Cancellation & Refund Policy. Short, because the rules are mostly Microsoft’s.
Effective November 1, 2026. Most of what we sell is a Microsoft product, and Microsoft sets the cancellation terms for every Cloud Solution Provider (CSP) reseller. We pass those terms through to you, and we don’t promise anything Microsoft won’t honor. This policy applies to our business, nonprofit, education and government customers in the United States. If you have a signed agreement or statement of work with us, that document controls where it differs from this page.
Microsoft subscriptions
Per-user subscriptions (Microsoft 365, Dynamics 365, Power Platform, Windows 365 and similar) are sold on monthly, annual or three-year terms.
- Cancel within 7 calendar days of purchase, and again within 7 calendar days of each renewal, for a prorated refund of the unused days. The same 7-day window is your only chance to reduce the number of licenses.
- After 7 days, the subscription is committed to the end of its term. It can’t be cancelled, and the license count can’t be reduced, until the term ends. We can add licenses at any time.
- Monthly-term subscriptions run month to month. Tell us before the renewal date and we’ll stop the renewal, so you pay for the current month only.
- Renewal: subscriptions renew automatically unless you ask us to turn auto-renewal off or to change the license count, term or plan at renewal. We schedule that change for you; nothing happens mid-term.
- Trials convert to a paid subscription automatically at the end of the trial month unless we turn auto-renewal off for you. Once converted, the 7-day window above applies from the conversion date.
Software
- Software subscriptions (Windows Server, SQL Server and similar, sold on a term): prorated refund if cancelled within 7 calendar days of purchase. License counts can’t be reduced after that.
- Perpetual licenses (Office LTSC, Windows Server, SQL Server and similar, bought outright): full refund within 30 calendar days of purchase. No refunds after day 30.
Azure
- Pay-as-you-go consumption is billed monthly in arrears for what you used. There’s nothing to cancel ahead of time: turn off the resources and the charges stop. Consumed usage isn’t refundable.
- Azure reservations: Microsoft refunds a prorated amount for the remaining term, based on the lower of your purchase price and the current price, up to a cap of USD 50,000 of cancelled commitment per customer in any rolling 12 months. Microsoft currently charges no early-termination fee but reserves the right to add one. CSP customers can’t cancel reservations themselves; ask us and we’ll submit it.
- Azure savings plans can’t be cancelled, refunded or exchanged once bought.
Volume licensing
Volume-licensing orders (Open Value and similar) are placed with Microsoft on your behalf and are final once submitted. We’ll tell you before we submit.
Services
Our implementation and migration services are fixed-price and billed after you approve the delivered work, as set out in your statement of work (SOW).
- Before work starts: cancel at no charge.
- After work starts: you pay for the milestones delivered and approved up to the cancellation date.
- If you don’t accept a deliverable, tell us what’s wrong and we’ll fix it before you pay; the SOW’s acceptance process governs.
- Third-party costs we buy on your instruction (migration-tool licenses, Microsoft cross-tenant migration licenses and similar) are non-refundable once purchased, and you reimburse them even if the project is cancelled.
- Rescheduling a cutover or project date is free with five business days’ notice.
How to cancel
Email sales@o365hq.com (or open a ticket at support.o365hq.com if you’re an existing client) from an email address on your account. Include your organization name, the subscription or order, the license count to cancel or reduce, and the date you want it to take effect.
We acknowledge your request and submit it to Microsoft within one business day. Microsoft’s windows are measured in calendar days from the purchase or renewal date, and only we can submit the cancellation, so please send requests at least one business day before a window closes. We can’t reverse a cancellation once Microsoft processes it.
Refund method and timing
Refunds Microsoft approves are passed through to you as a credit on your next invoice or, if there’s no further invoice, as a refund to your original payment method within ten business days of Microsoft crediting us.
Card payments: our card processor keeps its processing fee when a payment is refunded, and we don’t absorb it. If you cancel and the original payment was made by credit or debit card, the refund is the Microsoft-approved amount minus a card-processing fee of 3 percent. Payments made by ACH, wire or check are refunded in full. If the cancellation is due to our error, we refund in full regardless of payment method.
We charge no other cancellation or restocking fees.
Changes to this policy
We update this page when Microsoft changes its rules or when ours change. The effective date at the top tells you which version you’re reading. Microsoft’s own cancellation rules, as published on Microsoft Learn, control if they differ from this summary. The related Terms of Service and Privacy Notice apply alongside this page.
Microsoft sources, as read on November 1, 2026: Partner Center “New commerce cancellation policy” (7 calendar days prorated for license-based and software subscriptions; 30 calendar days for perpetual software), “Subscription lifecycle states for new commerce license-based subscriptions”, “Give your customers free trials of Microsoft products”, and “Self-service exchanges and refunds for Azure Reservations” (prorated refund, USD 50,000 rolling-12-month cap for CSP customers, no early-termination fee at present).
Contact: sales@o365hq.com · +1-855-700-0365 · IT Partner LLC, 3422 Old Capitol Trail Ste. 679, Wilmington, DE 19808, USA.