How We Work with Travel Agents

Custom Itinerary Planning Made Simple

Updated: June 4, 2025
Audience: Travel Agents working with Pathfinder Japan

Why Structure Matters

Crafting exceptional travel experiences requires clarity and efficiency. To avoid unnecessary delays and costs, we follow a structured planning process that sets clear expectations and keeps everyone aligned. This is especially important when managing local operators, securing peak-season availability, and minimizing last-minute changes.

Book Early – It Makes a Big Difference

Japan is one of the most in-demand destinations globally—especially during peak seasons like cherry blossom and autumn foliage. Booking early gives your clients the best shot at securing accommodations, guides, and train tickets.

Our Custom Itinerary Process

Step 1: Submit the Trip Request

Send us your client's trip request via our Tour Inquiry  form, email, or WhatsApp. Include travel dates, destinations, group size, and any special interests.

Step 2: Define the Tour Type

Before working on itinerary details, confirm whether the trip will be guided or self-guided.
Avoid diving into daily plans at this stage—we’ll get there soon.

Step 3: We Match You with an Operator

Once received, we’ll:

• Reach out to our vetted network of local guides and tour operators.

• Confirm availability and pricing.

• Match your client with the best-fit guide based on location, expertise, and language.

Step 4: Operator Communication Begins

Once matched, you’ll be introduced to the operator in a WhatsApp group or email thread. From there:

• The operator drafts the initial itinerary.

• You collaborate directly to refine it.

• All communication stays in the dedicated group for speed and clarity.

Step 5: Review & Approve the Itinerary

You’re responsible for relaying your client’s preferences and confirming when the itinerary is final.
Once approved, share the confirmation with both the operator and Pathfinder Japan.

Step 6: Master Itinerary & Logistics

We’ll compile the final, approved plan into a Master Itinerary with:

• Daily schedule & timing

• Train or ticket logistics

• Guide & emergency contact details
  This version goes to you, the operator, and our internal system for trip support.

Step 7: Invoicing & Payments

• Pathfinder Japan issues a single invoice covering all services.

• We handle payments to local operators—no need for you to manage multiple transactions.

• Bullet train or other logistical tickets (if we book them) are invoiced separately with a ¥15,000 booking fee per journey.

🛈 Note: Shinkansen tickets are only bookable up to 30 days in advance and fill up fast. Early planning is critical.

Step 8: Change Itinerary & Fees

To keep things fair and manageable:

Draft Fee

1–3    Free 

4       ¥5,000 

5       ¥10,000 

6+     ¥20,000 each or restart fee 

All fees subject to VAT. This policy ensures time is used efficiently across clients and operators.

Important Notes

• Once the itinerary is approved by you, it’s considered final.

• Any post-approval changes or disputes must be resolved directly between you and the operator. Pathfinder Japan does not mediate disputes.

• Please keep all communication within the assigned WhatsApp group to ensure nothing is missed.