Is passport renewal in Japan by mail really convenient, and is it available in every case? This is a common concern among Vietnamese residents in Japan when their passport is about to expire, has been damaged, or needs updated information. Join AN KOI to learn the key rules and how to prepare correctly from the beginning, so you can handle the procedure more proactively and avoid unnecessary mistakes.

Is passport renewal in Japan by mail allowed?

At present, passport renewal in Japan by mail is not available for every case. According to guidance from the Embassy of Vietnam in Japan, passport renewal, extension, lost-passport, and expired-passport cases are handled in person at the Embassy. Therefore, if you need to complete passport renewal procedures in Japan, you should check the current rules before mailing your application.

Vietnamese passport – illustration of the need for passport renewal in Japan by mail.

Current methods for submitting passport renewal applications

Under the current guidance, passport renewal, extension, lost-passport, and expired-passport cases are handled directly at the Embassy. Therefore, passport renewal in Japan by mail is not the default submission method available to everyone. If you fall under a special case and the consular authority confirms that you may submit your application by mail, you must follow the required instructions for documents, packaging, and receiving the result. Do not mail your application based only on outdated instructions found online.

Important notes when submitting an application by mail

Some older articles provided instructions for passport renewal in Japan by mail, including mailing the application and including a return envelope. However, regulations may change over time, so those instructions may no longer apply in 2026. For passport renewal procedures in Japan, the safest approach is to verify the information with the relevant Vietnamese representative office before mailing anything. If postal submission is approved, use the correct address, required documents, and shipping method specified in the official instructions to avoid having your application returned.

>> See also: What is a Residence Permit? Difference between a visa and a temporary residence card

What documents are required for passport renewal in Japan?

To complete passport renewal in Japan by mail, you need to prepare the correct documents required by the receiving authority. A basic application generally includes the declaration form, photos, residence documents, and your current passport. If your personal information has changed or your passport has been lost or damaged, additional supporting documents may be required. Therefore, before completing passport renewal procedures in Japan, identify the exact category that applies to your case.

>> See also:What does the Japan visa extension procedure include? Detailed guide to documents and process 

Your passport is an essential document to check when preparing a passport renewal application in Japan

Declaration form and passport renewal request form

The declaration form is an important document for passport renewal in Japan by mail. According to the Embassy’s guidance, applicants complete the required information using the online form, then print and sign the declaration sent to their email address. The application should include:

• Passport declaration form: Complete all required information and sign the form after printing it.
• Request form and contact information: Enter your phone number, address, and all other requested details accurately.
• Personal information: Cross-check your full name, date of birth, and place of birth against your passport and existing supporting documents.

When completing passport renewal procedures in Japan, pay particular attention to how your place of birth and administrative place names should be recorded under the latest guidance. Do not automatically copy details from an old passport if the official information has changed.

Check your passport and residence documents when completing passport renewal in Japan by mail.

Passport photos, Juminhyo, and residence card

These documents help complete an application for passport renewal in Japan by mail and verify the applicant’s residence information in Japan. Under the current guidance, you should prepare:

• 2 color photos: White background, 3.5 × 4.5 cm or 4 × 6 cm, with the face centered and fully visible.
• Original Juminhyo: This is a certificate of residence issued by the local government in Japan and used to confirm your residence information. Prepare the original document as required under the current guidance.
• Copy of your residence card: Carefully check your full name, date of birth, and validity period before including it in the application.

Photos with a blue background or black-and-white photos are not accepted. For passport renewal procedures in Japan, the information on your Juminhyo, residence card, and declaration form should also be consistent to reduce the risk of being asked for additional documents or further verification.

The information on your Juminhyo and residence documents should match your passport renewal application.

Current passport and related personal documents

Your current passport is required in a standard application for passport renewal in Japan by mail. You should prepare:

• Original current passport: Present or send it according to the requirements of the receiving authority.
• Copies of pages 2 and 3 of the passport: Make sure the copies are clear and no information is cut off or missing.
• Documents proving changes to personal information: Add these if your name or other personal details have changed.
• Documents related to a lost or damaged passport: Prepare additional documents if your case falls into one of these special categories.

For passport renewal procedures in Japan, do not use one standard set of documents for every case. First determine whether your passport is still valid, expired, lost, damaged, or contains personal information that needs to be updated, then prepare the documents that match your situation.

Prepare all required documents before completing passport renewal in Japan by mail.

How to complete passport renewal in Japan by mail correctly

If the consular authority confirms that your case may be submitted by mail, passport renewal in Japan by mail must be completed according to the correct procedure. To reduce mistakes, you can follow the three steps below.

