Payment & Cancellation

Payment Methods

We accept the following payment methods:

Bank transfer (international wire transfer)
Credit card (Visa, Mastercard, American Express)

All prices are quoted in Japanese Yen (JPY). Currency conversion rates are determined by your bank or card issuer at the time of transaction.

Payment Schedule

Payment is required in two installments:

Timing	Amount
At booking	30% deposit
30 days before departure	Remaining 70% balance

For bookings made within 30 days of departure, full payment (100%) is required at the time of booking.

Cancellation by Traveler

All cancellations must be submitted in writing via email. The following cancellation fees apply, calculated from the tour departure date:

Notice Period	Cancellation Fee
60 days or more	Administrative fee only (¥10,000)
30 – 59 days	20% of tour price
14 – 29 days	50% of tour price
7 – 13 days	80% of tour price
6 days or less / No-show	100% of tour price

Refunds (minus applicable cancellation fees) will be processed within 14 business days via the original payment method.

Cancellation by Heartland Japan

We may cancel a tour under the following circumstances:

Minimum number of participants is not met (notification given at least 14 days before departure)
Force majeure events: natural disasters, severe weather, pandemics, government travel restrictions
Safety concerns that make the tour impractical or dangerous

In any of these cases, you will be offered:

An alternative departure date
A different tour of equal or greater value
A full refund

Changes to Your Booking

If you wish to change your travel dates, tour, or number of participants, please contact us as early as possible. Changes are subject to availability and may incur additional charges.

Name changes on an existing booking can be made free of charge up to 14 days before departure, subject to supplier approval.

Travel Insurance

We strongly recommend purchasing comprehensive travel insurance at the time of booking. Insurance should cover at minimum:

Medical expenses and emergency evacuation
Trip cancellation and interruption
Personal liability
Baggage loss or delay

Travel insurance is not included in the tour price and remains the traveler's responsibility.

Questions?

For any payment or cancellation inquiries, please contact us or email info@heartlandjapan.com.