tokyo visa processing

The U.S. Embassy in Tokyo is located at 1-10-5 Akasaka, Minato-ku, Tokyo 107-8420 Japan. The general telephone number is: +81-3-3224-5000. The general fax number is: +81-3-3505-1862. (The fax number for passport inquiries is +81-3-3224-5914 and the fax number for all other non-visa inquiries is: +81-3-3224-5856).

NONIMMIGRANT VISA PROCEDURES – CONTACTING THE U.S. EMBASSY

If applicants require additional information after reviewing the U.S. Embassy Tokyo website in detail, applicants can contact the Embassy through the Visa Information Service. The Visa Information Service, operated by TeleTech Government Solutions LLC in partnership with Computer Science Corporation (CSC), provides an operator-assisted service between 8:00 and 18:00, Monday through Friday, (except on American and Japanese holidays). Please note that this service is a user-pays service. You will need to have a valid VISA, MasterCard or JCB card ready before you use this service. The fee is JPY 2,129 per call/email. (Please note that visa information is not available through the U.S. Embassy general phone number. Please use the Visa Information Service for all visa questions).

Visa Inquiries via Telephone
(Please note that if you use a mobile phone, you will need to register the mobile phone first).

From a landline in Japan: 00-5-31-13-1353
From the U.S.: 866-238-6449

For inquiries from other countries, the Embassy recommends using the Email Inquiry Service.

When you first dial, an automatic voice response system will walk you through the credit card validation process. Please ensure that you have a pen and paper ready to write down a PIN (Personal Identification Number). This PIN is generated in case your call is dropped while you are still waiting for the live service operator. Once connected to the live service operator, you can begin your inquiry for visa information.

Visa Inquiries via Email

To send an email, please visit the Embassy’s website (https://japan.us-visaservices.com/Forms/default.aspx ).

The Email Inquiry Service will provide English and Japanese responses to general inquiries, the ID number to change/cancel for your non-immigrant interview, or check the status of your/your client’s company registration for nonimmigrant treaty trader and investor visas. The Embassy will respond to you within three business days unless in the case of U.S. or Japanese holidays.

Nonimmigrant Visa Applications

There is a three step nonimmigrant visa application appointment system at the U.S. Embassy in Tokyo.

No assurance regarding the issuance of nonimmigrant visas can be given in advance. Final travel plans or the purchase of non-refundable air tickets should not be made until you have been approved and have received your visa. Most applicants receive their visas in about seven to fourteen days from their interviews. However, the Embassy cannot guarantee that every case will be processed in the seven to fourteen day timeframe. Some cases may require additional administrative processing which could result in a delay of up to six weeks or more. (Please note that once an application is submitted, processing cannot be expedited).

(Please note that there are different visa application procedures for Sapporo and Fukuoka. You should refer to the website for these U.S. Consular Posts for more detailed information on post specific visa application procedures).

STEP 1:

The first step involves completing the Electronic Visa Application Form DS-156 (EVAF) online, printing out all three pages. (The Embassy advises applicants not to staple the forms together or print on both sides of the paper) All forms must be completed in English. Incomplete forms will not be accepted. If the question does not apply, applicants should write “none”, “non-applicable” or “n/a”. Each electronic form will have a barcode used for scanning the application when you appear at the Embassy/Consulate for your interview appointment. Unacceptable barcodes (those that cannot be read by the Embassy’s scanner due to poor print quality and other factors) will not be accepted. Applicants will be asked to exit the Embassy/Consulate and return with a readable barcode.

Please note that English translations must be attached to all documents which are in a foreign language. On the interview day, your documents will be checked at the entrance to the visa section. Please make sure your documents are placed in the specified order. Please do not staple or put any stickers on any of the DS forms since these forms will be scanned into the computer.

All applicants must present the following documentation at the interview:

• Passport: Current and previous passports issued in the past ten years. Travelers are required to be in possession of passports that are valid for six months beyond the period of their intended stay in the U.S. Citizens of certain countries are exempt from the six-month rule and need only have a passport valid for their intended period of stay.


• DS-156 (Electronic Visa Application Form – “EVAF”): Printout of DS-156 completed online. Questions 8, 9, 34 and 41 must be completed. Please do not leave these questions blank. If a question does not apply please write “None”, “Non applicable” or “N/A”


• Photograph: a 5cm x 5cm color photo with white background, taken within the last six months. The head (measured from the top of the hair to the bottom of the chin) should measure between 25 and 35mm with the head centered in the frame facing straight. Glue it to the DS-156. Do not staple the photo to the DS-156.


