For new guides or first-time arrangements, we can provide either full payment (or a deposit if miscellaneous expenses were unclear) a day or two before the tour, to help alleviate any concerns. This option is available if the guide prefers it.

Typically, guides are compensated on the day of the tour, once we have received their feedback on how the tour went and confirmation that the customers were satisfied. In cases of tour overload, we ask guides to be patient; payment will be sent within two weeks at most.

For guides with multiple tours with us (e.g., March 12 and March 17), we may consolidate payment for all tours on their final tour day of the month or administrative convenience.

Payment is usually made via a local bank account (or occasionally PayPal if the guide has one).

By default, we will provide you with the customer entrance fees and the cost of 1 souvenir for each participant (same souvenir for all). Since these are variable, you can send us receipts or a simple list after your tour—we trust you—and we will add these expenses to your guide payment.

Tourists are expected to cover their own meals, transportation, and other personal expenses, such as coffee or taxi rides if they choose not to use public transport. If they offer to cover your food or ticket expenses, feel free to graciously accept.

Please understand that our system covers the tourists’ entrance fees and a souvenir (up to 700 ¥ per person) to make their private tour smoother and more enjoyable. If preparing souvenirs in advance is difficult for you, you can handle it during the tour—for example, by purchasing an Omamori at a temple you visit or picking one up along the way.

This note is especially for new guides working with us. We understand that many of our guides are freelancers who may also work with other agencies. To avoid confusing customers who booked through us, we ask that you always operate our tours under our umbrella, Private Japan Tours.

If the customer asks, please maintain your connection with Private Japan Tours. Failing to do so or giving the impression of a weak connection could undermine the customer’s trust and make them feel uncomfortable.

The default pickup point is the customer’s hotel lobby, and the default drop-off point is the last destination of the tour.

However, if the customer informs us—or you—after contacting them that they prefer a different pickup location (for example, near a temple they’d like to visit before the tour), please try to accommodate their request and be flexible.

Similarly, if they request to be dropped off at their hotel (though this is uncommon), you can include that time within the tour schedule—typically allowing about 30 minutes at the end for the drop-off.

All our tours are walking tours unless specified otherwise. The default transportation is public—mainly trains, buses—with plenty of walking. Guides cover their own transportation costs.

If a customer prefers to take a taxi—either by request or if you recommend it as a good option—please accommodate them. The customer is responsible for covering the full Taxi cost.

Lunch during the tour is optional—some tourists skip it, while many prefer to have it. If they want to eat, please guide them to a recommended restaurant. You don’t need to make a reservation unless you want to and have a good option in mind. Many of our guides simply go with the flow and have a few trusted spots ready.

Customers may book a fixed itinerary that we offer, or they might request a customized tour that includes specific sights.

We will always send you the itinerary to follow; however, we are flexible. If you believe it would be better to adjust the schedule during the tour, you may make changes—provided you inform the customers of your plan at the beginning of the meeting in the hotel lobby. If they agree, you can proceed.

Customer satisfaction is always the priority.

When the same customer books multiple tours with us, we usually provide an itinerary presentation—typically a link directing you to a Sway presentation outlining tour details.

We may send this link to the guide to make it easy for him as well.

It is crucial to thoroughly review the itinerary provided in the customer’s link, especially the day before the tour. The itinerary may contain specific requests, such as dietary restrictions, surprise birthday plans, or arrangements for hosting an influencer (online celebrity).

Please revisit the itinerary presentation link a few days before your tour. Adjustments may have been made based on customer requests and changes, and we update the information in the presentation link accordingly to ensure accuracy for our guides.

If you haven’t received an itinerary presentation for the tour you accepted (usually a link to a Sway presentation outlining tour details), it’s likely because the tour was booked through a travel agent or the customer booked only one tour with us. In these cases, the agent may provide details closer to the tour date, or we will send you a message summarizing the tour information.

