How to Renew Your Philippine Passport in Japan

We have an increasing OFW population in Japan nowadays especially when it opened its door for opportunities for skilled OFWs. Apparently, Japan has always been one of the great countries close to the Philippines that serves as shelter to many of our OFWs in the region.

If you are an OFW based in Japan and you need to renew your passport soon, keep on reading because in this article, we will discuss the requirements, fees, and procedures involved. We will also take into consideration the fact that there are three Philippine consular missions in Japan: the Philippine Embassy in Tokyo, the Philippine Consulate General in Osaka, and the Philippine Consulate General in Nagoya.

renew philippine passport in Japan process

Applying for a New Passport in Japan

Before anything else, let us take a look at the different cities/areas that each Philippine consular mission covers. The Philippine Embassy in Tokyo has consular jurisdiction over Akita, Aomori, Chiba, Fukushima, Gunma, Hokkaido, Ibaraki, Iwate, Kanagawa, Miyagi, Okinawa, Saitama, Tochigi, Yamagata, and of course… Tokyo!

The Philippine Consulate General in Osaka has jurisdiction over Ehime, Fukuoka, Hiroshima, Hyogo, Kagawa, Kagoshima, Kochi, Kumamoto, Kyoto, Mie, Miyazaki, Nagasaki, Nara, Oita, Okayama, Osaka, Saga, Shiga, Shimane, Tokushima, Tottori, Wakayama, and Yamaguchi. Meanwhile, the Philippine Consulate General in Nagoya has jurisdiction over Aichi, Fukui, Gifu, Ishikawa, Nagano, Niigata, Shizuoka, Toyama and Yamanashi.

Knowing these areas, you now know where to go when you need to renew your passport or avail of other services provided by these consular missions in Japan.

Requirements

The requirements for passport renewal are generally the same for all consular mission locations. These requirements and fees are listed below.

For adult applicants:

  • Confirmed online appointment;
  • Accomplished Application Form;
  • Personal appearance;
  • Current ePassport with photocopy of data page
  • Self-addressed envelope — 520 Letterpack (Tokyo), 120 x 235 mm envelope (Nagagata 3) with JPY 900 postage stamps (Osaka), Nagagata 3 with JPY 575 postage stamps (Nagoya); and
  • Payment fee of JPY 7,800.

For minor applicants:

  • Confirmed online appointment;
  • Accomplished Application Form:
  • Personal appearance of minor applicant and either parent or authorized adult companion;
  • Current ePassport with photocopy of data page;
  • Original and photocopy of proof of filiation and/or guardianship (e.g. Birth Certificate issued by the Philippine Statistics Authority or PSA, Birth Certificate, Baptismal Certificate, or Report of Birth);
  • Marriage Certificate (if only one parent is accompanying the child);
  • Passport or valid government-issued ID of either parent with one (1) photocopy;
  • School ID (if applicable);
  • Self-addressed envelope — 520 Letterpack (Tokyo), 120 x 235 mm envelope (Nagagata 3) with JPY 900 postage stamps (Osaka), Nagagata 3 with JPY 575 postage stamps (Nagoya); and
  • Payment fee of JPY 7,800.

NOTE: If the minor applicant’s parents are not married, please prepare an Affidavit of Support and/or Consent executed by the Mother (if she is not accompanying the child). If the said affidavit and/or consent was executed abroad, be sure to have it authenticated by the Philippine Embassy or Consulate.

How to Book a Passport Appointment

At present, all passport appointments in Philippine consular missions are booked in advance. “Walk ins” are not allowed, as part of the latest measures to limit the number of people going to the Embassies or Consulates. Hence, you will need to book a passport appointment online.

For appointments in Tokyo and Nagoya:

If you are applying for passport renewal at the Philippine Embassy in Tokyo or at the Philippine Consulate in Nagoya, book an appointment via https://www.passport.gov.ph/appointment. This is the official website for the Department of Foreign Affairs’ (DFA) Online Passport Appointment System.

