Booking process of vacation rental cottage /IZU Private cottage

Reservation > Payment > Check-in > Check -out > Refund

Read our Policy
Please go through the FAQs once your trip destination has been determined. Those will provide you with helpful explanations on cottages, reservations and other topics, which will make your trip proceed more smoothly.

Reservation
Once you send the “Application for reservation” form , you need to make sure to check total sojourn expenses respectively.

*IMPORTANT*
*You will be charged 100yen times total number of guests for new reservation.
*Please be sure about the total expense you will take by yourself, you can see that on each cottage's webpage .
*After submission of the “Application for reservation” form, a modification/cancellation fee will be incurred in the event of any modification or cancellation. So please confirm your trip date, rates and destination before you send the application form.
* Please refer to the chart below for processing fees.

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Reservation Completion

Upon receiving your application form, the reservation will be officially made promptly if the cottage is available.Subsequently, you will receive a “Reservation settlement notice” as your billing statement, which includes:
- Subsequent flow/process
- Confirmation of your trip date, applicant name, accommodation information, and total charges
- Payment due date, bank information

* Your reservation is complete when you send the application form to us and the cottage is available. It is not complete when you have transferred money to our bank account.
* Only bank transfers are accepted for payment of accommodation and processing fees. We don’t accept credit cards or onsite payments upon arrival.
* Most of the cottages charge for utilities and heaters in addition to the accommodation fee, and these are not included in the charge or printed on the payment slip. Please check the processing fee amount on our website, and pay the cottage manager directly on the day of your trip.

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We will send you a “Reservation Settlement Notice” by postal mail as well as by e-mail. The following paper documents will be enclosed:
-Local information on your destination, such as address, phone number and map
-Cottage equipment, furniture, amenities, facilities list, and rental fees
-Billing statement/Bank transfer slip

*In case you don’t receive the package, please contact us.In the following case, we don’t send paper documents by postal mail, but only by e-mail:
-If the reservation has been made within a week before your trip
-If you are non-Japanese residents
We will send you the details by fax as well as e-mail. Please contact us if you are not able to receive faxes.

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Payment

21 business days before your trip

Within 20 business days prior

If your reservation has been made 21 business days before your trip,the payment due date is 1 month prior to your trip. However, reservations 2~3 months in advance, or during busy periods (such as new years, summer vacation, Golden Week, or consecutive holidays), the due date is within 2 weeks after your reservation has been made or full payment within 1 month after your reservation has been made.
Upon confirming your payment has been received by the due date, we will issue your trip vouchers and send them to you by postal mail as evidence of your payment. Please give the vouchers to your cottage manager.

If your reservation has been made within 20 days before your trip
This period is in the scope for which cancellation fees are incurred. Please complete your payment by Bank ATM, Convenience Store ATM, internet banking, etc. as soon as you receive your “Reservation Settlement Notice”.

Due to such a short period, we won’t have sufficient time to send your vouchers, and we will fax your information to the cottage office instead. You can check in without vouchers or any paper documents; just tell the receptionist your name.
*In any case, even when you made a reservation the day before your trip, payment must be made by bank transfer (except utility payments). This means you can’t pay for accommodation fees at the cottage.

<<Our Bank information>>
<<Bank information>>
The Bank of Tokyo-Mitsubishi UFJ, Ltd.
Odenmacho branch
Bank account (ordinary) : 1671173
Account holder name : ICU,co,.Ltd (株式会社　アイ・シー・ユー)

ex）　0038897Michael****
As mentioned above, please enter your "Reservation Number" before inputting your name.

*Important Notice*
*You will bear the cost for money transfer processing fee.
*If you use foreign bank acount, international transaction fee will be deducted by the bank.
You need to add the transfer fee on the amount of our charge.
*If you miss the due, your booking is not guaranteed.
*Our due of payment is Japan time.

-In case you mistakenly transferred money exceeding the billing amount, we will refund the excess after your trip. A transfer fee will be deducted from the amount; however, if the transfer fee is more than the excess, we can’t issue a refund.
-In case you mistakenly transferred insufficient money, please complete your payment. Upon confirmation of the full payment, we will issue your trip vouchers.

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*Refund*

In the event of modification or cancellation of a reservation, we will refund your fees. All adjustments shall be completed after your trip. We refund fees within 1 week upon receipt of your paper documents. A transfer fee will be deducted from the refund; the balance will be transferred to your bank account. Please print out this form, fill in required information and send it back to us by postal mail or fax. If you don’t have a printer, a written memo with the required information is also acceptable.

CHECK IN
The day of your holiday start, you once drop in to the reception hut. And you hand in the voucher to caretaker then you can get the key of your accommodation. Caretaker usually can speak Japanese only, so you should confirm to us every thing which you worry about before your departure. Usually you have to pay some utility or heating expense for caretaker. (Please make sure on each cottage's web page) After the Check-in, you can enjoy your time freely.

* Your information would have been already faxed by us in case you made a reservation within a couple of days before your trip. In case you don’t have trip vouchers, you can check in by giving your name to the reception.
*The caretaker is waiting for you within check-in-time at reception desk. So you have to inform us your arrival time within our business hour in advance.

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New reservation processing fee

When you making reservation,we receive 100yen per person as a new reservation processing fee.

Reservation change charges

After making your reservation, if you decide to make any changes to the dates or number of guests, we will charge a processing fee of 500yen per change.

If there is a change to the accommodation site and/or schedule, the original reservation must be cancelled and a new reservation made. Please be aware that, if this happens, and if the timing of the cancellation incurs cancellation fees, these fees must be paid in addition to the processing fees.

If cancellation fees are incurred due to scheduling, accommodation type or guest numbers result in a reduction of fees, the cancellation fee will be based upon the difference between the original and new accommodation fee total.

If your requested change increases the accommodation rates, then only a processing fee will be charged.

※If you decide to make any changes, we recommend you make them as soon as possible, 21 days or more in advance of your stay.

Cancellation processing fees

After making your reservation, if you request a cancellation of your reservation due to your personal circumstances, in addition to the new reservation processing fee of 100yen per person, you will be charged 500yen per cancellation.

Cancellation fees

If you choose to cancel within 21 business days prior to your visit, a cancellation rate will be incurred and paid to the accommodation owners, in addition to the cancellation processing fee described above. The rates are as follows:


During your stay, caretaker dose not enter your room or property, so please keep clean up your room by your own.

CHECK OUT
You need to hand over the key, futon's sheet, pillowcase and other rental kits for caretaker at reception desk. It is important that you leave by the check out time. Especially summer busy season, the failure to depart on time means the caretaker are rushed in cleaning and next checking in are delayed. Please follow the rules for garbage disposal and other check-out procedures. Please check the details printed in the information documents enclosed with the “Reservation Settlement Notice”.
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Cancellation date （calculated from the day before trip commencement）	21 business days ormore	20-8 business days before	7-2 business days before	Day before your visit	The day of your visit	After starting your trip
New reservation processing fee (Travel operation handling charges)	100yen times total number of guests	100yen times total number of guests	100yen times total number of guests	100yen times total number of guests	100yen times total number of guests	100yen times total number of guests
Cancellation and Modification processing fee (Travel operation handling charges)	500yen	500yen	500yen	500yen	500yen	500yen
Cancellation fee (Cancellation charge)	0%	20% of total amount or total difference	30% of total amount or total difference	40% of total amount or total difference	50% of total amount or total difference	100% of total amount or total difference