Terms and conditions
Booking Conditions
THIS IS IMPORTANT, please read carefully before booking.
By booking online or signing our booking form when making reservations by phone or email, you are deemed to have read and accepted our Booking Conditions (which constitute the entire agreement between you and us). By accepting, you confirm that you are an adult (at least 18 years old) with full legal authority to enter into this agreement for yourself and on behalf of all accompanying passengers on your reservation. The services to be provided are those specified in your booking confirmation invoice.
These terms and conditions may change at any time, and it is your responsibility to check them regularly for any updates.
Continuing to use our services after changes have been made signifies your acceptance of those changes.
Booking with EmoAsia Travel
We offer multiple ways to book or inquire about our services. Whether you prefer to communicate online, by email, phone, or in person at one of our regional offices—or a combination of these—our expert team is ready to assist you with any questions and process your bookings.
General Booking & Payment Conditions (As of March 2025)
EmoAsia Travel (referred to as “we,” “our,” or “us”) and the Agent (referred to as “Agent,” “you,” or “your”) agree that the services we provide to you will be governed by the Booking Conditions outlined below. These conditions will form part of the service contract, whether verbal or written, entered into between EmoAsia Travel and the Agent.
All services sold by EmoAsia Travel are a subject to these general terms and conditions, unless otherwise agreed upon for a specific booking during the quotation or booking process. In such cases, special or stricter conditions will override the general terms.
Validity
The dates, itineraries, and prices are valid from January 1st, 2025, to December 31st, 2025. After December 31st, 2025, the dates, itineraries, and prices are indicative only.
Booking Status
Services described in the detailed itineraries will be booked upon your approval and confirmation of the proposal. If some services cannot be confirmed, you will be informed promptly and offered alternatives.
Payment and Credit
A non-refundable deposit of 30% is required at the time of booking confirmation (please note that higher deposit requirements may apply for certain trips).
Unless otherwise agreed by EmoAsia Travel, the final payment is due 30 days prior to the arrival date as stated on the invoice. If booking occurs less than 30 days before arrival, payment must be made upon receipt of the invoice. For multi-country tours, most invoices will be issued by the EmoAsia Travel office handling the booking, especially if all quotes are in the same currency. In some cases, two invoices may be required. If the final payment is not made by the due date, EmoAsia Travel reserves the right to cancel the booking.
If credit terms have been granted, payments must be made on time as per the invoice. Credit terms will be reviewed annually, and repeated late payments may lead to a revision of terms.
Payments can be made via:
Bank Transfer: To the bank account listed on the invoice. Bank charges must be covered by the agent at the origin.
Credit Card: Via our secure payment gateway. If you choose this option, our specialists will send you a secure payment link (Visa, Amex, MasterCard).
Deposits
Deposits may be required to begin processing a file and secure reservations for services such as flights, cruises, hotels, or during peak travel periods.
The need for a deposit, along with the amount and conditions (refundable or non-refundable), will be communicated by our specialists on a case-by-case basis during travel planning and quoting.
Cancellation Terms
Cancellations must be submitted in writing via email and received within the specified time frame (please consider weekends, public holidays, and different time zones).
Prices and Surcharges
Our advertised trip prices are subject to variable and seasonal pricing, which is standard in the travel industry. This means that prices may fluctuate at any time due to demand, market conditions, and availability. Different passengers on the same trip may be charged different prices. If you wish to secure the price you see, we recommend booking as soon as possible. Once you receive a quote, the price will be locked in provided that the required deposit is paid before the quote expires. Any discounts or price reductions that become available after your deposit has been paid will not apply.
If you decide to cancel your booking to take advantage of a lower price, the standard cancellation terms outlined in Clause 7 (Cancellation by You) will apply. The most up-to-date pricing is available on our website. Prices are based on exchange rates as of January 2025, and prices may vary depending on the currency used for booking.
