How booking works

What your quote includes

Your quote sets out the trip day by day: where you stay and in which rooms, the meals, transport, guiding and activities, and the total price. It also lists what is not included. The hotels in it are proposed, and they depend on availability when you book.

You are responsible for making sure each traveller has a passport valid for at least 6 months, any visa their nationality requires and appropriate travel insurance, and meets any vaccination or health requirements for the destinations. We strongly recommend insurance that covers cancellation, medical emergencies, evacuation and force majeure events for the whole trip.

From quote to confirmed booking

1. 1

   We send your quote. It is valid for 14 calendar days unless it says otherwise, and it remains subject to availability and supplier rates at the time you book. A quote is not a booking, and it holds nothing unless it gives a hold date.

2. 2

   You confirm in writing, and we send a provisional booking with an invoice for the deposit.

3. 3

   You pay a 30% deposit within 7 calendar days of the provisional booking. Once it arrives, we book the services and send you a written booking confirmation. Our contract with you starts when we send it.

4. 4

   You pay the balance no later than 90 days before your first service date.

If you book within 90 days of your first service date, the full amount is due within 72 hours of the booking confirmation.

The deposit is non-refundable. If it does not arrive within those 7 days, we are no longer obliged to hold the rooms and services. If any later payment is overdue, we may cancel the booking, and the cancellation charges below apply, based on the date of our cancellation notice.

If we agree a different deposit or due date for your trip, for example around a festival, your quote and booking confirmation set it out in writing.

Paying from abroad

Pay by international bank transfer (SWIFT) to the account on your invoice. The invoice names the company you are paying.

Payments are in US dollars unless we agree another currency with you in writing. You pay any bank transfer charges and currency conversion costs.

If a bank transfer is difficult for you, ask us about paying by card or PayPal. The fees are usually higher, so for larger amounts we recommend a bank transfer.

Only pay into the account on your invoice. If you are sent different bank details, call your Pai Dai contact to check them before you pay.

If you cancel

Cancel by email to your Pai Dai contact. A cancellation takes effect when we receive it during office hours: 09:00 to 18:00, Monday to Friday, Thailand and Vietnam time (UTC+7).

Charges follow the terms of the hotels, cruises and other suppliers booked for your trip. They apply only to the services you cancel, not to the whole trip, and are counted from each service's first date. Each charge is a percentage of that service's price. Where a supplier's own terms are no stricter, these minimum charges apply:

Some services carry stricter cancellation terms set by the supplier, including five-star and luxury hotels, villas, cruises, peak-season and public-holiday dates, special events and charter transport. Your quote shows any such terms before you confirm, and they apply in full instead of the minimums above.

Once your trip has started, unused services, early departures and no-shows are not refunded.

If something beyond anyone's reasonable control (force majeure) stops your trip, such as a natural disaster, an epidemic, a government order or civil unrest, we will try to offer an alternative trip of equal value or new dates within 12 months. If neither is possible, we return in proportion whatever we can recover from suppliers, though we cannot guarantee that they will refund.

Changing dates or numbers

Send any change in writing. We will try to make it, but we cannot guarantee availability or the same price.

If fewer people travel, the price per person can go up, because fixed costs are shared between fewer people. For groups, a drop of more than 15% in numbers after the deposit can count as a partial cancellation. Any reduction within 30 days of the first service date carries a 100% charge on the difference in cost.

To move a confirmed trip, ask us in writing. We will try to find new dates within 12 months of the original start, subject to supplier availability and provided costs do not rise significantly. You pay any extra cost, and we send a revised quote for your approval before anything changes. If new dates are not agreed in writing within 14 days of your request, the booking counts as cancelled and the cancellation charges apply.

Who you book with

Pai Dai trades through two licensed companies. In Thailand, Paidai Online Co., Ltd. holds Tourism Business Licence 11/13335 from the Department of Tourism. In Vietnam, PAIDAI VIETNAM COMPANY LIMITED holds International Tour Operator Licence 79-2057/2025/CDLQGVN-GP LHQT. Your quote names the company you contract with.

We arrange your trip with independent hotels, transport companies, guides, cruise operators and activity providers. We are responsible for choosing them and for arranging their services with reasonable skill and care.

If your agency has signed a trade partnership agreement with us, its terms apply where they differ from these. For the full General Sales Conditions, ask your Pai Dai contact or email sales@paidaidmc.com.