Step 1: Prepare the application and return envelope

When completing passport renewal in Japan by mail, first prepare all documents required by the receiving authority. Arrange the application neatly so it is easy to check and less likely that anything will be missed. Some older guidance on passport renewal procedures in Japan mentioned using a Yamato envelope for receiving the result. However, the method may change over time. Therefore, confirm the required envelope, delivery company, and return method before mailing your application.

Illustration of checking personal information, address details, and forms before mailing the application.

Step 2: Write the address and contact information accurately

The recipient information must be checked carefully when completing passport renewal in Japan by mail. Your full name, address, postal code, and telephone number should be written clearly and accurately to reduce the risk of loss or inability to contact you if there is a problem with the application. For passport renewal procedures in Japan, use an address where you can reliably receive mail during the processing period. Also verify the receiving address against an official source before mailing your application instead of relying on old online articles.

Step 3: Check the application before mailing it

Before completing passport renewal in Japan by mail, review the entire application one final time. You can quickly check the following items:

• The declaration form, request form, and other forms have been completed in full and signed as required.
• The passport photos are the correct size, in color, with a white background, and meet the current standards.
• Your Juminhyo, residence card, current passport, and personal documents have all been prepared.
• Your full name, date of birth, place of birth, address, and telephone number are consistent across the application.

If any information is still unclear, contact the consular authority for confirmation before completing passport renewal procedures in Japan.

Basic steps for completing passport renewal in Japan by mail correctly.

Where to submit passport applications in Japan

Identifying the correct receiving authority helps make passport renewal in Japan by mail or an in-person application more straightforward. Depending on where you live, you need to check which Vietnamese representative office is responsible for your area. For passport renewal procedures in Japan, prioritize information updated directly by the Embassy or Consulate-General before preparing your application.

Area under the jurisdiction of the Embassy in Tokyo

If you live in an area under the Embassy’s jurisdiction, check the available submission method before completing passport renewal in Japan by mail. The Embassy of Vietnam in Japan is located at 50-11 Motoyoyogi-cho, Shibuya-ku, Tokyo 151-0062. For passport renewal procedures in Japan, identifying the correct receiving authority helps prevent mailing your documents to the wrong office or making unnecessary trips. You should also check the latest notices on office hours, jurisdiction, and submission methods before proceeding.

Make sure you identify the Vietnamese representative office responsible for your area of residence in Japan.

Areas under the Consulates-General in Osaka and Fukuoka

Vietnamese residents in Kansai or Kyushu should identify the correct representative office before completing passport renewal in Japan by mail. Depending on where you live, your application may fall under the jurisdiction of the consular office in Osaka or Fukuoka. When preparing passport renewal procedures in Japan, check the address, jurisdiction, and submission method published at the time of application. In particular, do not rely on old online guides unless you have compared them with the latest official notice.

>> Read more:Tokyo Immigration Bureau: Address, Contact Information & Procedures (2026) 

Common mistakes when renewing a passport

When completing passport renewal in Japan by mail, even a small error in the application can delay processing. Pay particular attention to the following mistakes:

• Missing documents or using the wrong form: Different passport renewal procedures in Japan may require different supporting documents. Identify the exact reason for renewal and compare your documents against the latest checklist before preparing the application.
• Passport photos that do not meet the requirements: Photos must be the correct size, in color, with a white background, and clearly show the applicant’s face. For passport renewal in Japan by mail, it is best to take new photos at a studio familiar with Vietnamese passport photo standards.
• Incorrect place of birth or hometown information: Personal information should be checked against your existing documents and the latest guidance, especially following administrative place-name changes introduced from 2025.
• Using outdated instructions: Some information about passport renewal in Japan by mail published in previous years may no longer be applicable. Therefore, before completing passport renewal in Japan by mail, check the latest rules issued by the Vietnamese representative office.
• Failing to review the application before submission: A single mistake involving a signature, personal information, or an attached document may cause your passport renewal procedures in Japan to require additional documents or reprocessing.

Carefully reviewing your application helps reduce mistakes when completing passport renewal in Japan by mail.

Not every case is eligible for passport renewal in Japan by mail, so checking the accepted submission method before preparing your application is extremely important. In particular, do not automatically follow instructions shared in previous years without comparing them with the current rules. We hope the information above helps you prepare passport renewal procedures in Japan correctly and avoid unnecessary mistakes. Follow the latest policy news to stay updated on changes to visa policies.