Apply for a U.S. Visa

Track and Retrieve My Passport
Passport/Visa Collection Locations

FAQ

On this page:

• Overview
• Collecting Your Passport (Visa) at CGI Federal Delivery Service Center
• Collecting Your Passport (Visa) by Standard Delivery: Naha/Sapporo/Fukuoka Only
• Supporting Documents
• Change Delivery Options
• Passport Tracking Options
• Passport Tracking Status
• Families and Groups
• Redelivery

Overview

If your application is approved, you must choose your passport and visa return preference:

Premium Delivery:

With this delivery option, your passport will be returned to the delivery address indicated in your profile. There is an additional fee of 3,410 JPY for this delivery option, which will have to be paid upon selecting the premium delivery option. Your passport will be returned by a courier. When your passport is dispatched, a notification email with a package tracking number will be sent to the email address registered in your profile.

If no one is at the address to receive the package, a mailman will leave an undeliverable notice and bring the package back to the post office.  Please follow the instructions on the undeliverable notice to either reschedule a delivery or pick up the package at the post office.

Note: The notification email with a tracking number will come from no-reply@ustraveldocs.com. If you have not received your email notification, please look for the message in your junk and spam email folders. Please ensure that your family name as stated in your profile is on the mailbox. If the envelope is not addressed to the correct full name and full address, a mailman will not be able to deliver it and the envelope will be returned to the Embassy or Consulate.

Pick Up:

You have the option to pick up your passport from the CGI Federal Delivery Service Center in Tokyo free of charge. For more details, please see “Collecting Your Passport and/or Documents at CGI Federal”.

Collecting Your Passport (Visa) at CGI Federal Service Center

You will be notified by email with the domain address: @ayobaspremium.com once your document has arrived at the CGI Federal Delivery Service Center or Ayobas K.K. Please make sure that the email is not classified as junk mail. Follow the instructions of the email from Ayobas Premium to schedule a document collection appointment.

Upon making an appointment, you must upload your original (not a photocopy) valid Japan government-issued photo ID. You will no be eligible to collect your documents at the CGI Federal Delivery Service Center or Ayobasf if you are not able to do so.

You can check your application status here.

You must collect your passport within 15 business days of notification of your document availability in Tokyo or Osaka. After that, the document will be returned to the Embassy/Consulate.

Pick up by yourself

To collect your passport, you must present your original (not a photocopy) valid Japan government-issued photo ID. 

Pick up by each member of your family

The following documents are required for each family member to collect their documents.

• An original (not a photocopy) valid Japan government-issued photo ID of each family member.

Receipt by a representative of your family

The following documents are required when one representative among your family comes to pick up the documents for the entire family.

• An authorized letter signed by all of your family members. (there is no specific form for an authorization letter.) The authorization letter must be uploaded upon making the appointment for document collection, and you also must  present an original at the time of pickup. The authorized letter needs to include the following information:
• Full name of the representative in English
• Signature of all of the family members
• The original valid Japan government-issued photo ID of representative which was uploaded in the appointment system

Pick up by a representative

The following documents are required for your representative to collect your document.

• An original authorization letter with your signature which was uploaded in the system. There is no specific form for an authorization letter.) The authorization letter needs to include the following information:
• Full name of the representative in English. The name must be the same as the name shown on the valid government-issued photo ID.
• Your signature
• The original valid Japan government-issued photo ID of representative which was uploaded in the appointment system.

If the applicant is under the age of 16 and the represented is not the guardian , the following documents are required:

• An original signed letter of authority from either of the applicant's guardian which was uploaded in the appointment system
• The original valid Japan government-issued photo ID of representative which was uploaded in the appointment system

Collecting Your Passport  (Visa) by Standard Delivery: Naha/Sapporo/Fukuoka Only

Please select this option if you are applying for a visa in Naha/Sapporo/Fukuoka. Your passport/documents will be returned to the address registered on your profile by a courier. This service is free of charge, but please note that Premium Delivery fee may be charged if re-delivery is necessary and it will cost you 3,410 JPY.

Supporting Documents

To collect your passport you must present your original (not a photocopy) Japan government-issued photo ID. We recommend you also bring a printed copy of your appointment letter and any evidence of your address.

If someone collects your passport on your behalf, you must prepare a signed letter of proxy and a copy of your passport. Your designee must present these papers and bring his or her own original (not a photocopy) Japan government-issued photo ID. We also recommend that your designee present any evidence of your address.

A signed letter of proxy must be prepared for each family member and must be signed exactly as it appears in the passport.

Change Delivery Options

You may change your preferred document delivery address or document pick-up location online or through the call center until 11:59 p.m. on the day of your interview at the Embassy or Consulate. Delivery may be delayed if the profile details do not match your passport. Some reasons of delay: 

A full name in profile does not match the current passport exactly the same

• First/Middle/Last name does not appear exactly the same in the passport.
• A full name appears in Japanese, Chinese or other language other than English in the passport.
• Email address is registered instead of a full name.

A passport number does not match the current passport exactly the same

• Please contact us immediately to update a name or passport number

A mailing address is unregistered / uncompleted or overseas mailing address

• In case of home delivery, apartment /room number / the name of a recipient on behalf of the applicant in case of delivered to a third party / accommodation name such as a hotel name is not registered.
• In case of office delivery, company name / building name / floor number / the name of a recipient on behalf of the applicant in case of delivered to a third party / University name / department name / floor number is not registered.
• For home delivery: Enter apartment /room number, name of the recipient. If you want to deliver the envelope to the third party, the name of the hotel or school including the division should be written on the envelope.
• For office delivery: Enter a company name/building name/floor number.
• APO/FPO/DPO address is registered instead of a domestic mailing address. It is only possible to dispatch to a domestic Japanese mailing address.
• Email address is registered as a mailing address.

For non-Japanese applicants, English name in the passport cannot be confirmed at the time of delivery

• If the English name of the passport is not displayed on the nameplate of the address, a courier usually does not deliver the package.

Passport Tracking Options

For your convenience, you have several options to choose from to track the location of your passport. To find meaning of tracking status, click Passport Tracking Status.

Note: The Embassy or the Consulate cannot help you regarding the status of your passport delivery after your passport has left the Embassy/Consulate. Please do not contact the Embassy/Consulate directly regarding the status of your passport delivery.

• Online: You can track your passport online here.
• Chat and Telephone: You can track your passport with the assistance of our call center via chat or telephone. The call center's contact information and a full description of our call center services, including hours of operation, can be found here.

Passport Tracking Status

If your status shows the following message, it means;

Families and Groups

For security reasons, all passports are mailed individually. If you applied for visas as a family or group, please be aware that your passports may arrive on different days.

Redelivery

If delivery of your passport and documents is attempted during the day while you are not home, they will be brought back to the post office and a "Non-delivery Notice" will be left. They will be kept at the post office for seven days, and you must arrange redelivery using the information on the "Non-delivery Notice".

You may track the location of your passports with the Track & Trace Service.