How to Renew Philippine Passport in Japan: An Ultimate Guide

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Confused about how to renew Philippine passport in Japan?

In this condensed and updated guide, we’ll discuss only the essential things you need to know when renewing Philippine passport while you’re in the Land of the Rising Sun.

Read the main article here: How to Renew Philippine Passport Abroad: Guide for OFWs and Filipino Immigrants

 

Philippine passport renewal requirements in Japan.

  • Accomplished passport application form in A4-sized paper: Tokyo: Download here; Osaka: Download here.
  • Original latest passport.
  • Photocopy of passport data page in A4-sized paper.
  • Self-addressed envelope:

           -Tokyo and consular outreach by Embassy in Tokyo: Letter Pack 510 envelope

           -Osaka and consular outreach by Consulate in Osaka: 120 x 235 mm-sized envelope (Nagagata-3 or 長型 3 type envelope) with postage stamps worth JPY 930

 

Where to renew a Philippine passport in Japan.

1. Philippine Embassy in Tokyo.

  • Address: 5-15-5 Roppongi Minato-ku, Tokyo 106-8537.
  • Contact information: 03-5562-1600 ext 127 / consular@philembassy.net / passport@philembassy.net
  • Office hours: Mondays to Fridays, 9 a.m. to 3 p.m.
  • Consular jurisdictions:
    • Akita
    • Aomori
    • Chiba
    • Fukushima
    • Gunma
    • Hokkaido
    • Ibaraki
    • Iwate
    • Kanagawa
    • Miyagi
    • Nagano
    • Niigata
    • Okinawa
    • Saitama
    • Shizuoka
    • Tochigi
    • Tokyo
    • Yamagata
    • Yamanashi

 

2. Philippine Consulate in Osaka.

  • Address: Twin 21 MID Tower 24/F 2-1-61 Shiromi, Chuo-ku, Osaka 540-6124.
  • Contact information: 06-6910-7881 / queries.osakapcg@gmail.com
  • Office hours: Mondays to Fridays, 9 a.m. to 5 p.m. (no noon break)
  • Consular jurisdictions:
    • Aichi
    • Ehime
    • Fukui
    • Fukuoka
    • Gifu
    • Hiroshima
    • Hyogo
    • Ishikawa
    • Kagawa
    • Kagoshima
    • Kochi
    • Kumamoto
    • Kyoto
    • Mie
    • Miyazaki
    • Nagasaki
    • Nara
    • Oita
    • Okayama
    • Osaka
    • Saga
    • Shiga
    • Shimane
    • Tokushima
    • Tottori
    • Toyama
    • Wakayama
    • Yamaguchi

 

3. Consular outreach mission.

Both the Embassy in Tokyo and Consulate in Osaka conduct consular outreach in their respective jurisdictions. This means you can apply for passport renewal in a location closer to you without having to go to the Embassy or Consulate.

 

How to Renew Philippine Passport in the Philippine Embassy/Consulate in Japan: 5 Steps.

The Embassy recommends renewing your passport at least eight months before its expiration date.

 

1. Book an online appointment.

Note: This step applies only to passport renewals in the Philippine Embassy in Tokyo. No appointment is required for renewals in the Philippine Consulate in Osaka. Therefore, skip this step if you’ll renew in Osaka.

Here’s how to set an appointment for passport renewal in Tokyo:

Go to the online ePassport application facility.

Fill out the online application form. When you’re done, click the Submit button.

Check your email for a system-generated message from the online appointment system.

Click on the confirmation link in the message to see the earliest available date for an appointment.

Click “Yes” to confirm your appointment schedule if you’re available on the date provided. If not, click “No” and try again later. Repeat the previous step until you get your preferred date.

Check your email for a confirmation message regarding your appointment schedule.

Print the accomplished application form attached in the email message on an A4-sized paper.

 

2. Go to the Philippine Embassy in Tokyo or Consulate in Osaka.

If you’re applying in Tokyo: Proceed to the Consular Section on your scheduled appointment. Submit the requirements at Window 6 for assessment and verification.

If you’re applying in Osaka: Proceed to the Passport Processing Window and submit the requirements for assessment and verification.

 

3. Pay the Philippine passport renewal fee.

Go to the cashier and pay JPY 7,800 for the passport fee. Keep the official receipt issued to you.

 

4. Have your photo, digital signature, and fingerprints captured.

Go to the passport encoding area for the capturing of your photo and biometrics.

 

5. Wait for your new Philippine passport to be mailed to you.

It takes about one to two months (for renewals in Tokyo) or six to eight weeks (renewals in Osaka) for passports to be released.

Once your passport arrives from Manila, the Embassy or Consulate will send it to you via postal mail using the self-addressed return envelope you provided.

As soon as your new passport is ready for release, you’ll receive a postcard or hagaki if your old passport is extended or uncancelled yet.

You may send your old passport to the Embassy, and it will send the old canceled passport along with the new passport. Or you can come personally to the Embassy to present your old passport for cancellation and get your new passport.

If two months have passed and you still haven’t received your new passport, you may send an email to the Embassy or Consulate to follow up on your renewal application status.

