How to renew an expired passport in Japan? Decoding 4 common questions when renewing a passport 

If you are living and working in Japan, then track passport expiration is extremely important. In particular, exchanging an expired passport in Japan is a necessary procedure to ensure your legal and administrative rights. So how does this process work and what documents do you need to prepare? Let's find out the details with T-Connect through the article below!

Why should you pay attention to renewing an expired passport in Japan?

Renewing an expired passport in Japan is extremely important because it directly affects your legal rights and ability to live, study, and work in Japan. Specifically, an expired passport will affect:

• Passport is an important international identification document.: This is a required document when completing immigration procedures. Many agencies and organizations in Japan require a valid passport to handle administrative procedures (banking, renting a house, insurance, etc.).
• Expired passport will affect visa: If your passport expires, you cannot apply for a new visa or renew your old visa even if you still have time to stay in Japan.
• No international travel: An expired passport means you cannot travel between Japan and other countries, even if your visa is still valid. If your passport is no longer valid, airlines will refuse you at check-in.
• Avoid hassle and wasted time: If you let your passport expire for too long, you may have to start over instead of just replacing it. This can make the process longer and can interfere with your personal or work schedule.

Procedure for renewing expired passport in Japan

The procedure for renewing an expired passport in Japan for Vietnamese citizens living, studying or working in Japan includes the following simple steps but must be performed correctly and completely:

Step 1: Make an appointment online

• Visit the official website of Embassy of Vietnam in Tokyo or Consulate General of Vietnam in Osaka.
• Fill in the information and select the date and time to submit the application according to the instructions.
• Print or save your appointment confirmation.

Step 2: Prepare complete documents

• Bring all necessary documents.
• Take good care of your new passport.

Step 3: Submit application at the appointment location

Application submission location:

• Embassy of Vietnam in Tokyo
• Consulate General of Vietnam in Osaka
• Consulate of Vietnam in Fukuoka

You need to arrive on time, bring all documents. When it is your turn, the consular officer will check and give additional instructions (if missing). If the documents are valid, you will be instructed to pay the passport renewal fee.

Step 4: Pay the fee

You can pay by cash or ATM card. After that, you will receive a receipt and an appointment to receive the results.

Step 5: Get your new passport

• Processing time: 5–10 business days (excluding weekends and holidays).
• You can receive it in person or request it to be sent by post (must prepare a stamped and addressed envelope).

Required documents and records when renewing an expired passport in Japan

Before going to the Vietnamese Embassy or Consulate General in Japan, you need to prepare all the necessary documents so that the process of renewing an expired passport in Japan goes smoothly, avoiding wasting time on additional documents multiple times. Below are the things you need to bring:

• Application form and contact information (Download here);
• Declaration
  • For people 14 years and older (Download here);
  • For people under 14 years old (Download here);
• 02 4x6cm ID photos, white background, taken within 6 months; balanced photos, full face. Do not use blue background or black and white photos).
• Original passport and photocopy of pages 2-3;
• Copy of Alien Registration Card (both sides); Original Residence Certificate (住民票);
• Copy of ID card/Citizen identification card (for adults), copy of Birth certificate/Birth certificate extract (for children under 14 years old);

Frequently asked questions when passport expires

When living abroad, especially in Japan, many Vietnamese people are still unclear about the regulations and procedures related to passports. Let T-Connect answer the 5 most common questions related to renewing expired passports in Japan:

Fees for renewing expired passport in Japan?

The fee ranges from 6,000 to 8,000 yen, depending on the method of payment (in person or by post) and the time of day. Some consulates accept payment by bank transfer, others require cash – check the official website in advance.

When should an expired passport be reissued?

You should renew your expired passport in Japan when it has less than 6 months left, because many procedures such as applying for a visa, extending your stay or buying a plane ticket require a passport with at least 6 months of validity.

Can an expired passport be renewed?

No. Passports are no longer renewable. Instead, you will have to get a completely new passport when your old one expires.

Can I fly with an expired passport?

No. An expired passport is no longer valid, you will not be able to check in internationally, even if your visa is still valid. Airlines will refuse you at the airport.

Is there a penalty for an expired passport?

There is no penalty for not using an expired passport. However, if you use an expired passport to apply for residency or provide false information, you may be warned or your application may be refused.

Contact information for advice on procedures for renewing expired passports in Japan?

• Embassy of Vietnam in Tokyo: +81-3-3262-2851.
• Consulate General of Vietnam in Osaka: +81-6-6470-6300.
• Consulate of Vietnam in Fukuoka: +81-92-401-3000.

Advice for those who want to renew their expired passport in Japan

Although renewing an expired passport in Japan is not too complicated, it requires you to actively monitor the expiration date and prepare your documents carefully. To avoid wasting time and unnecessary trouble, here are some practical tips for you:

• Check your passport expiration date regularly, especially if you are applying for a visa, extending your stay, or returning home.
• Change your passport at least 6 months before it expires to ensure smooth procedures.
• Prepare complete and accurate documents according to the list of requirements from the Embassy or Consulate General.
• Make an appointment online before submitting your application to avoid being rejected due to overload.
• Keep a scan and photocopy of your old passport in case you need to compare it during administrative procedures.
• You must apply for an expired passport in Japan directly at the Consulate General. The results of the passport exchange procedure can be sent by post. The applicant must prepare a Letter Packet (レターパック) with his/her home address written on it.

Renewing an expired passport in Japan is an important procedure that directly affects your rights to reside, travel and work in the land of cherry blossoms. Don’t wait until your passport expires to start worrying about it – be proactive in monitoring the expiration date and preparing your documents early to avoid unwanted risks. Hopefully the information in this article has helped you understand the process and answered common questions surrounding this issue!