Living in Japan as an Indian citizen comes with its own set of responsibilities. And one of the most important? Keeping your passport valid.

Your passport isn’t just a travel document. It’s your identity. Your lifeline for banking, visa renewals, and emergency travel back home.

But here’s the thing. Many Indians in Japan panic when their passport nears expiry. They wonder: Can I renew it here? Do I need to fly back to India? What documents do I need?

The answer is simple. You can renew your Indian passport right here in Japan. This guide walks you through every step of the process. From filling out forms online to collecting your renewed passport. No confusion. No stress.

Who Should Read This Guide?

This guide is for:

• Indian citizens living in Japan on work visas, student visas, or dependent visas
• Indians with permanent residency in Japan
• Anyone whose passport is about to expire or has already expired
• Parents applying for passport renewal for their children born in Japan

If you’re in Japan and hold an Indian passport, this is for you.

Indian Missions That Handle Passport Renewal in Japan

India has two official missions in Japan that process passport applications.

Embassy of India, Tokyo

Located in the heart of Tokyo, the embassy handles applications from residents in Tokyo and designated prefectures in eastern and northern Japan.

Consulate General of India, Osaka-Kobe

This consulate covers the Kansai region and western Japan. If you live in Osaka, Kyoto, Kobe, Hiroshima, or nearby areas, this is your go-to office.

Important: You must apply at the mission under whose jurisdiction you reside. Applying at the wrong office will delay your application or get it rejected.

Check the official embassy and consulate websites to confirm which jurisdiction covers your address.

When Should You Renew Your Indian Passport in Japan?

Timing matters.

You can renew your Indian passport up to one year before it expires. That’s the golden window. But what if your passport has already expired?

No problem. You can still apply for a reissue. The process is nearly identical to renewal.

Here are scenarios when you should renew:

• Your passport is expiring within the next 12 months
• Your passport has already expired
• The pages are full and you need more space for stamps
• Your passport is damaged (torn pages, water damage, etc.)
• You need to update personal details like name or address

If you’re planning international travel or your Japan visa renewal is coming up, don’t wait. Start the process at least 3 to 4 months in advance. I’ve seen people scramble at the last minute. It’s stressful. And unnecessary.

Types of Passport Services Available in Japan

The Indian missions in Japan offer several passport-related services:

Renewal or Reissue of Passport: This is the most common service. Whether your passport is about to expire or already expired, you’ll apply for reissue.

Lost or Damaged Passport: If you lost your passport or it got damaged beyond recognition, you can apply for a new one. You’ll need a police report for lost passports.

Passport for Minors and Newborns: Children need passports too. If your child was born in Japan, you can apply for their first passport at the Indian mission.

Change of Address or Name Endorsement: Got married? Changed your name? You can get it endorsed on your passport.

Tatkaal Service: For urgent travel needs, Tatkaal (emergency) service may be available. But availability varies by mission and circumstances.

Step-by-Step Process to Renew Indian Passport in Japan

Here’s where it gets practical.

The entire process happens in three main phases: online application, appointment booking, and document submission.

Let me break it down.

Step 1: Fill Out the Online Application

The Indian government uses the Passport Seva portal for all passport applications, even for Indians abroad.

Here’s what you do: Go to the Passport Seva website and select “Indian Missions” from the homepage. Choose Japan as your country.

Click on “Reissue of Passport” (not “Fresh Passport” unless it’s your first ever passport). Fill out the application form carefully. Every detail matters. Your name, date of birth, parents’ names, current address in Japan.

One mistake? Your application gets delayed.

After completing the form, you’ll generate an Application Reference Number (ARN). Think of this as your tracking number. Print the completed application form. You’ll need it for your appointment.

Pro tip: Fill out the form when you have time. Don’t rush. I’ve seen people make silly mistakes because they were in a hurry.

Step 2: Book Your Appointment

Once your online application is done, you need to book an appointment at the Indian mission.

For Embassy of India, Tokyo, visit their official website and navigate to the consular services section. You’ll find an appointment booking link.

For Consulate General of India, Osaka-Kobe, follow the same process on their website.

Select the date and time slot that works for you. Appointment slots fill up fast, especially during peak seasons (around holidays and year-end).

Print your appointment confirmation. You’ll need to show it at the embassy or consulate.

Important: Don’t skip your appointment. Rescheduling can delay your application by weeks.

Step 3: Prepare Your Documents

This is where most people get stuck. Having the right documents makes or breaks your application. Here’s what you must have:

Original Indian Passport

Bring your current passport. Yes, even if it’s expired. You’ll also need photocopies of the first two pages (the ones with your photo and details) and the last page (the one with your address).

Residence Card (Zairyu Card)

Your Japanese residence card proves you legally live in Japan. Bring the original and a photocopy.

Proof of Address in Japan

This can be a utility bill, residence certificate (Juminhyo), or rental agreement. It should show your current Japan address.

Printed Application Form

The form you generated from Passport Seva.

Passport-Size Photos

You need recent passport photos that meet Indian specifications. More on this in a minute.

Fee Payment Proof

Some missions require advance fee payment. Check their website for payment methods.

Additional Documents (If Applicable):

• Marriage certificate (if you changed your name after marriage)
• Birth certificate for minors
• Police report (if your passport was lost)
• Parental consent form (for minor passport applications)

Keep everything organized in a folder. When I renewed my passport, I used a clear file folder. Made the process smooth.

Photo Specifications for Indian Passport Renewal in Japan

Your photos need to meet specific requirements. Otherwise, your application gets rejected.

Here’s what you need:

• Size: 2 inches x 2 inches (51mm x 51mm)
• Background: White or light-colored
• Recent photo: Taken within the last 6 months
• Face visible: No shadows, no glasses, no headgear (unless for religious reasons)
• Expression: Neutral, mouth closed

Most photo studios in Japan can take passport photos. But here’s the catch.

