Refunds and cancellations

Eligibility

Refunds apply to prepaid deposits or fees for professional engagements described in a signed letter of engagement. Website inquiries alone do not create a chargeable engagement.

Timeframe

Cancellation requests must be sent in writing to hello@routing-architectureorg.digital. We confirm receipt within five business days and state any refund amount under this policy.

Full or partial refund

If you cancel more than twenty-one days before the agreed fieldwork start date, prepaid deposits are refundable minus a planning administrative amount of up to ¥50,000 where planning work has already begun.

If you cancel within twenty-one days of fieldwork start, we refund only the unused portion after deducting hours already spent on planning, confirmations, travel booking, and document review, billed at the rates in the engagement letter.

Non-refundable items

• Fees for work already performed and delivered (for example, issued review conclusions or completed walkthrough reports)
• Third-party confirmation postage or courier costs already incurred
• Non-refundable travel booked at your request for remote warehouse sites

Refund process and timing

Approved refunds are returned by the same method used for payment, typically bank transfer within fourteen business days after approval. We confirm the transfer reference by email.

Cancellation and rescheduling

You may request one reschedule of fieldwork without penalty if notice is given at least fourteen days before the original start and a new date within ninety days is agreed. Further reschedules may incur a replanning fee stated in writing.

Deposits

First-year statutory audits may require a deposit to cover planning and confirmation costs. The deposit is applied against the final fee invoice unless a refund is due under this policy.

No-shows and access failures

If scheduled on-site days cannot proceed because key records or site access were not provided, time reserved may be charged and is not refundable. We will attempt to rebook remaining procedures.

Work already started

Hours recorded on planning memos, sample selection, confirmations, and fieldwork are billable even if the engagement later terminates, subject to the engagement letter.

Exceptions

If we withdraw for independence reasons before substantive fieldwork, unused deposits after documented planning costs are refundable. Statutory cooling-off rights, where mandatory Japanese law grants them, take precedence over this policy.

Contact for refund requests

Ledger Strand Audit Office, 37927 Fadel Lane, 美穂市, 鳥取県, Japan, +81-3-291-0289, hello@routing-architectureorg.digital.