• PayEasy ATM Transaction Receipt: You must submit your PayEasy ATM transaction receipt at the interview. Please see below for further detailed instructions.


• Completed DS-157 Application Form: Required for male applicants of all nationalities aged 16 to 45. Also required for all applicants over age 16, male or female, who are citizens of or born in Cuba, Syria, Sudan and Iran.


• Self-Addressed “EXPACK 500” Envelope: Visas are not issued on the same day as the interview. Bring one self-addressed, prepaid ExPack 500 envelope to the interview for the return of your passport and documents. The ExPack 500 is available in convenience stores and post offices throughout Japan.
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• Court and/or Police Records: Applicants with arrests/criminal records must provide a copy of their court and/or arrest record and copy of relevant laws/statutes (including cases that ended with an acquittal or pardon) and an English translation of these documents. In the event that there was no trial, bring a letter in English that explains the circumstances of the arrest. Japanese police ordinarily do not issue records without a letter from the Embassy/Consulate. If necessary, the Embassy will inform you at the interview and give you such a letter. Note: those who do not have arrest or criminal records do not need to provide any such documents.


• Appointment Confirmation Letter: See below for more information on scheduling an appointment at the U.S. Embassy. Please note that your appointment time printed on the confirmation letter is the time when you will be allowed to queue up outside of the Embassy gate to gain admission to the Embassy. It is not the time when you will be interviewed.


• Clear Plastic Folder: Put all of the documents in a clear plastic folder. If you are submitting an I-20, DS-2019, I-797, place this document in the folder. Non-Japanese citizens should include a copy of their Japanese Alien Registration Card in this folder. Please make sure documents are placed in the specified order outlined by the U.S. Embassy.

Non-Japanese Applicants must also include the following:

• Valid Japanese Re-Entry Permit: This can be obtained at the Regional Immigration Bureau;


• Photocopy of Japanese Alien Registration Card (If applicable): Copy of both sides of the registration card;


• Family Member Passports: Bring your family members’ passports, even if they are not travelling with you or applying for a visa.


• Evidence of Marital Status (If applicable): Bring evidence of marital status, such as a family register or marriage/divorce certificate.

Business Visa (B-1) Applicants must also submit:

• Proof of Employment or Enrollment in School (If applicable)


• Non-Japanese applicants going to the U.S. to participate in a science or technology-related conference must bring a complete CV or resume, a complete list of publications (if applicable) and a letter of acceptance/invitation from the conference organizer.

Tourist (B-2) Applicants must also submit:

• Invitation Letter: If you are invited to visit someone in the U.S., provide information about who is inviting you, purpose of travel, and planned itinerary or schedule. No invitation letter is needed if you are only sightseeing in the U.S.


• Proof of Finances: Proof that you can support yourself during your entire stay in the U.S. without working, e.g. pay statements that shows regular monthly salary & bank books with regular history of deposits and withdrawals, etc.

Student Visa (F, M) or Exchange Visitor (J) applicants must also submit:

• DS-158 Application Form: All applicants (including dependents) aged 16 and above who are seeking F, M, and J visas are required to submit Form DS-158;


• I-20: F-1 and M-1 students must include the original SEVIS I-20 Form. Family members seeking F-2 and M-2 status need their own I-20 Form.


• DS-2019: J-1 applicants must include the original SEVIS DS-2019 Form. Family members seeking J-2 status must submit their own DS-2019 Form.


• DS-7002: J-1 applicants under “trainee” or “intern” categories will be required to submit a fully completed and signed Form DS-7002 from the program sponsor if Form DS-2019 was issued after July 19, 2007.


• I-901 SEVIS Fee Confirmation: Students and Exchange Visitor visa applicants need to pay the SEVIS fee before applying for visas.


• Proof of funds to cover all expenses: This could include bank statements or pay receipts. If you are applying for an F-1 visa and planning to study for more than one year, bring proof of funds to cover the first year’s expenses.


• School Transcripts: If you have studied in the U.S. within the last five years, you must bring transcripts from the schools you attended during that time. If you have not attended school in the U.S. yet, you must provide transcripts of the most recent three years of study in Japan or abroad.


• Science and Technology related programs of study: Applicants going to the U.S. to follow a science or technology-related course of study must bring a complete CV or resume, a complete list of publications (if applicable) and a letter of acceptance/invitation to the school or program.