Some tour requests don't come directly through our website but through travel agents. These agents often provide us with partial information to confirm the tour. They may need more time before sending us the full details about the tour or customer.

We usually provide the main customer details—leader’s name, WhatsApp number, and email—2–4 weeks before your tour. The main and preferred way to contact them is via WhatsApp for fast replies and for sending any notes before or during the tour. We expect you to reach out within this timeframe, unless the tour was booked only a few weeks in advance.

Introduce yourself by name and let them know you will be their guide for [date]. Confirm that you’ll meet them at [location] at [time] and express that you’re looking forward to seeing them. Keep it short and clear, emphasizing the date, time, and meeting point.

Please reconfirm these details via Whatsapp to avoid any misunderstandings.

A common misunderstanding occurs when there are multiple hotels with the same name in the city, or when the customer confuses the tour’s start time. Please double-check the hotel name and start time with the customer to avoid any issues.

Wait for 2-3 days. If there's still no response, please inform us, and we will reach out to them directly.

If a customer cancels their tour, the guide will be paid in full only if the cancellation occurs within 24 hours of the tour start time. For cancellations made more than 24 hours in advance, no payment will be issued to the guide.

Please note that tour cancellations are very rare.

It’s not mandatory, but we would appreciate it if you could share a natural photo of the participants smiling during the tour, provided you feel they’re comfortable with it.

There’s no need for a long report. We only ask for a brief note—1 to a few sentences—summarizing how the tour went and mentioning any unique occurrences. The most important thing is that you felt the customer was satisfied.

In the event of emergencies or unexpected situations during the tour, it's essential to remain calm and prioritize the safety and well-being of all participants. Quickly assess the situation, follow any established emergency protocols, and take appropriate action to mitigate risks or provide assistance as needed.

In case of emergencies, you can contact the tour director via LINE, WhatsApp, or even Instagram. Our administrative assistant may answer the call.

Yes, unless we specifically ask a guide to conduct the tour in another language that they are fluent in.

The key to connecting with every individual is authenticity. Be genuine and share personal stories from your life in Japan, especially about the city you're guiding in. Additionally, provide unique insights and share local events or lesser-known facts that visitors can't easily find online or google.

If a tour participant asks a question to which you don't know the answer, it's perfectly okay to admit that you're unsure. You can offer to look up the information. The key is to remain honest and helpful while managing expectations.

Occasionally, you may encounter a tour participant who is difficult or demanding. It's important to maintain your politeness and professionalism throughout the tour until it concludes. When encountering difficult or challenging tour participants, it's essential to remain calm, empathetic, and patient. Listen actively to their concerns, address them respectfully, and strive to find mutually agreeable solutions.

Tours with large groups (15+) may seem daunting at first, but they often come with generous compensation for the relatively short duration.

While big groups typically ask fewer questions compared to smaller ones, they do require management and control.

Here's some advice:

When you need to make announcements, such as introductions or discussing specific sites, consider gathering everyone in a circle. This simple action can help streamline communication and ensure everyone is attentive.

Before the tour begins, if feasible, organize a circle and encourage each person to remember the individuals on their left and right. Then, if you need to confirm everyone's presence, simply call out "body check," prompting participants to locate the individuals they remembered. If everyone is accounted for without any objections, you can proceed confidently with the tour.

You have the option to designate a group leader if there isn't one already appointed within their group. You can then communicate directly with this leader for any inquiries and lead the tour accordingly.

Be Flexible: Large groups may move more slowly and require additional time for transitions. Be patient and flexible with the pace of the tour.

Manage Expectations: Set clear expectations at the beginning of the tour regarding behavior, timing, and any rules or guidelines they need to follow.

You can go empty-handed, but it's recommended to consider bringing along a few essentials for a more comfortable experience: phone charger, comfortable footwear, an umbrella, weather-appropriate clothing, and a water bottle.

If they insist, accept it with gratitude.