General Booking & Payment Conditions

All prices provided are quoted on a NET basis in US Dollars (applicable to Vietnam, Cambodia, and Laos) and are valid as per the dates specified in the corresponding quotations or invoices. Prices are generally fixed but may be subject to changes under exceptional circumstances, such as significant market shifts, tax adjustments, or currency fluctuations. In such cases, we will provide at least 30 days' advance notice and offer the option to cancel. Unless otherwise stated, the validity of quotations is up to 7 days. However, certain hotel rates or airfares may be based on special offers with shorter validity periods (e.g., 24 to 48 hours) to ensure the most competitive pricing.

Unless otherwise agreed, final payment is required as stated on the invoice, no later than 30 days before arrival. For bookings made within 30 days of arrival, payment must be completed immediately upon receiving the invoice. For multi-country tours, a single consolidated invoice will typically be issued by the Quiet Asia office managing the booking, particularly if quoted in the same currency. However, in certain cases, two separate invoices may be issued. If credit terms have been approved, we request timely payment by the due date specified on the invoice. Credit terms are reviewed annually, and repeated late payments may result in adjustments to these terms. Accepted payment methods: Bank Transfer: Payments must be made to the account specified in the invoice. Please ensure that all bank charges are borne by the agent at the source. Credit Card: Payments can be processed via our payment gateway or Flywire. For this option, our team will provide a secure payment link (Visa, Amex, MasterCard accepted).

Deposits may be required in certain cases to secure reservations for services such as flights, cruises, hotels, or during peak travel periods. The necessity, amount, and specific terms of the deposit (e.g., refundable or non-refundable) will be clearly communicated by our specialists on a case-by-case basis during the travel planning and quotation process.

Cancellations must be submitted in writing via email and received within the required timeframe (please consider weekends, public holidays, and differences in time zones). Remaining COVID Conditions Although the pandemic has officially ended, occasional infections may still occur. However, there are no longer any travel restrictions in place. As a result, Quiet Asia's Terms and Conditions no longer offer COVID-related flexibility, as most suppliers and service providers have returned to normal regulations, which allow limited or no flexibility. If a traveler cancels their trip due to a personal illness, a family member's illness, or an infection within their travel group, this no longer qualifies as a force majeure or a valid reason to waive any applicable cancellation fees. Regular cancellation fees will apply, just as they would for any ordinary sickness. Travelers are strongly encouraged to purchase travel insurance that covers cancellations and disruptions. Please note that medical insurance alone does not cover travel arrangements or associated cancellation costs. Credit Notes If a deposit or payment was credited to you during the COVID period, it can be applied to a future booking with Quiet Asia at any destination. The credited amount can be used for the same traveler or transferred to another. Please keep in mind that Quiet Asia can only guarantee the same rate as long as our partners and suppliers continue to honor these rates. The longer the credit remains unused, the greater the likelihood that the original amount may no longer fully cover the cost of future bookings. Regular Cancellation Terms The following charges apply unless alternative or specific terms are agreed upon at the time of quotation or booking via email. Charges for Partial/Total Cancellations: For Individual Travelers (Up to 8 persons): 31 days or more before arrival: Non-refundable deposit (if applicable). 30 to 22 days before arrival: Non-refundable deposit or 10% of the total tour cost. 21 to 15 days before arrival: Non-refundable deposit or 25% of the total tour cost. 14 to 8 days before arrival: 50% of the total tour cost. 7 to 48 hours before arrival: 75% of the total tour cost. Less than 48 hours or no-show: 100% of the total tour cost. For Groups (9 or more persons): 31 days or more before arrival: Non-refundable deposit (if applicable). 30 to 22 days before arrival: Non-refundable deposit or 20% of the total tour cost. 21 to 15 days before arrival: Non-refundable deposit or 40% of the total tour cost. 14 to 8 days before arrival: 60% of the total tour cost. 7 to 48 hours before arrival: 75% of the total tour cost. Less than 48 hours or no-show: 100% of the total tour cost.

Changes may be necessary for various reasons during the trip. Quiet Asia will make every effort to accommodate clients who wish to adjust their itineraries after departure. Any cost differences will be communicated, and payment will be collected at the time of the adjustment. Additionally, Quiet Asia reserves the right to modify or alter the itinerary if it is deemed necessary for the safety or best interests of the group. Clients or agents will be informed promptly in the event of unavoidable changes.

All refunds are governed by the refund policies of individual hotels, airlines, and other vendors. Certain vendors may have specific cancellation terms where payments or deposits are non-refundable. Our specialists will inform clients if payments or deposits are non-refundable and will notify them when important deadlines are approaching.