• OPT applicants must also submit: If you are applying for Optional Practical Training (OPT) you should also bring the original Employment Authorization Document/Card together with your endorsed I-20 Form.


• Dependents: Submit a copy of the principal applicant’s I-20 or DS-2019 together with a copy of the principal applicant’s visa and birth or marriage records showing relation to principal applicant, if applying separately.

Temporary Work Visas (H, L), Athletes and Artists Visa (O, P), International Cultural Exchange (Q) or Religious Worker Visa (R) applicants must also submit:

• Original or copy of I-797 Approval Notice: Applicants for H, L, O, P, Q or R visas need to submit the Notice of Action.


• Photocopy of I-129 Petition (If applicable)


• Blanket L visa applicants should visit the U.S. Embassy website for a detailed list of documentation that needs to be presented at the time of the visa interview appointment.


• Proof of Employment: Letter of job offer/contract and most recent pay statement from U.S. Company.


• Dependents: Submit a copy of the I-797, together with a copy of the principal applicant’s visa and birth or marriage records showing relation to principal applicant, if applying separately.

Please note that as of January 2008, the Department of Homeland Security requires electronic confirmation of the I-129 petitions for issuance of work visas. Petition approval is now verified in the Department of State’s system called Petition Information Management Service (PIMS). During your interview, the consular officer will use the receipt number of the I-797 approval notice to verify petition approval, so please make sure you bring the I-797 to the interview. Please note that a visa will not be issued before this electronic confirmation is completed. Please apply for your visa well in advance of your travel date, and do not purchase plane tickets until you have received your visa.

Treaty Trader/Investor Visa (E-1/E-2) applicants must also submit:

• Company Support Letter describing the enterprise, the applicant’s qualifications and number of family members intending to travel. This letter must address all requirements for E visa eligibility as defined by the Foreign Affairs Manual 9 FAM 41.51 and U.S. law. Specifically, the letter must address how the applicant will demonstrate how he/she meets all requirements under 9 FAM 41.51.


• Corporate organizational chart of the U.S. Company showing how the position offered in the U.S. fits into the organization. Please describe the subordinate employees’ job titles and immigration statuses.


• Detailed resume including references with contact information.

Please note that Treaty Trader (E-1) and Treaty Investor (E-2) visas are authorized based on treaties of commerce between the U.S. and Japan. Individuals applying for E visas must have Japanese nationality. The first step in applying for a Treaty Trader or Treaty Investor visa is to establish the qualification of the company or operation in the U.S. This process is known as registration. All copies seeking E visas for their owners or employees must be registered with the U.S. Embassy in Tokyo or the U.S. Consulate General in Osaka. To maintain your company registration, Form DS-156E and Financial Statements/Tax Returns must be submitted annually. If you do not submit any updates for five years, your company registration will expire. Companies under “expired” registration status must register again with the U.S. Embassy in Tokyo or the U.S. Consulate General in Osaka. Also, please note that in certain circumstances, even if the company registration status is still valid, the processing time may take the same length of time as it does for an initial registration application.

STEP 2:

All nonimmigrant visa applicants must pay a nonrefundable visa application fee, payable in Japanese Yen. The yen-dollar exchange rate used to calculate this fee changes monthly.

The only applicants exempt from this fee are those who are applying for A (Diplomatic), G (International Organizations), C-3 (Diplomatic/Official Transit) visas, and J-1 (Exchange Visitor Program) applicants participating in the State Department’s Bureau of Educational and Cultural Affairs or USAID sponsored programs listed as G-1, G-2, G-3, or G-7 on the DS-2019.

All applicants except those applying for diplomatic visas and certain visitors participating in U.S. Government sponsored programs must pay a nonrefundable application fee of $131 per person to cover the cost of applying for a visa. The fee must be paid through a Pay-Easy ATM.

The instructions to pay the visa application fee at a Pay-Easy ATM are as follows:

1. Access the fee payment site at the below link:
   (https://www.personal.billingjapan.co.jp/NASApp/bjp/USEmbassy/PB83BOLogin.jsp?lang=en-US )


2. Type in your information: (1) Your passport number and the Barcode number from your DS-156 (EVAF); (2) your surname and first name. After you press the “Register” button, please check the information you entered is correct. Then, press the “Confirm” button.