If the price of your trip increases due to changes in exchange rates or other market factors, EmoAsia Travel will absorb any increase up to 2% of the trip price, and you will be responsible for any amount exceeding this. If a surcharge causes an increase of more than 8% of the trip price, you may cancel the booking within 7 days of being notified of the surcharge and receive a full refund or change to an alternative holiday, if available. Should the price of your trip decrease, any refund due will be provided to you, minus an administration fee of 10 USD.
Please note that travel arrangements are not always purchased in local currency, and some apparent price changes may have no impact on the cost of your travel due to existing contractual protections. There will be no price changes for confirmed holidays within 20 days of departure, and no refunds will be issued during this period. Air Passenger Duty is included in the price of your air-inclusive trip. A surcharge may apply to payments made by credit card.
Insurance
We strongly recommend that clients arrange comprehensive travel insurance that covers cancellation, postponement, and medical coverage. Travel insurance may become a requirement for entry to many countries or destinations in the post-COVID era. The recommended minimum coverage is 100,000 USD.
Child Policy
For EmoAsia Travel experiences, including excursions and day trips, children between the ages of 2 and 11 (as of the travel date) will receive a 15% discount off the adult price (based on total travelers, including both adults and children aged 2-11), unless otherwise stated in the proposal.
For tours involving accommodation, child prices will be calculated based on actual costs, and any child discounts provided by suppliers (such as reduced entrance fees or value-added benefits) will be passed on to the client. Accommodation charges are based on the individual hotel’s tariff, and children occupying their own rooms will be charged at adult rates. During the booking process, we will inform you of available child discounts and any extra bedding requirements for children.
All flights are quoted separately, and child charges will follow the airline’s policies. Infants under two years of age are generally exempt from most charges, except as specified by airline policies.
Early Check-in
Early check-in or late check-out are not included in the tour prices. Most hotels allow check-in during the mid-afternoon. If you wish to have your room ready for immediate check-in upon arrival, EmoAsia Travel can arrange this for an additional charge. This detail will be included in your itinerary’s exclusion list.
Cancellation
Cancellation by EmoAsia Travel
EmoAsia Travel reserves the right to cancel a trip at any time prior to departure if, due to unforeseen circumstances such as terrorism, natural disasters, political instability, or other external factors, it is not feasible for us to operate the planned trip. If we cancel your trip, you will have the option to transfer the amounts paid to alternate departure dates, or alternatively, you can receive a full refund (excluding any bank transfer fees or charges imposed by third parties). In situations where the cancellation is due to external events beyond our reasonable control, refunds may be subject to deductions for any unrecoverable costs. We are not responsible for any incidental expenses you may have incurred as a result of your booking, including but not limited to visas, vaccinations, insurance excess, or non-refundable flights.
(*) For situations covered under this clause, it is strongly advised that you have travel insurance to cover these eventualities.
Cancellation by You
If you decide to cancel some or all portions of your booking, the cancellation terms outlined below will apply. A cancellation is only valid once we have received written confirmation from you, sent to the relevant sales representative. The cancellation terms are as follows:
- 21 days or more prior to departure: We will hold your deposit amount as a credit.
- 20 days or fewer prior to departure: We will hold 50% of the amount paid by you as a credit and retain the remaining 50% of the amount paid.
- Cancellation due to COVID-19/flu-like symptoms (supported by a medical certificate): We will hold 100% of the amount paid by you as a credit.
Any credit resulting from a cancellation under this clause does not have an expiry date and may be applied towards any other available trip offered by EmoAsia Travel. This credit is not transferable or redeemable for cash. Please note that credits do not apply to flights or insurance as they are subject to their own booking conditions.
Different cancellation conditions may apply to certain types of trips and additional services, as outlined in the Special Conditions and the Essential Trip Information related to your specific trip. It is highly recommended that you purchase cancellation insurance at the time of booking. If you decide to leave a trip after it has commenced, EmoAsia Travel is not obliged to provide any refunds for unused services. If you fail to join the trip, join it after departure, or leave it prior to its completion, no refund will be given. These cancellation terms are in addition to any fees that may be imposed by accommodation providers, travel agents, or third-party tour and transport operators. Please refer to the Liability clause for more information about your rights in relation to cancellations.
