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 Tokio. You can also lodge your application at a Dutch border municipality or at the Schiphol desk.
Step 1: Create your personal checklist
It is important for your passport or ID card application that you bring the correct documents with you. You should therefore create a personal checklist for you or the child you're applying on behalf of. Then you’ll know what documents to bring. Step 2 shows you whether there are additional document requirements in the country you live in.
- For every document, you must always bring the original and one photocopy with you.
- You may need to have the original legalised.
If your document is not issued in Dutch, English, German, French or Spanish, it will need to be translated. This must be done by a sworn translator.
- You may be asked to provide additional documents.
- All applicants must appear in person; this includes children.
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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:
- a valid residence permit (zairyu card)
- a valid visa (sticker or stamp in your passport)
- a Japanese passport if you have dual nationality
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
If you want to apply for your passport or ID card in the Netherlands, you can do so at one of the Dutch border municipalities 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 or ID card 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.
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.