Renewing your passport in another country can feel daunting. Do you have to go in person? Is mailing-in your passport safe? And how long does it take?
All these questions swirled in my head as I prepared my documents to renew.
Since my old passport would expire in April 2024, I decided to renew early in case I needed it for a new job/visa (Spoiler: I didn’t, but I’m glad I renewed it anyway).
Luckily for US citizens, renewing your passport in Japan is actually less of a headache than in the ‘States– provided you meet a few requirements.
So this is my breakdown on how to renew your US passport in Japan.
Table of Contents
Remember– while this is a good quick start guide, always refer to the official instructions by the the US Embassy and Consulates in Japan (在日米国大使館 Zainichi Beikoku Taishikan).
You can confirm the requirements and paperwork needed on the US Embassy Passport Renewal page, since requirements can change due to any reason, at any time.
Mail-in Passport Renewal
For most passport renewals, you can now mail-in your documents– no appointment required! Hallelujah. However, there are a few stipulations.
You Can Renew by Mail if:
- You are renewing a passport book (passport card renewals require an appointment)
- You are 18+ years of age
You also have to meet the requirements on this Mail-In Passport Renewal page by the US Embassy & Consulates in Japan:
“You must answer YES to all of the following:
- I can submit my most recent U.S. passport book by mail with my renewal application.
- I was at least 16 years old when my most recent U.S. passport book was issued.
- I was issued my most recent U.S. passport book less than 15 years ago.
- My most recent U.S. passport book has a validity of 10 years from issuance to expiration.
- The U.S. passport book that I am renewing has not been mutilated, damaged, lost or stolen.
- My most recent U.S. passport book was issued in my current name (or I can document my name change by submitting marriage certificate, divorce decree, or court order with my passport application.)
- I currently reside in and/or have a valid mailing address in Japan.
- I am only applying for a passport book (I am not applying for a passport card).”
In a nutshell, you must have a valid or expired passport book that is in relatively good condition in order to send it with your documents to the embassy; it also can’t be too old.
Documents to Mail-In
Once you’ve determined your eligibility, you can gather the following documents:
- Current/expired passport
- Completed Form DS-82
- One recent passport photo (taken w/in the last 6mo)
- One Self-addressed Letter Pack (or MPS envelope – military mail)
- Printout of Pay.gov electronic payment confirmation
- Name Change Documents (If Applicable)
Current/Expired Passport
Pretty self-explanatory. But yes, you must send it in, so be sure to have your Residence Card (在留カード Zairyū Cādo) on hand at all times while your passport is out.
Completed Form DS-82
Download the DS-82 form from the Embassy website, and fill in using a PDF reader or a black permanent pen. Remember to sign and date it!
One Recent Passport Photo (taken w/in the last 6mo)
- You can have someone take a photo of you/take a selfie and adjust it. (By the way, I take photo-editing commissions for this!) Then print out at any convenience store (2×2″)
- You can go to a photo-box and take a headshot and print it all-in-one.
One Self-Addressed Letter Pack (or MPS Envelope – Military Mail)
A Letter Pack is a specific type of pre-paid envelope that you can purchase at a post office or convenience store! It can be delivered across Japan, but not internationally.
Lawson, Ministop, Seico, and Daily Yamazaki typically carry them (Seven Eleven and Family Mart don’t always sell them).
They keep them behind the counter, so just ask the clerk: 「二枚のレターパックライトお願いします」 (nimai no retā pakku raito onegaishimasu). Substitute “raito” for “purasu” if you want the more expensive variant.
You’ll want to buy 2 so you can mail the documents and self-addressed envelope (so the Embassy can return your new passport).
There are 2 types of Letter Pack:
Letter Pack Light ¥370 (Blue)
- A4 size
- Cannot be over 3cm thick, must be under 4kg
- No Signature/Stamp required upon delivery
Letter Pack Plus ¥520 (Red)
- A4 size
- No thickness limit, as long as it’s under 4kg
- Signature or Stamp required upon delivery
Personally, I used two blue letter packs. I didn’t want to risk missing my delivery, and I’m overall less concerned about the safety of my mail here. However, do what’s most comfortable for you.
You can fold the 2nd letter pack in half when you mail it so it fits in the other A4 envelope.
Printout of Pay.gov Electronic Payment Confirmation
Name Change Documents (If Applicable)
If you’ve had a name change since your last passport, remember to send in the requisite documents (ie. Marriage Certificate, Court Order, Divorce Decree):
- 1 Original
- 1 Photocopy
- English translation if needed
Sending in your Documents
I put all of my documents in an A4 plastic folder (¥100 for 10 clear folders at Daiso), then into the Letter Pack and mailed it off.
If you’re in Northern Japan, address the Letter Pack to the US Embassy in Tokyo. If you reside in Southern Japan, you can send the US Consulate General in Osaka. You can confirm your region on the Embassy’s page.
And remember to remove the tracking sticker from the Letter Packs before you send it so you can track it on the Japan Post’s parcel tracking service site.
You can drop off your parcel in any post box – usually they’re located in front of convenience stores.
And a note – when I received my passports, I didn’t get any of the paperwork back. I’m not 100% sure if they will return a document like Marriage Certificate, so just be cautious and have an extra official copy on hand.
That said, I did receive my passport back in about 3.5 weeks, which is remarkably quick! And with little to no hassle, nor appointment needed.