Terms & Conditions

1. Introduction & Acceptance

These Terms & Conditions govern all bookings made with Vietnam Travel ("we", "us", "our"), a licensed tour operator based in Hanoi, Vietnam. By submitting a booking request, making a deposit, or confirming a tour with us, you ("the traveler", "you") agree to be bound by these terms.

Please read these terms carefully before booking. If any part is unclear, contact us before confirming your trip.

2. Booking & Payment

A booking is confirmed once we receive your signed booking form (or written confirmation) and the required deposit, typically a percentage of the total tour cost as specified in your quote.

The remaining balance is due by the date stated in your booking confirmation, generally no later than 30 days before departure. Bookings made within 30 days of departure may require full payment at the time of booking.

We accept payment via bank transfer and major credit cards; any card processing fees will be disclosed before payment.

3. Pricing

Tour prices are quoted per person unless otherwise stated and are based on costs, exchange rates, and availability at the time of quotation. Prices may be subject to change prior to booking confirmation due to factors outside our control, such as fuel surcharges, government taxes, or exchange rate fluctuations.

Once your booking is confirmed and deposit paid, the quoted price is guaranteed except in cases of significant currency fluctuation or government-imposed tax changes, which will be communicated to you as soon as possible.

4. Cancellations & Refunds

Cancellations must be submitted in writing. Cancellation charges are calculated as a percentage of the total tour cost based on how far in advance of departure the cancellation is received, as set out in your specific booking confirmation.

As a general guide: cancellations made more than 45 days before departure typically forfeit the deposit only; cancellations within 15–44 days may incur a partial charge; cancellations within 14 days of departure may be non-refundable, particularly where non-refundable third-party bookings (flights, cruises, peak-season hotels) are involved.

Refunds, where applicable, are processed within a reasonable timeframe using the original payment method, minus any non-recoverable costs already incurred with third-party suppliers.

5. Changes to Your Itinerary

We reserve the right to make reasonable changes to itineraries where necessary due to weather, safety, local conditions, or circumstances beyond our control, while aiming to preserve the overall quality and value of your trip.

If you wish to make changes to a confirmed booking, we will do our best to accommodate the request; amendment fees or third-party supplier charges may apply depending on the timing and nature of the change.

6. Travel Documents & Visas

It is the traveler's responsibility to hold a valid passport (with at least 6 months validity beyond the travel dates) and to obtain any required visas or entry permits for Vietnam and any other countries visited on the itinerary.

We can provide general visa guidance, but we are not responsible for denied entry, visa refusal, or any related costs resulting from incomplete or incorrect travel documentation.

7. Health, Insurance & Fitness

Travelers are strongly advised to purchase comprehensive travel insurance covering medical expenses, trip cancellation, and personal belongings before departure.

You are responsible for ensuring you are medically fit for the activities included in your itinerary (such as trekking or cycling) and for disclosing any relevant medical conditions to us prior to travel so that appropriate arrangements can be made.

8. Traveler Responsibilities

Travelers are expected to comply with local laws, respect local customs, and follow the reasonable instructions of tour guides and drivers for the safety and enjoyment of the group.

We reserve the right to remove any traveler from a tour, without refund, whose conduct is deemed to endanger, disrupt, or offend other travelers or local communities.

9. Liability & Limitations

We act as an agent in arranging services provided by third parties (hotels, airlines, cruise operators, transport companies) and, while we carefully select our partners, we are not liable for their acts, omissions, or failures to deliver services as expected.

To the extent permitted by law, our liability for any claim arising from your booking is limited to the total amount paid for the affected tour, except in cases of death or personal injury caused by our proven negligence.

10. Force Majeure

We are not liable for any failure to perform our obligations where such failure results from circumstances beyond our reasonable control, including natural disasters, extreme weather, pandemic-related restrictions, civil unrest, or government action.

In such cases, we will work with you to explore rescheduling or partial-refund options where possible, subject to the policies of our third-party suppliers.

11. Complaints Procedure

If an issue arises during your trip, please raise it with your guide or our 24/7 support line immediately so we can attempt to resolve it in real time.

For complaints after your trip has ended, please submit written details within 30 days of your return date to hello@vietnamtravel.com so we can investigate and respond appropriately.

12. Governing Law

These Terms & Conditions are governed by the laws of Vietnam. Any disputes arising from your booking that cannot be resolved amicably will be subject to the jurisdiction of the competent courts of Vietnam.

13. Contact Us

For questions about these Terms & Conditions or an existing booking, contact us at hello@vietnamtravel.com or via the Contact page.