What to send for an accurate quotation

For an accurate quotation, send nine details. They cover who is travelling, where you fly from, your dates, the cities, hotel level, mobility, food, budget and any must-do. You do not need all nine at once.

Send what you have, and we ask for the rest.

What are the nine details?

Here they are, in the order we use them.

1. Who is travelling. Send the number of adults and children, and each person’s age. The names must match the passports later.
2. Where you fly from. Tell us Kuala Lumpur International Airport (KLIA), KLIA2, Penang, Kota Kinabalu or Kuching. Say whether you want open-jaw, which is flying into one Japanese city and home from another. Our flight gateways page shows the options.
3. Your dates. Give a month at least, and say how flexible you are. School holiday weeks are busier, so tell us if your dates are fixed.
4. The places you have in mind. Name any cities or regions, or two options you want compared.
5. Hotel level and rooms. Say whether you prefer business hotels, mid-range or something more comfortable, and what room setup your family needs.
6. Mobility and stamina. Tell us about stairs, how far each person can walk, wheelchairs or walkers, and the number of bags you will carry.
7. Food notes. Mention halal needs, allergies and vegetarian choices.
8. Your ringgit budget. A range is fine, with a note on whether flights are included.
9. Special moments. Birthdays, anniversaries or must-see places shape the plan.

Why does each detail change the price?

The table shows what each detail moves.

Detail	What it changes
Ages	Train fares, hotel rooms and daily pace.
Departure airport	Flight options and arrival timing.
Dates	Hotel and flight prices, crowds, weather.
Hotel level	Room rates, location and breakfast.
Mobility	Hotel location, taxis and rest days.
Food notes	Restaurant choices and booking effort.

Children aged 6 to 11 qualify for the child rate on the nationwide rail pass, 27,000 yen for 7 days against 53,000 yen for an adult ¹. That is why ages matter even before we pick a hotel.

What do the weather and the month change?

Your month decides clothing, daylight and which places make sense. Tokyo averages 5.4 °C in January and 26.9 °C in August, while Sapporo averages minus 3.2 °C and 22.3 °C ².

A winter trip to Hokkaido needs different shoes, layers and indoor stops than a summer trip to Tokyo. Telling us the month early helps us choose the right base. See our Tokyo quote checklist or the Hokkaido itinerary quote checklist for region-specific questions.

What should you say about food and prayer needs?

Tell us whether you need halal food or prayer space. Muslim-friendly restaurants, prayer spaces and hotel facilities in Japan are concentrated in major cities, and mirin and cooking sake appear in everyday dishes ³.

If your route includes smaller towns, we plan meals ahead and note where to carry snacks. Tell us about allergies in the same message.

What should you say about luggage and mobility?

Tell us the bag count for each person, and how heavy each bag is. Hotel luggage delivery has limits, including 160 cm total size and about 25 to 30 kg, and valuables and fragile items are not accepted ⁴.

On the Tokaido-Sanyo Shinkansen, the bullet train between major cities, bags of 161 to 250 cm total need a reserved seat with an oversized baggage area ⁵. The mobility and elder needs guide lists what to share if older parents are travelling.

What passport and entry details matter?

Malaysians with a biometric passport that meets international standards can enter Japan for up to 90 days without a visa ⁶. Check that every passport is the biometric type and valid for the whole trip.

Before landing, travellers register on Visit Japan Web using their flight details, passport and an email address ⁷. We remind you of this when your plan is ready.

How do we convert yen to ringgit?

Japanese prices are in yen. We convert them at the Bank Negara selling rate on the day we prepare the quotation. On 19 October 2026, that rate was RM 2.603 per 100 yen ⁸.

Rates move, so the quotation states the rate and the date. You can test totals yourself with the ringgit budget tool.

What do you get back?

You get a first draft showing the base or bases, the number of days, the hotel tier and the transport, with the assumptions written out. You can ask us to change anything, such as a slower pace, a different region or another hotel level.

Read how we plan for the steps behind it, or asking for an accurate quote for more on comparing quotes from different providers.