What to send for an accurate quotation
You want a real price, not a guess that changes once the details come out.
Booking with confidence
Cancellation questions to ask before you pay
You are about to send a deposit and want to understand what happens if plans change.
Ask for the cancellation terms in writing before you pay any deposit. A good set of terms names the deadlines, says what is refundable and lists the fees that suppliers charge. Use the questions below with any provider, including us.
Why ask before you pay?
Plans change for reasons nobody chooses: illness, a school date or a visa delay. A clear set of terms lets you decide how much risk you are comfortable with.
It also lets you compare two quotes fairly. The cheaper quote may carry stricter terms, and the dearer one may allow changes.
What should you ask about deadlines?
- What is the last date I can cancel or change without a fee?
- Is the deadline the same for every hotel, flight and rail item?
- What happens between that date and the travel date?
- Which time zone does the deadline use?
Write the dates in your own calendar once you have them. Dates differ by supplier, so ask for a list.
What should you ask about the deposit?
- What does the deposit cover, and what does the balance cover?
- When is the balance due?
- Is the deposit refundable in full, in part or not at all in each case?
- Can the deposit move to another date or another traveller?
- Who holds the money until the trip?
Ask for the answers by supplier, not as one general statement.
What should you ask about supplier fees?
A provider passes on what hotels, airlines and rail operators charge. Ask:
- Which items are non-refundable once confirmed?
- Which items allow a change of date, and at what cost?
- Does the provider add its own fee for changes?
- Are any payment or exchange charges added if the plan changes?
If you plan a hotel stay, our guide on refund and cancellation policies explains the usual types.
How do you get the terms in writing?
Ask for a written quote that lists the terms, or copy the answers into a message and ask the provider to confirm. Save both.
Keep the confirmation with your booking record. Our guide to what to send for an accurate quote shows what a provider needs from you first.
How do you compare two quotes on cancellation?
Make a small table with a column for each quote. List the deadline, the refundable share of the deposit, the change fee and who holds the money.
A quote with fewer unknowns is easier to plan around, whatever its price. When you are ready to decide, read when to stop planning and ask for a quote and see our quote request guide for hotels. For a longer trip, use the long-trip quote checklist.
If you already hold a quote, send it to us and we list the cancellation questions that apply to each hotel, rail and flight item, so you can ask before you pay.
Keep planning
Cancellation terms on Japan stays
You are about to pay for rooms months ahead and want to know what happens if plans change.
What to send us for a multi-region trip
Your Japan trip crosses several regions, and you want one plan, not three separate guesses.
Sending us a hotel and room brief
You know roughly where you want to stay and want one message that gets a useful answer.
When your DIY plan is ready to quote
You have spent weeks on tabs and spreadsheets, and wonder if it is time to hand over.
How to get special requests confirmed in writing
You typed a request into the booking box and want to know it will actually be there.
Questions travellers ask
Should I ask about cancellation before paying a deposit?
Yes. Ask for the terms in writing before any payment. A deposit is easier to plan around when you know the deadlines, what is refundable and what is passed on from hotels, airlines or rail. Keep the message and the reply together with your booking record.
What is the difference between a deposit and a full payment?
A deposit secures a plan, and the balance follows by a date. Ask what the deposit covers, when the balance is due and whether the deposit moves to another date if you change plans. Ask the same for each supplier, because hotels and airlines set their own terms.
Can a booking be refunded after the supplier's deadline?
Each supplier sets its own deadline and fees, and some bookings cannot be refunded once confirmed. Ask for each supplier's terms by name and date. Outcomes depend on each supplier, and we can list the deadlines for your trip in one place.
Should I buy travel insurance?
Travel insurance is a separate product with its own conditions on what it covers. Read the policy wording, and ask the insurer whether your reason for changing plans would count. Buy it with the booking date in mind, since cover often starts from purchase.
Ready to shape your Japan trip?
Tell us your dates, who is travelling and what you hope to see. We will reply with ideas and a tailored quote.