Cancellation Before Course Commencement
We understand that plans can change. If you need to cancel your enrolment before your course begins, the following refund schedule applies based on how much notice you provide prior to the scheduled start date:
- 14 or more days before the course start date — you are entitled to a full refund of the course fee (excluding the non-refundable registration fee).
- 7 to 13 days before the course start date — a refund of 70% of the course fee will be issued. The remaining 30% is retained to cover administrative and preparation costs.
- Less than 7 days before the course start date — no refund will be provided, as instructor assignments, materials and classroom arrangements will have been finalised by this stage.
All cancellation timelines are calculated based on calendar days. The course start date is the first scheduled class session as indicated in your enrolment confirmation email.
Withdrawal After Course Commencement
If you decide to withdraw from a programme after classes have begun, the following terms apply:
- Withdrawal within the first two weeks of the course — you may request a pro-rata refund based on the number of remaining weeks in the programme. The refund amount is calculated by deducting the fee for classes already attended and any materials distributed.
- Withdrawal after the first two weeks — no refund will be issued. You are welcome to continue attending any remaining sessions within the current intake.
Withdrawal requests must be submitted in writing. Verbal requests or non-attendance alone do not constitute a formal withdrawal.
Course Rescheduling
If you are unable to attend your enrolled intake but wish to study with us at a later date, you may request a one-time transfer to the next available intake of the same programme at no additional charge. To qualify for this transfer, you must notify our admissions team at least seven days before your original course start date. Transfers are subject to availability in the subsequent intake and cannot be deferred beyond one additional intake cycle. If you do not attend the rescheduled intake, the original cancellation terms above will apply.
Registration Fee
A non-refundable registration fee of RM150 is collected at the time of enrolment. This fee covers administrative processing, placement assessment and account setup. The registration fee is not included in any refund calculation and will not be returned under any circumstances, including full cancellations.
How to Request a Refund
To initiate a refund, please follow these steps:
- Send a written refund request to [email protected]. Include your full name, enrolled programme, intake date and the reason for your cancellation or withdrawal.
- Our admissions team will acknowledge your request within two business days and confirm the applicable refund amount based on the terms outlined above.
- Approved refunds are processed within 14 business days from the date your request is confirmed. Refunds are returned via the same payment method used for the original transaction. If the original method is no longer available, an alternative arrangement will be made.
Exceptional Circumstances
We recognise that unforeseen situations can arise. If you need to withdraw from a course due to a documented medical condition, family emergency or mandatory relocation, please contact our admissions team with supporting documentation. Such cases will be reviewed individually by our management, and we will make every reasonable effort to reach a fair resolution. Exceptional circumstance reviews are handled on a case-by-case basis and outcomes may include partial refunds, programme credits or extended deferral options beyond the standard one-intake transfer limit.
Contact
If you have any questions about this Refund Policy or need guidance on your specific situation, please get in touch:
- Email: [email protected]
- General enquiries: [email protected]
- Address: Docubays Language Academy, Kuala Lumpur, Malaysia