Japanese passport photos follow different specs than Indian ones. Tell the studio specifically that you need photos for an Indian passport. Show them the specifications if needed.

Don’t use selfies or smartphone photos. The embassy will reject them.

Submission at Embassy or Consulate

The big day arrives. You show up at the embassy or consulate with all your documents.

Here’s what happens:

Document Verification: An officer checks your documents. They’ll compare your application form with your original documents.

Biometrics (If Required): Some applicants need to provide fingerprints or additional biometric data.

Fee Confirmation: You’ll pay the passport renewal fee (if you haven’t already). Keep your receipt safe.

Acknowledgement Receipt: After submission, you’ll get an acknowledgement receipt. This contains your application number. You’ll use it to track your application status online.

The whole process usually takes 30 to 60 minutes. Unless there’s a crowd.

One more thing.

Be polite and patient with the staff. They handle hundreds of applications. A little courtesy goes a long way.

Indian Passport Renewal Fees in Japan

Fees vary depending on several factors:

• Validity period: 10 years for adults, shorter validity for minors
• Number of pages: 36-page or 60-page booklet
• Processing type: Normal or Tatkaal (if available)

The fees are typically paid in Japanese Yen.

Payment methods vary by mission. Some accept cash. Others accept cards or postal money orders. Check the official embassy or consulate website for current fees. Fees change occasionally. Keep your payment receipt. You’ll need it when collecting your new passport.

Processing Time and Tatkaal Option

How long does it take?

For normal processing, expect 4 to 8 weeks from submission to collection. Sometimes faster. Sometimes slower.

Delays happen if:

• Your application needs police verification in India
• There are errors in your documents
• You applied during peak season

What about Tatkaal (emergency) service?

Tatkaal can reduce processing time significantly. But it’s not always available at missions abroad.

Eligibility for Tatkaal depends on:

• Genuine emergency (medical, travel for work, family emergency)
• Availability at the specific mission
• Additional documentation proving urgency

If you need urgent passport renewal, contact the embassy or consulate directly. They’ll guide you on whether Tatkaal is an option.

Track your application status online using your ARN or file number. The Passport Seva portal updates the status regularly.

Passport Renewal for Minors and Newborns in Japan

If you have children, the process is slightly different.

Both parents must consent to the passport application for minors.

You’ll need:

• Birth certificate issued in Japan (with Apostille stamp)
• Both parents’ passports and residence cards
• Proof of Japan address
• Parental consent form (available on embassy website)

If only one parent can attend the appointment, you’ll need a notarized consent letter from the absent parent.

For newborns, apply as soon as possible after birth. You’ll need the passport for registering the birth with Indian authorities and for any travel plans.

What If Your Indian Passport Has Already Expired?

Relax. It happens. An expired passport doesn’t mean you’re in trouble. You can still apply for reissue. The process is the same as renewal. Fill out the application, book an appointment, submit documents.

But here’s what you should know:

An expired passport might impact your Japan visa renewal. Some Japanese immigration offices require a valid passport for visa extensions.

If your visa renewal is coming up, apply for passport reissue immediately. Don’t wait. Also, you cannot travel internationally with an expired passport. Not even back to India. So if you’re planning any trips, get your passport sorted first.

Can Japan Address Be Printed on Your Renewed Indian Passport?

Yes, it can.

When you fill out the passport application form, there’s a section for your current address. You can provide your Japan address. It will be printed on your renewed passport.

You’ll need to submit proof of your Japan address (residence certificate, utility bill, etc.).

Why does this matter?

Having your current Japan address on your passport makes life easier for visa applications, bank documentation, and other administrative tasks in Japan.

However, you might also need to provide your permanent Indian address. Check with the embassy about their specific requirements.

Common Reasons for Delay or Rejection

Sometimes, applications hit roadblocks.

Here are the usual culprits:

Incorrect or Incomplete Documents: Missing documents or wrong versions cause delays. Double-check everything before submission.

Photo Issues: Photos that don’t meet specifications get rejected. Use proper passport photos from a professional studio.

Jurisdiction Errors: Applying at the wrong embassy or consulate will reject your application. Confirm your jurisdiction before applying.

Incomplete Online Application: Errors or missing information in your online form cause problems. Fill it out carefully.

Police Verification Delays: If your case requires police verification in India, it adds time. There’s not much you can do except wait.

My advice? Prepare everything meticulously. Prevention beats cure.

Important Tips for Indians in Japan

Here are some final tips from someone who’s been through this:

Apply Early: Don’t wait until the last minute. Start the renewal process when your passport has a year left.

Double-Check Jurisdiction: Make absolutely sure you’re applying at the correct mission. It saves headaches.

Keep Copies: Make photocopies of all documents. You’ll need them for the application, and it’s good to have backups.

Track Online: Use the Passport Seva portal to track your application. It gives you peace of mind.

Follow Mission-Specific Instructions: Each mission might have slight variations in procedures. Always check the official website.

Plan for Delays: Life happens. Applications get delayed. Build buffer time into your plans.

Conclusion

Renewing your Indian passport in Japan is straightforward. Yes, it requires paperwork. Yes, you need to follow procedures carefully.

But it’s manageable. The key is preparation. Know what documents you need. Fill out forms correctly. Apply at the right mission.

Do that, and you’ll have your renewed passport in hand within weeks. Don’t let an expiring passport stress you out. Take action early. Follow the steps in this guide.

Your passport is your gateway to the world. Keep it valid. Keep it safe. And when in doubt? Contact the Embassy of India in Tokyo or the Consulate General in Osaka-Kobe. They’re there to help.

Frequently Asked Questions