3. Three Payment Information Numbers (Financial Institution Code, Customer Number, and Confirmation Number) will be generated from the system. Print out the document and bring it when you pay the fee. Please note: Your Payment Information Number will expire in 2 weeks from system issuance. If your payment number expires prior to payment, you will be required to again access the fee payment site and generate a payment document which contains the Financial Institution Code, and a new Customer Number and Confirmation Number).


4. Pay the Machine Readable Visa (MRV) fee at a Pay-Easy ATM: If you punch in three numbers, the application fee will be shown on an ATM automatically. Keep the original receipt issued by the ATM. The original Pay-Easy ATM transaction receipt must be attached on the third page of the DS-156 form. (The Embassy will not return the original receipt. Please make a copy if needed) The visa application fee must be paid by Pay-Easy ATM. Your application cannot be processed if you do not send your Pay-Easy ATM transaction receipt showing payment of the application fee with your application. If you do not have a Pay-Easy ATM transaction receipt, or have lost your receipt, or paid by internet banking, you will be required to pay the fee by Pay-Easy ATM before your visa application can be processed. Do not use internet banking for you payment. Please note that the MRV fee is not refundable.

Do not pay other fees into the Pay-Easy Account. Additional fees may apply depending on nationality and visa type, but only the machine readable visa application fee should be paid using the Pay-Easy system. The Embassy cannot refund other fees that are accidentally paid into the Pay-Easy account.

The application fee may be paid at the nearest Pay-Easy ATM. Currently, the following financial institutions have Pay-Easy compatible ATMs (excluding selected branches): Japan Post Bank, Mizuho Bank, Sumitomo Mitsui Bank, Resona Bank, Saitama Resona Bank, Chiba Bank, Towa Bank, Keiyo Bank.

STEP 3:

In order to book your appointment at the U.S. Embassy in Tokyo or the U.S. Consulate General in Naha or Osaka, you will need the barcode number from your DS-156 (EVAF) and a printer. If you do not have a printer, you will not be able to print out the confirmation page that permits you to enter the Embassy or Consulate. If you experience any kind of problem printing out the confirmation page, please record the Confirmation ID so that you can reenter the system from the Embassy’s website and cancel or change your appointment. You cannot reprint the confirmation page once you have exited the system. Your confirmation ID is not sent to you by email, so please write it down if you experience any kind of problem with your printer.

You must bring a copy of your Appointment Confirmation webpage to your interview in order to enter the building. The system will not send a confirmation email.

Each visa applicant must have his/her own appointment. If you are applying as a family, each applying member must have an appointment. Applications for underaged children not requiring in-person interviews may be submitted along with their parent’s application without an appointment. If you have lost the ID number or if you did not print an interview appointment letter for your interview and need the ID number to reprint, please contact the Visa Information Service by email. Please note that you will be charged and need a credit card to pay the fee.

Please also note that applicants who do not arrive at their scheduled appointment time will be refused admission to the premises. Please do not arrive early for your appointment as you will not be allowed to queue up prior to your scheduled appointment time. Due to space limitations in the Embassy’s waiting room, the primary applicant will be the only person allowed into the building unless the applicant is a minor child (age 17 and under) accompanied by a parent or legal guardian or is disabled and requiring assistance. Other parties (including relatives, friends, co-workers, employers, lawyers, etc.) will not be allowed into the building unless requested to do so by a Consulate official.

Interview Procedures at the U.S. Embassy in Tokyo (what to expect on the day of your nonimmigrant visa interview) (Please note that procedures at the U.S. Consulate General in Osaka, Naha, Sapporo and Fukuoka are different)

1. ENTRY PROCESSING:

• Please take your place in line at your appointment time at the entrance of the U.S. Embassy.


• All applicants must pass through security, which includes putting your personal belongings through an x-ray machine and walking through a metal detector. When planning your visit, bring only what is needed for your business with the Embassy. Reading material is permitted but food, drinks, big luggage cannot be brought into the Embassy. If you have such items with you, your entry will be delayed.
• All electronic devices such as cell phones, iPods, PDAs, laptops, portable game devices, etc. must be checked at the Embassy entrance. You will be given a numbered plastic tag when you check your electronics. Please retrieve your checked item(s) by presenting tag as you leave.

2. DOCUMENT CHECK

• After passing through security, please line up in front of the desk at the consular entrance so that our staff can perform an initial check on your documents. Note: please ensure that your documents are placed in the specified order outlined by the Embassy. If you fail to put your documents in the specified order or have incomplete forms, your entrance to the Visa Section will be delayed.