 

How to Renew Philippine Passport in Japan Through Consular Outreach.

1. Find out the schedule of consular outreach missions.

Check the Philippine Embassy/Consulate website and Facebook page for their consular outreach schedule and venue for the year.

Here are quick links you can refer to:

Choose a schedule and venue that will work best for you. Each application filed through the consular outreach mission must undergo pre-processing, so you can’t just suddenly come to an outreach mission as a walk-in applicant.

 

2. Mail your application to the Philippine Embassy in Tokyo or Consulate in Osaka.

Put your accomplished passport application form and a photocopy of your passport data page in a Letter Pack 510 envelope.

Don’t include the other requirements such as your old passport and passport fee payment—these should be presented on the day of the outreach mission.

Outside the envelope, write down the location or city of your chosen outreach mission (e.g., Hiroshima, Hokkaido, Shizuoka, Nagoya, etc.). Don’t forget to put the seven-digit postal code of the Embassy or Consulate at the top right portion.

philippine passport renewal in japan 1
Example: Write “HIROSHIMA CONSULAR OUTREACH” outside the mailing envelope if the outreach will be held at Hiroshima.

 

philippine passport renewal in japan 2
Example: Write “NAGOYA CONSULAR OUTREACH” outside the mailing envelope if the outreach will be held at Nagoya.

Send the requirements via postal mail within the application period to the Embassy or Consulate that will conduct the outreach.

The Embassy or Consulate must receive your documents on or before the deadline, so you’ll be given an appointment slot for passport renewal. Applications received after the deadline will not be included in the passport applicant list for the consular outreach.

 

3. Check the list of passport applicants with slots.

Around one to two weeks before an upcoming consular outreach mission, the Philippine Embassy and Consulate post the list of passport renewal applicants with slots on their respective website and Facebook page.

If you’re on the list, take note of the date, time, and exact location for your scheduled appointment.

 

4. Go to the consular outreach venue on your scheduled appointment.

Arrive at the exact time on your appointment schedule.

Submit all the original copies of your documents, including your old passport. If you don’t want your old passport to be canceled while waiting for the new one, bring a postcard or hagaki as well.

During the consular outreach, pay the passport fee of JPY 7,800 and have your photo and biometrics data taken.

 

5. Wait for your new Philippine passport to be mailed to you.

Like in the Embassy and Consulate, passports processed through consular outreach are sent via postal mail. Processing may take longer than two months, so patiently wait for your new passport.

Related Article: How to Get Japan Visa in the Philippines

Tips and Warnings.

1. Don’t drive your car to the Embassy.

There’s no public parking space in the Embassy’s premises and the nearby streets, which are designated as No Parking/Tow-Away zones. So it’s better to leave your car at home and just commute by bus, train, or taxi to the Embassy in Tokyo.

If you really need to bring a car, like when you’re accompanying a senior citizen or pregnant applicant, look for pay parking areas within the area.

 

2. Ensure your address on the return envelope is complete and correct.

To avoid delay in receiving your new passport, make sure your address (including your postal code or yubinbango) is complete and correct. The required stamp value (JPY 930 for applications in Osaka) should also be correct.

 

3. Ensure someone is available to receive your new passport.

Somebody should be available to receive your passport. If no person can receive it during delivery, the Post Office will leave a delivery notice for the applicant.

If you receive this hagaki, read the instructions that come with it. You may claim your passport at the Post Office or request for it to be delivered to you again.

If you opt for redelivery, make sure that someone will be waiting for your passport on your chosen delivery date and time. If no one is there to receive your passport again, your passport will be returned to the Embassy or Consulate. If that happens, you’ll have to personally pick up your passport.

 

Frequently Asked Questions.

1. Are walk-in applications allowed?

No appointment is needed to apply for passport renewal in the Consulate in Osaka.

The Embassy in Tokyo encourages applicants to use its online appointment system. But it also accepts walk-in applications on a first-come, first served basis.

Those applying in Tokyo without an appointment will need to line up, as applicants with an online appointment are prioritized.

In consular outreach missions, an appointment is required. Walk-in applicants aren’t accepted.

 

2. I need to travel abroad for an emergency, but my current passport is expiring or expired/my new passport is not yet available. What should I do?

You may apply for an extension of your passport validity during or after your renewal application. In addition to the typical requirements for passport renewal, you need to pay the passport extension fee of JPY 2,600 and submit the following documents:

  • Accomplished passport extension application form (Get one from the Embassy or Consulate).
  • Permanent residence card, employment contract, or any other proof of being an OFW or permanent resident in Japan.
  • A medical certificate, death certificate, notice of hearing/subpoena, or any relevant proof of travel urgency.
  • Confirmed flight details and plane tickets.

 

3. Can I personally claim my new passport?

Yes, both the Embassy and Consulate allow applicants to personally claim their new passports. Bring your old passport and the official receipt when picking up your new passport.

If you didn’t provide a self-addressed envelope and you can’t personally pick up your passport,  an immediate family member may do so (with a signed authorization letter from you) on your behalf.

Go back to the main article: How to Renew Philippine Passport Abroad: Guide for OFWs and Filipino Immigrants

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