Cancellation Policy

For College Student Visa Applicants

Cancellation of course after visa application documents is submitted to the Immigration Authority of Tokyo
The visa application fee will be retained by the school no matter whether “Certificate of Eligibility” is issued.

Cancellation of course after the “Certificate of Eligibility” is issued, but before school fees is paid
The visa application fee will be retained by the school.

Cancellation of course after the “Certificate of Eligibility” is issued and school fees is paid, but before commencement date
The visa application fee and registration fee will be retained by the school under all circumstances. The tuition fee will be refunded upon receipt of the original “Certificate of Eligibility” and certificate of admission.

Cancellation of course after the entry visa is issued, but before entering Japan
The visa application fee and registration fee will be retained by the school under all circumstances. The tuition fee will be refunded after KAI staff confirms the visa is unused upon receipt of the certificate of admission.

Cancellation due to the applicant’s visa being rejected by the Japanese Embassy or Consulate
The visa application fee and registration fee will be retained by the school. The tuition fee will be refunded upon presentation of a letter from the Japanese Embassy or Consulate proving that the visa application has been rejected.

Cancellation of course after commencement date
The registration fee and cancellation fee equivalent to 1 term tuition fee will be retained by the school under all circumstances. The tuition fee of remaining terms that have yet to begin will be refunded upon notifying the cancellation in writing to our office.

In case of postponement
Tuition fees are transferable for the original applicant.

For other than college Student Visa Applicants

Cancellation of course more than 3 weeks before commencement date
Registration fee will be retained by the school.

Cancellation of course less than 3 weeks before commencement date
Registration fee and Cancellation Fee equivalent to 50% of 1 terms tuition fee will be retained by the school.

Cancellation of course less than 2 weeks before commencement date
Registration fee and Cancellation Fee equivalent to 1terms tuition fee will be retained by the school.

Cancellation of course after commencement date
Registration fee and Cancellation Fee equivalent to 1 terms tuition fee will be retained by the school under all circumstances. Upon notifying our office in writing, we will refund the tuition fees.

For Private Lesson Applicants

Cancelling a Lesson

  • To cancel a lesson, inform the school by visiting the school’s receptionist or by calling the school by 5:00 p.m. at least one school day before your scheduled lesson. This ensures that your lesson cancellation will be processed.

Phone: KAI Japanese Language School, 03-3205-1356
(School hours: 9:00 a.m.-6:00 p.m., School days: Monday-Friday, Closed: Sat., Sun., national holidays, late Dec., and early Jan.)

  • You can also cancel a lesson via email. Send us an email at least three school days before your scheduled lesson. After we receive your cancellation request, we will send you a confirmation email. You must then reply to our confirmation email. Your lesson cancellation will then be completed. If you do not receive our confirmation email, it is possible that we did not receive your email. Call the school instead.

Email address: admission@kaij.co.jp

STEP 1StudentEmail cancellation request
STEP 2KAIConfirmation email
STEP 3StudentReply to confirmation email
STEP 4KAICancellation processed
  • When we process a cancelled lesson, we will reschedule the lesson.
  • If you do not cancel the lesson by 5 p.m. at least one school day before the lesson, the lesson will not be rescheduled and there will be no refund.
  • In the case of a semi-private lesson, the lesson can be rescheduled only if all the students complete step 2 above to cancel the lesson.
  • A student who misses a semi-private lesson will neither receive a rescheduled lesson nor a refund.

Effective Period of Rescheduled Lessons

A rescheduled lesson must be taken within 30 days after the cancelled lesson. It cannot be scheduled or taken after 30 days.

Cancellation Policy

Cancellation of Request

After you request private lessons, we will send information on the course schedule and fees. Remit payment within one week after you receive the course schedule. If payment is not received within one week, your request and course schedule will be cancelled.

Cooling-off Period and Mid-course Cancellation

  • If you want to cancel after sending payment, visit the school’s receptionist or call the school. We will refund the amount minus a cancellation fee depending on the number of days before the first lesson. Bank transfer fees to refund the amount to your bank account will also be subtracted from the refund amount.

Phone: KAI Japanese Language School, 03-3205-1356
(School hours: 9:00 a.m.-6:00 p.m., School days: Monday-Friday, Closed: Sat., Sun., national holidays, late Dec., and early Jan.)

  • If you want to cancel the course via email, note that it will take a few days to process the cancellation. After we receive your cancellation request, we will send you a confirmation email. You must then reply to our confirmation email. Your course cancellation will then be completed. If you do not receive our confirmation email, it is possible that we did not receive your email. Call the school instead. To avoid the cancellation fee, email the cancellation request well in advance.

Email address: admission@kaij.co.jp

STEP 1StudentEmail cancellation request
STEP 2KAIConfirmation email
STEP 3StudentReply to confirmation email
STEP 4KAICancellation processed
  • The registration fee cannot be refunded for mid-course cancellations.
  • Any used textbooks cannot be returned.

Cancellation Fees and Refunds for Cooling-off Periods and Mid-course Cancellations

Days After
Payment Date
Days Before
First Lesson
Cancellation
Fee
Refund
Amount
(A)Within 8 days1 school day or moreNone100% of tuition and textbook fee
(B)9 days or more30 days or moreNone100% of tuition and textbook fee
(C)9 days or more15 to 29 days10% of tuition, maximum ¥15,000100% of textbook fee and 90% of tuition or the tuition minus ¥15,000, whichever is greater.
(D)9 days or more1 to 14 school days20% of tuition, maximum ¥15,000100% of textbook fee and 80% of tuition or the tuition minus ¥15,000, whichever is greater.
(E)After first lesson20% of unused tuition, maximum ¥50,00080% of unused tuition or the unused tuition minus ¥50,000, whichever is greater.

Sample Refund Amounts

Case 1

Amount paid: ¥56,000 (for ¥6,000 registration fee, ¥2,000 textbook fee, and ¥48,000 tuition [¥6,000×8 lessons])

  • Refund for (A): ¥50,000 (¥2,000 textbook and ¥48,000 tuition)
  • Refund for (B): ¥50,000 (¥2,000 textbook and ¥48,000 tuition)
  • Refund for (C): ¥45,200 (¥2,000 textbook and ¥48,000×90% tuition)
  • Refund for (D): ¥40,400 (¥2,000 textbook and ¥48,000×80% tuition)
  • Refund for (E) with unused tuition for 4 lessons: ¥19,200 (for unused tuition ¥24,000×80%)

Case 2

Amount paid: ¥190,000 (for ¥6,000 registration fee, ¥4,000 textbook fee, and ¥180,000 [¥6,000×30 lessons] tuition)

  • Refund for (A): ¥184,000 (¥4,000 textbook and ¥180,000 tuition)
  • Refund for (B): ¥184,000 (¥4,000 textbook and ¥180,000 tuition)
  • Refund for (C): ¥169,000 (¥4,000 textbook and ¥180,000-¥15,000 tuition)
  • Refund for (D): ¥169,000 (¥4,000 textbook and ¥180,000-¥15,000 tuition)
  • Refund for (E) with unused tuition for 28 lessons: ¥134,400 (for unused tuition ¥168,000×80%)

*Bank transfer fees to send the refund to your bank account will be subtracted from the refund amount.