Before booking an appointment, please take note of these reminders:

  • Provide complete and accurate information to avoid errors on your passport.
  • Check and double-check the data you will enter on the system.
  • Use Google or Yahoo email accounts only to avoid any technical problems.
  • Your email account must be valid, since your appointment confirmation will be sent there.
  • Appointments are made on a “first come, first served” basis.
  • Fees are non-refundable. Fees will be forfeited if: (a) you are not able to show up for your appointment; (b) you cancel your appointment; (c) your application was rejected because of incorrect and/or inconsistent data; or (d) you present discrepant and/or spurious documents.

For appointments in Osaka:

If you are planning to renew your passport at the Philippine Consulate in Osaka, you will need to book first through the consulate’s Passport Appointment Portal at https://sites.google.com/site/passportappointmentsystem/. Please take note that appointments made through this website are valid in Osaka only, and not in any other location.

To book an appointment, simply follow these steps:

  1. Check the website for available slots on your preferred date.
  2. Fill up the passport application form online. See to it that all your data entries are complete and accurate. Click “Next” to go from one part to another, then at the end of the form, click “Submit.”
  3. Send a copy of your current passport’s data page via email to passportcopy.osakapcg@dfa.gov.ph. If you are applying for a change of name (or reverting to your maiden name), submit additional requirements such as your birth certificate, marriage certificate, and other documents. If the applicant is a minor, you also need to submit a copy of the parent’s passport data page.
  4. If the date you requested is still available, and your submitted documents are complete, the Consulate will send an appointment confirmation to the email address that you provided.

How to Renew Passport During Appearance Day at the Philippine Embassy/Consulate

So your appointment has been set and confirmed. Awesome! Now here is a quick rundown of the steps to take during your appearance day the Philippine Embassy or Consulate:

  1. Go to the Philippine Embassy (Tokyo) or Consulate (Osaka/Nagoya) where you set your appointment.
  2. Submit all the requirements, including original documents and photocopies. These will be checked and verified.
  3. Pay the passport renewal fee at the cashier.
  4. Have your photo, fingerprints, and digital signature captured.
  5. Wait for your new passport to be delivered to your registered address.

For applicants in Tokyo, the waiting time could be around 1-2 months, while for applicants in Osaka/Nagoya, the waiting time could be around 6-8 weeks. As soon as your passport arrives from Manila, the Philippine Embassy or Consulate will send it to your registered address.

Notably, if you applied for passport renewal at the Philippine Consulate in Osaka, you can actually track your passport application through this link: https://sites.google.com/site/passportapplicationstatus/.

On the other hand, if 2 months have passed and you still haven’t received your new passport, you can follow up your application by sending an email to the Embassy or Consulate concerned.

Video: Filipina Talks About How to Renew PH Passport in Japan

And now, let’s hear from our kababayan about how she was able to book an appointment and renew her passport. In this video shared via Princess24 Vlogs’ YouTube channel, a Filipina based in Japan shares a guide on Philippine passport renewal and online booking:

Frequently Asked Questions

Meanwhile, here are several frequently asked questions — and answers — about passport services at the Philippine Embassy and Consulates in Japan.

1. I would like to change my name/revert to using my maiden name in my passport. What are the requirements?

Let’s say, for example that you are getting married and would like to use your husband’s surname on your passport. Or perhaps you have recently gotten divorced (or widowed) and would like to revert to using your maiden name. Here are the requirements that you need to prepare:

  • Confirmed online appointment;
  • Accomplished application form;
  • Personal appearance;
  • Current ePassport with photocopy of data page;
  • Self-addressed 520 Letterpack;
  • Payment of JPY 7,800.00; and
  • Original PSA-authenticated documents that would support the change of name (e.g. Birth Certificate, Marriage Contract, Marriage Contract showing annulment/divorce court order, Death Certificate of Spouse, etc.)

