Applying for a passport or ID card if you live in Japan
Are you a Dutch national living in Japan? And do you want to renew or apply for a Dutch passport or identity card (ID card)? You can do so at the Dutch embassy in Tokyo. You can also lodge your application at a Dutch border municipality or at the Schiphol desk.
Due to the coronavirus, the possibilities to apply for a passport or ID card at an embassy or consulate-general are limited. This also applies to applications at an office of an external service provider such as VFS Global.
New ID card
From 2 August 2021, all ID cards issued to Dutch nationals aged 12 and older will include copies of two of their fingerprints and a QR code with their citizen service number (BSN). You should know:
- From 13 July to 1 August 2021 inclusive, for technical reasons, it will not be possible to apply for an ID card at an embassy or consulate-general. If you need to apply for a travel document before 2 August, you can apply for a passport.
- From 2 August 2021, applicants will receive an ID card in the new format. Please note: when you apply, you will have to have your fingerprints taken. This will require you to come to the embassy or consulate-general in person.
Step 1: Create your personal checklist
It is important for your passport or ID card application that you bring the correct documents with you. Therefore, per passport or ID card first create a personal checklist for each application. Then you’ll know what documents to bring.
Note: step 2 shows you whether there are additional document requirements in the country you live in.
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- You must appear in person to apply for your passport. Someone else is not allowed to do this for you. This also applies to someone under the age of 18. He or she must also be present at the application.
- You may need to have the original legalised.
- You may provide documents in Dutch, English, German or French. Abroad and at the passport desk at Schiphol airport in Amsterdam, you may also provide documents from the civil registrar in Spanish. If your documents are in another language, you must have them translated by a sworn translator.
- You may be asked to provide additional documents.
Once you have completed your checklist, please continue with step 2.
Step 2: Check the additional requirements for Japan
Your documents may need to meet additional requirements in a given country. Below you can find out about the requirements for Japan.
Proof of legal residence
You must provide proof of legal residence in the country where you live. In Japan, you can do this by providing one of the following documents:
- a valid residence permit (zairyu card);
- a valid visa (sticker or stamp in your passport);
if you also hold the Japanese nationality: a valid Japanese passport or ID card.
If, according to your personal checklist (step 1), you need to get a document legalised, and if your birth certificate or marriage certificate was issued in Japan, you must have the document legalised with an apostille.
Step 3: Apply at a Dutch border municipality or at Schiphol Airport
Step 4: Apply in Japan
If you want to apply for your passport or ID card in Japan, first make sure you have all the required documents. You can see which documents you need by completing the checklist (step 1). You should also check what additional requirements apply in Japan (step 2). Then you can make an appointment.
How do I make an appointment?
You can make an appointment online to visit the embassy in Tokyo.
How much will it cost?
You can find the price of a passport or ID card in the overview of consular fees in Japan.
Payments can be made by Dutch debit card, credit card (Visa/Mastercard) or in cash, in yen (JPY).
How long will it take?
The Ministry of Foreign Affairs will first determine if you are a Dutch national. If so, you are entitled to a passport or ID card.
Your passport or ID card will be ready in about 3 weeks. You may be asked to provide additional documents to help us assess your application. In that case, the decision period will be extended.
What if I need my passport or ID card in the meantime?
If you need your current passport or ID card while your application is being processed, you can hand it in later, when you come to collect your new one. If your new document is being sent to you by post, you must first send your current passport or ID card to the embassy. Only then will the new document be posted to you.
How can I track my application?
When you apply for a travel document, you will receive a track & trace code. This allows you to track the status of your application online. You will be informed by email when your document is ready.
Collect your document
You can collect your document from the embassy in Tokyo between 11.00 and 12.00 on Mondays and between 9.00 and 12.00 Tuesday to Friday. You do not need to make an appointment. First check which days our offices are closed.
Have your document sent by post
You can also have your new passport sent to you by courier or by registered post. You will have to pay the postage charge yourself.
If you choose to have your new document sent to you, bring a JPY 510 Letter Pack with you when you submit your application. A Letter Pack is a standard envelope issued by Japan Post. It can be purchased from most post offices and convenience stores. You can find more information on the Japan Post website.
Your new identity card will not be sent by post. You should collect it at the embassy in Tokyo.
What happens to my old passport or ID card?
The embassy will cancel your old passport or ID card and then return it to you.
If your old document contains visas or residence permits that are still valid and you want to keep those pages intact, you should make this known beforehand.
If you have any questions, please contact the embassy in Tokyo.