Quotation Policy
Complimentary First Quote
Vb Japan DMC provides one complimentary quotation per request. Any subsequent quotation requests — including modifications or revised versions — will require a non-refundable contract fee.
The cost may vary depending on group size. Please inform us in advance to receive a revised quote based on actual participant numbers.
Quotation Validity
All quotations are valid for 4 days from the date of issue. Final pricing is subject to service availability at the time of booking.
Remittance Charge: JPY 6,500 fixed charge per transaction will be applicable on all remittances.
Contract Fee
Example: If the total service fee is INR 20,000 and you have already paid the INR 5,000 contract fee, the remaining balance due upon confirmation will be INR 15,000.
Why this fee exists
The contract fee covers the time, expertise and effort invested in customising your itinerary and managing all supplier communication on your behalf. It is fully credited against the final invoice upon confirmation.
FOC Policy — Group Bookings Only
| Paying Adults | FOC Allocation | Room Type |
|---|---|---|
| Every 20 paying adults | 1 FOC | Single-share room |
| Every 40 paying adults | 2 FOC | Twin-share room |
Payment Terms
Post-Booking Changes & Service Fees
Amendment Fee
Once confirmation vouchers have been issued, any modifications to the booking will incur a service fee of JPY 8,000 / USD 50 per transaction.
Overtime
Each additional hour beyond the agreed itinerary will be charged at JPY 12,000 / USD 70 for the guide and JPY 16,000 / USD 100 for the vehicle, up to a maximum of 2 extra hours per day (12 hours maximum per day), unless otherwise specified.
Cancellation Policy
| Notice Period Before Travel | Cancellation Fee |
|---|---|
| 45 days or more | 20% of total tour cost |
| 22 to 44 days | 50% of total tour cost |
| 21 days or fewer | 100% of total tour cost |
Tax Compliance
GST & Tax Invoices
Vb Japan DMC may charge GST where applicable and will issue compliant tax invoices. Vb Japan DMC does not assume responsibility for the partner's own tax obligations, including TCS on outbound remittances, GST on the partner's onward sale to end-customers, or any local taxes payable by the partner or traveller.
The travel agent partner is responsible for ensuring compliance with all applicable tax laws. We recommend consulting a qualified tax professional for guidance specific to your circumstances.
Documentation Required for Booking
- PAN Card & PAN card holder phone number
- Passport — first page copy
- Visa copy
- Flight booking confirmation
- Hotel booking details
General Terms & Conditions
Pricing & Availability
Quoted costs are for reference only. No bookings are made until confirmed in writing. All rates are subject to availability. Hotels quoted are subject to availability — if unavailable, an equivalent-grade property will be booked.
Prices may change due to currency fluctuations or statutory increases. Where such changes affect a confirmed booking, Vb Japan DMC will notify the partner in writing. The partner may choose to absorb the increase or cancel subject to the Cancellation Policy above.
Net Rates
All costs are net and non-commissionable. Any changes to the itinerary will result in a revised quotation. Bank charges are to be borne by the remitter.
SIC (Seat-in-Coach) Transfers
SIC transfers require travellers to make their own way to and from designated meeting and ending points. No refunds will be provided for any tours missed due to late arrival.
Itinerary Changes
The itinerary may be altered due to unforeseen circumstances such as adverse weather or heavy traffic. No refunds will be provided in such cases. Any requested changes to SIC tour schedules, accommodations or transfers are subject to availability and may incur additional charges.
Exclusions
City taxes, personal expenses, additional luggage fees and entrance fees (unless specified in the package) are not included. Any extra services requested outside the agreed package will be charged separately. Intercity baggage transfer is to be arranged via baggage courier service at the traveller's own cost, unless otherwise specified.
After Departure
After the tour has commenced, all unused tickets and services are non-refundable unless otherwise specified. The company is not liable for delays, losses, accidents or unforeseen circumstances beyond its control. Travellers must hold valid travel insurance covering medical expenses, trip cancellations and personal losses.
Governing Law
This agreement is governed by the laws of India. Any disputes arising shall be subject to the exclusive jurisdiction of the courts in Ahmedabad, India.
By submitting a booking, the agent partner and travellers confirm acceptance of all terms and conditions above, and agree to comply with all applicable local travel regulations.