Our Process

A Thoughtful Approach to Planning Your Japan Journey

Planning a trip to Japan can be exciting, but knowing where to start and how to bring everything together can feel overwhelming. Our process is designed to make planning simple and enjoyable by combining your travel goals with thoughtful recommendations, practical guidance, and firsthand knowledge of Japan.

We’ll guide you through each stage of the journey, from understanding what you hope to experience to creating a personalized itinerary that helps you feel prepared and excited for your time in Japan.

Tell Us About Your Trip

The process begins with a trip planning form, which usually takes about 5 to 10 minutes to complete. This gives us a helpful starting point for understanding the kind of Japan experience you are hoping to create.

You will be asked about your travel dates or preferred season, trip length, travel party, interests, priorities, comfort level, budget, pacing, and any places you already have in mind. You do not need to have everything figured out before reaching out. Whether you already have a clear route in mind or only know that you want to visit Japan, this step helps us understand where you are in the planning process and how we may be able to support you.

Let’s Connect

After reviewing your form, we will send you an email invitation to schedule a virtual meeting. This 30 to 40 minute consultation gives us a chance to talk through your trip in more detail, clarify your goals, ask follow-up questions, and make sure the planning support fits what you are looking for.

During this conversation, we may discuss your preferred travel pace, desired destinations, transportation needs, accommodation style, and any concerns you have about planning or navigating Japan. It is also your opportunity to ask questions about how Kotori Japan Travel works before deciding how you would like to move forward.

We’ll Get You on the Books

After the consultation, you will choose the service that best fits your trip. Once your service is confirmed, you will receive an invoice with a secure payment link.

Payment can be made via Interac e-Transfer or Stripe. Interac e-Transfer is our preferred method for clients paying from a Canadian bank account, while Stripe is available for clients who prefer to pay by card or another supported method. Payment confirms your place in the planning schedule. Because each itinerary is built around your specific interests, route, pace, and travel style, we begin your planning as soon as payment is received.

Your Itinerary Takes Shape

Once payment is confirmed, we begin thoughtfully building your itinerary. This includes researching destinations, organizing your route, considering transportation options, reviewing daily pacing, and shaping recommendations around your interests, comfort level, travel style, and budget.

The goal is not simply to fit in as many places as possible. We look at how the trip flows as a whole, how realistic each day feels, and how the details connect, from major sightseeing plans to practical considerations like travel time, neighborhood logistics, and opportunities for downtime.

Custom itineraries are typically prepared within 5 to 10 business days, depending on the length and complexity of the trip.

Take a Look & Let Us Know

Once your draft itinerary is ready, it will be delivered digitally so you can review your trip plan at your own pace. This gives you time to look through the route, daily structure, recommendations, transportation guidance, practical details, and any options that may require your input.

If your itinerary includes accommodation suggestions, these will generally be presented as up to three options per destination. For example, if your trip includes stays in Tokyo, Kyoto, and Osaka, you may receive separate accommodation options for each city. We recommend reviewing those options carefully and letting us know which choices best fit your preferences, comfort level, and budget.

This is also your opportunity to note any questions, preferences, or requested changes. Each itinerary includes one revision, so we encourage you to review the draft thoughtfully and share your feedback at this stage before the final version is prepared.

Walk Through It Together

After your feedback has been reviewed and any included revision has been completed, you will receive your final digital itinerary. This version brings together your route, day-by-day plan, recommendations, transportation guidance, selected options, and practical travel details in one organized place.

We will then meet virtually for a day-by-day walkthrough of your final itinerary. During this session, we will review the flow of the trip, clarify important logistics, answer remaining questions, and help you feel comfortable with how the itinerary comes together.

Kotori Japan Travel does not book travel on your behalf, so you remain in control of your reservations, budget, and final decisions. Our role is to provide the structure, guidance, and clarity to help you move forward with confidence.

Pre-Departure Check-In

If your Japan trip was planned well in advance, a Pre-Departure Check-In gives us the opportunity to revisit your itinerary together closer to departure and ensure your plans are still aligned with your upcoming journey.

We’ll review your destinations, experiences, and travel plans to help confirm that important details remain accurate. This includes checking for changes such as venue closures, renovations, seasonal availability, schedule changes, or other circumstances that may have arisen since your itinerary was created.

Together, we’ll review any updates, answer your questions, and help you feel confident and prepared before your journey begins.

This optional add-on service is available for 20% of your original itinerary planning fee. Please see Services & Pricing for more details.