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Cancelations & Deferrals

We understand that sometimes plans change. Whether it’s because of a delayed visa, change of study plans, or personal circumstances, there are different ways to cancel or defer your booking depending on your situation.

Lukas Carvajal avatar
Written by Lukas Carvajal
Updated over 2 weeks ago

Overview

Please find the cancelation / deferral policy that aligns with your situation to understand how it works.

For all cancelations / deferrals, Keep in mind:

  • All cancelations and deferrals must be communicated in writing.

  • The earlier you inform us of a cancelation or deferral, the better the chances of finding a replacement tenant quickly and minimizing your financial obligations.

  • Replacement tenants must be explicitly accepted by the landlord and take over the contract under the same terms.

Canceling After Signing the Contract (Before Move-In Date)

If you decide to cancel your booking after signing the contract but before the official move-in date, the following applies:

  • The first month’s rent is non-refundable, even if you cancel before the official move-in date.

  • The service fee (€200) is also non-refundable and must be paid to Friends in Flats.

  • The deposit will be fully refunded (minus any outstanding amounts) once the cancellation has been processed.

  • If you haven’t yet paid the first month’s rent, you’ll still need to transfer it to the landlord so that the booking can be officially cancelled and the room released.

  • Because you’re canceling ahead of time, we usually have enough time to find a replacement tenant, which helps avoid further rent payments beyond the first month.

Friends in Flats service fee account:

  • Account holder: Friends in Flats GmbH

  • IBAN: AT77 2011 1827 9073 0600

  • BIC: GIBAATWWXXX

  • Reference: [Your full name] – Service Fee

Canceling After the Contract Has Started but Before Move-In

If your contract has already started, but you haven’t moved in yet and wish to cancel:

  • The first month’s rent and the service fee remain non-refundable.

  • Because the contract has already started, this type of cancelation usually happens on short notice, leaving less time to find a replacement tenant.

  • You’ll typically need to pay at least the first month’s rent or, if no replacement is found quickly, the rent until a new tenant takes over.

  • If you’ve already paid the deposit, it will be refunded after the cancelation, minus any outstanding amounts.

  • If you haven’t paid the rent yet, you’ll still need to transfer it to the landlord to formally terminate the contract.

The key difference between this and canceling before the move-in date is timing:

  • Canceling early = more time to find a new tenant, usually only first rent is due.

  • Canceling after the contract has started = less time, often requires paying rent until a replacement tenant is found.

Canceling After Moving In

If you wish to terminate your contract after moving in, the normal cancelation notice period stated in your rental contract applies.

  • You’ll need to give notice in accordance with the contractual cancelation terms (usually 3 months).

  • Rent is due for the notice period or until a replacement tenant is found and approved by the landlord.

  • The deposit will be refunded after move-out, minus any agreed deductions (e.g. cleaning costs, damages).

Deferring the Move-In Date (Short-Term Deferral)

If you want to defer your move-in by a short period (e.g. up to one month), you can keep your room under the following conditions:

  • The contract start date remains unchanged.

  • You must pay the first month’s rent as originally planned, even if you move in later.

  • Once payment is confirmed, we’ll adjust your check-in date accordingly.

This option is ideal for short visa delays or travel schedule changes.

Deferring the Booking to the Next Semester (3+ Months Deferral)

If you want to defer your entire booking to the next semester or by three months or more, this works slightly differently:

  • We will re-list your room and actively look for a replacement tenant for your current booking period.

  • You are responsible for rent payments until a new tenant is found, with at least one month’s rent due.

  • Once a new tenant is confirmed, your booking will be deferred.

  • You will not need to pay the service fee again for the deferred booking.

  • The deposit can either remain with the landlord for the new contract or be refunded and transferred again later, depending on your preference.

  • Your new contract will be issued with the new semester start date once the current booking has been fully resolved.

In practice, this is treated like a cancellation + rebooking, but with no extra service fee and priority given to securing a place for you in the next semester.

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