2. I lost my passport! What should I do to have it replaced?

If you lost your passport and would like to have it replaced as soon as possible, send an email message to passport@philembassy.net with the subject “Lost Passport Application.” You will need to submit the following requirements for “pre-processing:”

  • Appointment through email via passport@philembassy.net;
  • Accomplished Special Cases Application Form;
  • Accomplished Renewal Application Form;
  • Affidavit of Loss;
  • Original and photocopy of PSA-authenticated Birth Certificate
  • Original and photocopy of PSA-authenticated Marriage Contract or Report or Marriage (for married women who are using their husband’s last name);
  • Photocopy of data page of latest passport (if available);
  • Self-addressed 520 Letterpack;
  • Original and photocopy of Police Report in English;
  • Two (2) valid IDs with photocopy; and
  • Payment fees of JPY 26,000 (including Penalty Fee).

NOTE: If your PSA Birth Certificate is unclear or cannot be read, you need to submit your Local Civil Registrar copy as well.

Please be reminded that there is a 15-day clearing period for lost passports. After the clearing period, you will receive an email containing the schedule for a personal appearance at the Embassy/Consulate. On the date of your appointment, be sure to bring all the requirements and fees for the processing of your new passport.

3. My passport has been damaged. What are the requirements to have it replaced?

If your passport has been damaged or mutilated, you can apply for its replacement by submitting the following requirements:

  • Appointment through email via passport@philembassy.net;
  • Accomplished Special Cases Application Form;
  • Accomplished Renewal Application Form;
  • Affidavit of Mutilation;
  • Personal appearance;
  • Photocopy of data page of latest passport (if available);
  • Self-addressed 520 Letterpack; and
  • Payment fee of JPY 26,000 (including Penalty Fee).

NOTE: You will need to surrender your damaged/mutilated passport

4. Aside from passport services, what other services are offered by the Philippine Embassy and Consulates in Japan?

In addition to passport services, the Philippine Embassy in Tokyo and Philippine Consulates in Osaka/Nagoya also provide the following services to Filipino nationals in Japan:

Civil Registration Services

  • Report of Birth (ROB)
  • Report of Marriage (ROM)
  • Report of Death (ROD)
  • Marriage License
  • Recognition as a Filipino Citizen
  • Legal Capacity to Contract Marriage / Certification (LCCM)
  • PSA SERBILIS Delivery Service
  • Judicial Recognition of Foreign Divorce
  • Legal Assistance in the Philippines

Notarial Services

  • Apostille (previously Authentication)
  • NBI Clearance
  • Dual Citizenship
  • Renunciation of Philippine Citizenship

Opening Hours

All three consular missions are open from Mondays to Fridays, except during official Japanese and Philippine holidays. As for business hours, the Philippine Embassy in Tokyo is open from 9:00 am to 6:00 pm, while the Philippine Consulates in Osaka and Nagoya are open from 9:00 am to 5:00 pm.

Contact Information and Google Map Locations

If you have any questions or concerns, you can contact the Philippine consular missions in Japan through their contact details below. Google Map locations are also included, for your reference:

Philippine Embassy in Tokyo

Address: 5 Chome-15-5 Roppongi, Minato City, Tokyo 106-8537, Japan
Telephone: +81 3 5562 1600
Email: consular@philembassy.net (Consular Section)
Website: https://tokyo.philembassy.net/

Philippine Consulate in Osaka

Address: Twin 21 MID Tower 24F, 2-1-61 Shiromi, Chuo-ku, Osaka City 540-6124, Japan
Telephone: +81 6 6910 7881
Email: queries.osakapcg@gmail.com
Website: https://osakapcg.dfa.gov.ph/

Philippine Consulate in Nagoya

Address: Hiroya Building, 3-31-3 Sakae, Naka ku, Nagoya shi, Aichi ken, Japan 460-0008
Telephone: +81 5 2211 8811
Email: nagoya.pcg@gmail.com
Website: https://nagoyapcg.dfa.gov.ph/
Facebook: https://www.facebook.com/PHinNagoya

DISCLAIMER: We hope that you find the above guide helpful, especially if you are planning to renew your Philippine passport soon. Please note that the above guide is presented for general, information-sharing purposes only. To learn more about passport renewal and other services, please visit the official websites of the Philippine Embassy in Tokyo, the Philippine Consulate in Osaka, and the Philippine Consulate in Nagoya.

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