligible for a full refund.

Peak Period Bookings

Reservations during high-demand periods must be canceled at least 72 hours before the scheduled pickup or delivery time to receive a full refund.

Peak periods may include:

• Long weekends
• Statutory holidays
• Christmas and New Year’s holiday travel
• Cruise ship season
• Spring break
• Summer travel periods
• Ski and snowboard season, including Whistler travel dates
  

  Late Cancellations

  Cancellations made outside the free cancellation window are subject to the following charges:

  • Within 48 hours of pickup or delivery: 50% of the total booking amount may be charged
  • Within 24 hours of pickup or delivery: 100% of the total booking amount may be charged

  These charges apply because the reserved vehicle has been held specifically for the renter and may no longer be available to other customers on short notice.

  No-Show Policy

  If the renter does not arrive, respond, or make themselves available at the agreed pickup or delivery time and location, the reservation will be treated as a no-show.

  In the event of a no-show:

  • The full booking amount may be charged
  • The reservation becomes non-refundable
  • The vehicle may be released back into availability
    

    Delivery, Airport, and Custom Logistics

    Executive Car Rentals offers premium delivery and pickup service across the Lower Mainland, including Vancouver Airport (YVR), hotels, residences, cruise terminal locations, and Whistler.

    Because delivery logistics require scheduling, staff coordination, and vehicle allocation, the following conditions apply:

    • If a vehicle has already been dispatched, a delivery or logistics fee may be charged
    • Last-minute cancellations for airport, hotel, cruise terminal, or long-distance deliveries may be subject to additional charges
    • YVR and Canada Place reservations canceled within 24 hours may be charged in full due to pre-arranged logistics and blocked inventory

    Early Returns

    No refund will be issued for unused rental days if a vehicle is returned earlier than the original reservation period.

    Once the vehicle has been picked up or delivered, the reserved dates have already been removed from inventory and cannot usually be resold on short notice.

    Reservation Changes

    We understand that travel plans can change. We will do our best to accommodate reservation modifications when possible.

    • Changes requested more than 48 hours before pickup may be accommodated, subject to availability
    • Changes requested within 48 hours of pickup may be treated as a cancellation and rebooking
    • Vehicle upgrades, date changes, delivery changes, and location changes are not guaranteed and depend on fleet availability

    Weather and Road Conditions

    Executive Car Rentals operates in all seasons and supplies vehicles suited for regional travel conditions, including AWD options and dedicated snow-tire-equipped vehicles where applicable.

    For that reason, refunds will not be issued due to:

    • Rain, snow, or winter weather
    • Highway advisories or changing road conditions
    • Traffic delays
    • Road closures or travel disruptions outside our control

    Customers are responsible for monitoring their route conditions and travel requirements before their rental begins.

Refund Processing

Approved refunds are typically processed within 5 to 10 business days, depending on the payment provider and original payment method.

Refunds will be returned to the original method of payment unless otherwise agreed in writing.

Exceptions

Executive Car Rentals reserves the right to review special circumstances on a case-by-case basis. In exceptional situations, a partial refund, credit, or alternate accommodation may be offered at management’s sole discretion.

Contact Us

If you need to cancel or modify a reservation, please contact us as soon as possible.

• Executive Car Rentals
  Vancouver, BC
  Phone: 604-723-2759
  Email: info@executivecarrentalsvancouver.com