Client Documents
All bookings will be confirmed by email, along with relevant documentation such as the Final Itinerary, Booking Vouchers, and Air Tickets (where applicable). The confirmation email will serve as a written agreement and confirmation of all bookings.
EmoAsia Travel issues vouchers for clients only in specific cases when explicitly requested by the supplier. The client’s passport or ID card will serve as proof of identification, and all services will be provided as agreed.
It is the agent’s or client’s responsibility to ensure that all passport and visa requirements are met. This information should be requested at the time of quoting or booking. The exact nationality of travelers must be provided when requesting visa policy information.
Additional personal documents may be required, such as a vaccine passport or a valid international driving license if self-driving is planned. We recommend having photocopies of all your important documents and spare passport photos, just in case.
Passports must be valid for at least 6 months AFTER the date of departure from the last country. Please confirm with our specialists if you have any doubts regarding your passport’s validity.
Personal data is securely stored, encrypted, and only shared with reliable suppliers when necessary for issuing travel documents or for security reasons. Personal data records will be deleted systematically after the client’s departure.
All clients are required to have a valid passport and any necessary visas or permits at the commencement of travel. The responsibility for obtaining all necessary travel documentation lies solely with the clients. EmoAsia Travel can assist you with the application for required travel documents upon request, but we accept no responsibility or liability for clients failing to obtain appropriate documentation.
Online Bookings through EmoAsia Travel Platform / XML
Bookings made through our online platform, EmoAsia Travel Platform / XML, will be invoiced separately from bookings made via our Travel Consultants and are subject to the payment policy agreement you have with EmoAsia Travel.
The cancellation deadlines for XML online bookings vary depending on the cancellation policies set by hotels, airlines, cruises, and other service providers partnered with EmoAsia Travel. These deadlines will be clearly outlined on the EmoAsia Travel Platform / XML at the time of booking.
| Timeframe: | Cancellation process: | Charges: |
| Outside given deadline | Cancellation via system | No charge |
| Inside given deadline | Cancellation via Tour Consultant | Charges apply |
Claims & Refund of Unused Services
At EmoAsia Travel, we strive to provide the best services to meet your expectations and ensure your satisfaction. As an intermediary between you (our client) and service providers, including airlines, hotels, transport operators, and other contractors, we take great care in selecting reliable local suppliers. However, please note that we cannot be held directly liable for any breach of services or unsatisfactory service provided by third parties, nor for any loss, injury, damage, delay, changes in schedule, or other unforeseen events that are beyond our control, even with the application of due diligence.
We regret that no refunds or exchanges can be offered for accommodation, meals, sightseeing tours, transport, or any other services included in the tour package that are not utilized by the traveler.
If you wish to make a claim, it must be submitted in writing to EmoAsia Travel within 30 days following the end of the travel program, along with any relevant supporting documentation. Claims will be assessed based on the actual cost of the services involved, not on a per diem basis. We will not accept claims received after the 30-day period.
If you are dissatisfied with any service provided by EmoAsia Travel, please inform your local tour guide or travel advisor immediately. This will allow us to resolve the issue promptly and avoid similar problems for the remainder of your trip.
If you are still unsatisfied, you may submit your complaint in writing within 30 days after your return to the departure port. Complaints received beyond this timeframe will not be considered.
For complaints, you may also email the Managing Director at info@emoasiatravel.com.
Age & Health Requirements
All travelers under the age of 18 must be accompanied by an adult responsible for their care throughout the trip. While we provide guidance on health requirements, we are not medical professionals. It is your responsibility to seek proper medical advice at least two months before travel to ensure you meet all health requirements for your destination, as well as any associated costs.
If you fail to comply with these requirements and are denied entry into a country or experience personal injury or other issues as a result, EmoAsia Travel accepts no responsibility for any costs, losses, or damages incurred, nor will we offer refunds for any unused portions of your travel arrangements.