3. SUBMIT YOUR DOCUMENTS AT WINDOW #1

• After preliminary screening, please go directly to Window #1 (the intake window) in the Visa Section waiting room to submit your documents.

• After your documents have been submitted, the Embassy will enter your application information into the system. Application processing time varies according to visa category. Some applicants who arrive after you may be called earlier than you. We recommend that applicants bring reading materials to pass the time.

4. FINGERPRINTING PROCEDURES

• When your name is called, please proceed to the window.

• Place four left-hand fingers flat on the green square. Repeat this procedure with your right-hand fingers. Then place your thumbs together on the green square.

5. INTERVIEW

• After you are fingerprinted, please wait for your name to be called again for your interview.

• When your name is called, please go to the window indicated for your interview. The consular officer will tell you the results of your application at the end of your interview.

• If you are found eligible, your passport with the visa inside will be delivered to you using your ExPack 500 envelope in approximately 1 to 2 weeks. Note: the Embassy does not guarantee that every case will be processed within seven to fourteen days. Some cases may require additional processing, which could result in a delay of up to six weeks or more. The Embassy advises that visa applicants refrain from making final travel plans until they actually receive their passports.

APPLICATIONS FOR IMMIGRANT VISAS

Individuals who wish to reside in the U.S. permanently require an immigrant visa. The three most common immigrant visa categories are family based (certain relatives of U.S. citizens or green card holders), employment based, and Diversity Visas for winners of the DV lottery.

Please note that because of security concerns, walk-in visitors seeking information on immigrant visas are no longer allowed. Only those with visa appointment interviews or those seeking to report a lost green card will be admitted to the Immigrant Visa Section of the U.S. Embassy.

AMERICAN CITIZEN SERVICES

The U.S. Embassy in Tokyo provides the following services and information to American citizens living in Japan:

• U.S. Passport Services
• Information on Driving in Japan (International and Japanese Drivers Licenses)
• Report of Birth of a baby, Baby’s first U.S. passport, and social security number
• Dual nationality issues for children born to one American and one Japanese parent
• Information on Notaries and Powers of Attorney
• Information on Adoption in Japan
• Information on procedures involving getting married or divorced in Japan
• U.S. military services
• IRS Taxpayer assistance, including current rates of exchange
• Information on obtaining visas to Japan
• Information on obtaining visas to China
• Providing service of locating vital records documents, such as Marriage Certificates, criminal record checks or police clearances, or other essential documentation from individual U.S. states (birth certificates, driver’s licenses) or from the U.S. State Department. Please note that the U.S. Embassy does not keep any record of any official documents, even if issued by the U.S. Embassy, and must apply for copies of them through the appropriate official channels.
• Judicial assistance (taking depositions in Japan, service of process, obtaining evidence, video services, visas for attorneys deposing in Japan)
• Voting abroad by absentee ballot
• Locating someone in Japan, whether an adult or child
• List of English-speaking doctors, lawyers, detectives, schools both in English and Japanese language schools categorized by prefecture
• List of English language newspapers available in Japan
• List of stenographers/court reporters, as well as interpreters and translators throughout Japan
• List of English speaking private detectives, English speaking realtors and churches providing English language services available in the Tokyo Metropolitan area

For a list of all of the services the U.S. Embassy in Tokyo provides in Japan for Americans, please visit at http://tokyo.usembassy.gov/e/acs/tacs-atoz.html .

All non-emergency American Citizen Services in Tokyo are offered on an appointment only basis. Appointments are required for all Passport services, Consular Report of Birth Abroad (CRBA) applications, notary services, and Federal Benefits services.

No appointments are necessary to Americans requiring emergency services. Emergency American Citizen Services include:

• Reporting the death, arrest of, or a missing American citizen, and accidents and illnesses involving American citizens;
• Replacement of a lost, stolen, or expired passport for those with an urgent need to travel;
• Americans requiring emergency financial assistance to return to the U.S.;
• American victims of criminal incidents.

The general hours of the Tokyo American Citizen Services are Monday through Friday from 8:45 – 12 noon; and on Monday, Tuesday, Thursday and Friday from 2 to 4pm. The American Citizen Services Section in Tokyo is closed to the public on Wednesday afternoons.

Please visit the American Citizen Services Section at the U.S. Embassy website for more information.