This policy is effective immediately upon issuance. MotoTours Asia reserves the right to modify this policy without prior notice to adapt to prevailing market conditions and operational requirements. However, tours booked under the terms of the current policy at the time of booking will remain subject to those terms, regardless of subsequent changes.

All previously issued information, regardless of format, may have been superseded. To ensure a complete understanding and acceptance of these terms and conditions prior to booking, please refer to this page for the most current information. All updates published on this website are deemed official and supersede any contradictory provisions issued previously.

1. PRICING OF SERVICES

Quotes from MotoTours Asia are subject to change due to market fluctuations or adjustments by service providers. For bookings that have been secured with a deposit and have received our official “Tour Confirmation,” the tour price will remain fixed. Unconfirmed bookings will be subject to price updates based on new pricing policies without prior notification from MotoTours Asia.

MotoTours Asia is committed to providing high-quality services, strictly avoiding service reductions or undisclosed agreements with local partners designed to incur hidden costs for clients during the tour. Our pricing philosophy is not based on cost competition but on the genuine value of our services, honed over 30 years of industry experience, ensuring superior quality and value for clients participating in a MotoTours Asia tour.

2. IMPACT OF INDIVIDUAL CANCELLATIONS ON GROUP TOURS

Individual cancellations or postponements within a group tour will affect the tour price. MotoTours Asia’s tour pricing is determined by the number of client vehicles participating (excluding vehicles driven by MotoTours Asia staff). Therefore, if one or more individuals postpone or cancel their participation, the tour price will be adjusted according to the pricing table applicable to the actual number of participating vehicles, and the remaining participants will be responsible for covering any resulting shortfall.

However, for certain special, annually scheduled tour programs, the confirmed tour price is independent of the number of participating vehicles.

3. DEPOSIT REQUIREMENTS

To confirm a tour booking or a private group tour, a deposit is required as follows:

• Vietnam Tours (under 5 days): 300 USD per person.
• Vietnam Tours (5 days or more) or Custom Vietnam Tours: 500 USD per person.
• International Tours: 1,000 USD per person.

4. FINAL PAYMENT SCHEDULE

The remaining balance for your tour must be settled according to the specific schedule for each tour type:

• Vietnam Tours (under 5 days): 21 days prior to the tour departure date.
• Vietnam Tours (5 days or more) or Custom Vietnam Tours: 45 days prior to the tour departure date.
• International Tours or Tours conducted outside Vietnamese territory: 45 days prior to the tour departure date.

5. TOUR CONFIRMATION AND TRAVEL CONTRACT

Upon receipt of your deposit, MotoTours Asia will send an email/message confirmation within 24 hours, acknowledging the deposit. Concurrently, we will proceed to collect participant information (as required by the specific tour type) and issue an official “Tour Confirmation” to the client.

Following the completion of the “Tour Confirmation,” MotoTours Asia will prepare a “Travel Contract” for execution by both parties. MotoTours Asia can send a physical copy via postal mail to your provided address, or you may collect it in Hanoi prior to your tour departure. We also utilize electronic signatures, enabling the travel contract to be executed remotely via the internet.

The content of the Travel Contract constitutes a civil contract, adhering to the provisions of the Law on Tourism 2017 (No. 09/2017/QH14) and subsequent amending decrees issued by the Government.

6. TOUR POSTPONEMENT AND CANCELLATION POLICY

If you have booked a tour with MotoTours Asia but are unable to participate for any reason, you may postpone or cancel your tour according to the following provisions.

6.1. Tour Postponement:

The Tour Postponement Policy is applied specifically to each tour type as follows:

(a) For Vietnam Tours (under 5 days):

• 21 days or more prior to departure: The Postponement Policy specified in section (c) below applies.
• Less than 21 days prior to departure: Postponement is not applicable, and it will be considered a cancellation.

(b) For Vietnam Tours (5 days or more), Custom Tours, or International Tours:

• 30 days or more prior to departure: The Postponement Policy specified in section (c) below applies.
• Less than 30 days prior to departure: Postponement is not applicable, and it will be considered a cancellation.
• In case of visa refusal: These postponement conditions also apply.

