Two stages, clear rules
Inn stay cancellation policy, from first quote to a reserved room
This inn stay cancellation policy has two halves. Before you approve a quote in writing, nothing is owed and nothing is held, so you can walk away at no cost. After you approve, the inn's own deposit, change and cancellation rules apply, and the office prints them in the quote before you say yes.
Before the quote is approved
A quote is an offer to look at, not a commitment. Until you reply with your approval, no room is held in your name, no deposit is taken and nothing is owed to the inn or to the office. You may ignore the quote, ask for a different inn or ask for new dates.
Once you approve in writing
Once the inn confirms the room after your written approval, its own deposit, change and cancellation rules apply. If the room has gone in the meantime, nothing is owed and the office sends a new quote. Each inn sets its deposit, its change window and its cancellation terms, and each is printed in the quote before you approve, so you see them while the decision is still yours. The inn takes your deposit or payment directly and sends the confirmation.
Moving dates or rooms
To move your dates or change the number of rooms, write to the office. The office passes the request to the innkeeper and follows it up. Whether a change is possible, and on what terms, is decided by the inn's rules as printed in your quote.
Where a refund comes from
A refund comes from the inn, under the inn's rules, because the inn is the one that took your payment. The office passes on your request, keeps in touch with the innkeeper and tells you in writing what the inn says. Your money moves only between you and the inn.
If an inn cancels or changes
Should an inn have to cancel or change your stay, the office offers a room at another inn of similar size when one is free for your nights. The inn refunds what it took from you. You choose whether to take the other room or leave it.