Active Elements & Acceptance of Risk
Clients should be aware of the potential risks associated with international travel and take the necessary steps to understand the health and safety requirements of the countries they plan to visit. It is the client’s sole responsibility to verify the safety conditions, vaccination requirements, and other health regulations for the countries they will be traveling to or transiting through.
For adventure-based itineraries, some activities requiring physical exertion are included in the program. A basic level of fitness is required to participate in these activities, such as those gained through routine daily exercise (e.g., golf, jogging, energetic walking, tennis). Activities during the trip may include, but are not limited to, trekking, hiking, cycling, kayaking, and traversing uneven terrain. If you have any concerns or would like clarification about any aspect of the tour, please inquire at the time of booking.
By booking a trip with us, you acknowledge the adventurous nature of the tour and understand that your participation may involve certain personal risks. The destinations visited may present political, cultural, and geographical challenges that differ from those encountered in everyday life.
While we rely on information from government sources and local contacts to evaluate the safety of our itineraries, it is ultimately your responsibility to familiarize yourself with all relevant travel information. You acknowledge that your decision to travel is made after considering this information and accept the personal risks associated with the trip.
Flexibility
You acknowledge that the nature of this type of travel requires flexibility, and as such, alterations to the itinerary may be necessary. The itinerary provided is a general representation of the planned activities, but changes to the route, schedule, transportation, and amenities may occur due to local conditions, weather, or unforeseen events. Such modifications are made in the interest of your safety and enjoyment, and no prior notice may be given.
Photography
During your trip, EmoAsia Travel may take photographs for promotional purposes. By booking a tour with us, you consent to the use of your image in these photographs. If you prefer that your image not be used, please inform your tour leader or guide at the beginning of the trip so that your wishes can be respected.
Insurance
All travelers are required to have comprehensive travel insurance that covers the necessary aspects of their journey. It is your responsibility to thoroughly review your insurance policy to ensure it provides adequate coverage, including for trip cancellations, medical emergencies, evacuation, and other relevant incidents. Please refer to Clause Force Majeure for additional information.
In the event that changes to the airline schedule, train timetables, or local conditions affect accommodations or itineraries, EmoAsia Travel will make reasonable efforts to offer a suitable alternative of equal value. However, please be aware that no refunds will be issued for changes resulting from such circumstances.
Limitation of Liability
We collaborate with a network of suppliers, government agencies, and independent contractors to provide services for our trips. While we act as intermediaries for these third parties, we are not responsible for their actions or omissions. To the fullest extent permitted by law:
We exclude liability for any loss, death, injury, or damage (whether direct or indirect) that may occur as a result of your participation in a trip or any breach of these Terms and Conditions.
By participating in a trip, you release our company, its officers, employees, agents, and representatives from any liability and waive any claims you may have against us arising out of or in connection with your participation.
Any implied conditions or warranties under the law are excluded from these Terms and Conditions.
Where the law does not allow the exclusion of implied warranties, our liability for such warranties will be limited, at our sole discretion, to either (i) providing an equivalent trip of similar value or (ii) refunding the amount you paid for the trip.
We will not be liable for indirect, consequential, special, punitive, or exemplary damages, nor for loss of profits or economic loss, regardless of how such losses arise.
Disputes, claims, or litigation concerning services will first be addressed through negotiation and mutual understanding between us and the relevant third-party suppliers. As intermediaries, we will defend the interests of our clients. If a resolution cannot be reached through negotiation, any remaining disputes will be resolved through local arbitration in Vietnam.
Force Majeure
In the event that a “Force Majeure” situation occurs, requiring the alteration, extension, or cancellation of the tour, the client will not be entitled to compensation or any claim for losses arising from such changes.
“Force Majeure” refers to unforeseeable and uncontrollable events such as Acts of God, natural disasters, adverse weather conditions, fire or destruction of transportation or accommodation, civil unrest, war, strikes, government action, mechanical breakdown, fuel shortages, insolvency, fraud, or any other event outside our control.
By participating in any tour, you fully and unconditionally accept the above terms and conditions.