(c) General Tour Postponement Policy: 100% of the value paid to MotoTours Asia will be retained as a credit valid for 365 days from the date of tour postponement notification. During this period, you may utilize this credit for any other tour within the MotoTours Asia system. The price of the new tour will be applied according to its specific terms at the time of your re-booking. The amount previously paid will be offset against the new tour’s cost, potentially resulting in a partial refund or an additional payment, depending on the price difference. If no tour is booked within the 365-day period, the paid amount will be reallocated to community development funds in Northwest Vietnam, designated for local community development projects.

6.2. Tour Cancellation:

The Tour Cancellation Policy is applied specifically to each tour type as follows:

(a) For Vietnam Tours (under 5 days):

• 45 days or more prior to departure: 100% refund of the total amount paid.
• 44 to 30 days prior to departure: 70% refund of the total amount paid.
• 29 to 21 days prior to departure: 50% refund of the total amount paid.
• Less than 21 days prior to departure: 0% refund of the total amount paid.

(b) For Vietnam Tours (5 days or more), Custom Tours, or International Tours:

• 60 days or more prior to departure: 100% refund of the total amount paid, after deducting any actual costs incurred by MotoTours Asia up to that point.
• 59 to 45 days prior to departure: 70% refund of the total amount paid, after deducting any actual costs incurred by MotoTours Asia up to that point.
• Less than 45 days prior to departure: 0% refund of the total amount paid.
• In case of visa refusal: These cancellation conditions also apply.

(c) MotoTours Asia reserves the sole right to determine the refundable amount based on the aforementioned tour postponement/cancellation policy, without obligation to provide further explanation or justification to any party.

7. TRANSFERRING TOUR PARTICIPATION

MotoTours Asia permits the transfer of your tour participation to another individual, provided you proactively inform the transferee of the tour conditions, terms, and regulations, and that the transferee agrees to all MotoTours Asia’s conditions, terms, and regulations.

8. TOUR CANCELLATION DURING THE TOUR

8.1. Self-Initiated Cancellation/Departure from Group: If you cancel your tour or leave the group for any reason while the tour is in progress, you will not be entitled to any refund, nor will you receive reimbursement for any costs incurred in arranging your departure or other related expenses.

8.2. Right to Refuse Service by MotoTours Asia: During the tour, if your conduct violates the tour guidelines, jeopardizes the safety or well-being of other participants or road users, negatively impacts the destination, disrespects the tour leader, local culture, customs, or applicable laws and regulations, MotoTours Asia reserves the right to refuse further service. In such an event, your action will be considered a self-initiated cancellation during the tour, and the provisions of section 8.1 will apply.

9. CANCELLATION DUE TO FORCE MAJEURE

In the event that a tour (either ongoing or scheduled) must be canceled due to force majeure circumstances (e.g., natural disasters, epidemics, floods, fires, earthquakes, war, terrorism…), MotoTours Asia will not issue refunds for payments made and will not be held legally responsible for issues related to client safety or travel arrangements. However, under such circumstances, MotoTours Asia will exert its utmost effort to find solutions, provide assistance, seek aid from local authorities, foreign governments, and rescue organizations, and will stand by you throughout the ordeal.

10. MISSED FLIGHTS/TRAINS/BUSES TO THE TOUR START POINT

You must immediately notify your MotoTours Asia customer service representative if you miss your flight, train, or bus to the tour start point.

• For tours commencing on the first day within 200km of the departure point: MotoTours Asia may arrange transportation/a guide to help you rejoin the group (any additional costs incurred will be borne by you).
• For tours where the group departs via other public transport (e.g., flight to another city/country): You will be responsible for rescheduling your flight and arranging your own transportation to rejoin the group according to the itinerary (any additional costs incurred will be borne by you).
• If you are unable or unwilling to continue the tour: This will be considered a unilateral termination of the contract and an unauthorized departure from the group, and no refund will be issued. You must directly coordinate with the airline, train, or bus company responsible for the delay to seek compensation from them or your insurance provider. MotoTours Asia is not liable for compensation (even if MotoTours Asia booked the tickets). Therefore, MotoTours Asia strongly recommends purchasing comprehensive travel insurance that includes coverage for financial costs (cancellation, interruption, delays, etc.), health protection (medical expenses, accidents, emergency evacuation, etc.), and baggage protection (loss, misplacement, etc.).