Ask for the change in writing as soon as you know, and ask the agency for the exact cost and cut-off date before you agree. Names, dates and headcount each follow different rules, so treat them as three separate questions.
It is a very normal situation. A friend gets a work clash, a child’s school dates move, or you notice a typo in a passport name.
Which changes cost the most?
A name correction is usually the smallest change. A new date or a new traveller is bigger, because flights, hotels and train seats were held for the original plan.
Your contract should say how each kind of change is handled. Read the clause in cancellation and refund terms, and ask the agency to point to the line that covers your case.
| Change | What usually decides the cost | What to ask |
|---|---|---|
| Spelling of a name | Whether tickets are already issued | Is a correction free before issue? |
| Swap one traveller | Airline and ticket rules | Is a substitution allowed, and until when? |
| Move the dates | Seat and room availability | Is it an amendment or a new booking? |
| Fewer travellers | Shared room and vehicle costs | Does the price per person change? |
Why does the name on the booking matter so much?
In China, your passport is your ticket for more than flights. Foreigners must show a passport to buy a long-distance train ticket and to pass the platform gates[1].
The Forbidden City is stricter still. International visitors book with a passport and must bring the original passport used for the booking to enter via the Meridian Gate[2]. A traveller replaced at the last minute may therefore need a fresh reservation, not only a new line on a list.
Check the spelling against the passport photo page before you pay, and send that photo to the agency early.
What if a ticket can be refunded only in part?
Some attractions have their own refund windows. Forbidden City tickets can be refunded free before 24:00 the day before the visit, and not at all once checked[3].
That means a date change made late can cost you the ticket even when the agency is helpful. Ask which tickets are already bought, and which are still held.
How do you ask for a change?
Keep it short, send it in the same chat or email as your booking, and keep a screenshot. A clear request has five parts:
- Your booking name and reference.
- What changes: the traveller, the date or the headcount.
- The new details, with names as shown on the passport.
- A question asking for the cost and the deadline.
- A request to confirm the final version in writing.
Do not pay any extra amount until the agency has written the figure down. If the agency says the answer is simple, ask them to put it in writing anyway.
What should you do next?
Open your contract and find the clauses on amendments and cancellation. Then write to the agency today, even if the trip is months away, because earlier requests usually have more room.
If the change is large, compare it with starting afresh using the package comparator. Our booking topic page lists the other contract checks, and the deposit and payment schedule guide explains what your payments already secure.