Track and Retrieve My Passport
Passport/Visa Collection Locations

FAQ

On this page:

Overview

 

IMPORTANT NOTICE REGARDING THE DOCUMENT DELIVERY FEE:

Effective March 15, 2021, the process of returning your passport/documents will change. No-cost return of your passport/documents by mail will end on March 12, 2021.  Beginning on March 15, 2021, you must choose one of two options for passport return.  Read about the two options and how to choose one on this page.

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 JPY 2,860 fee for this service, payable by credit card when you schedule your interview. Your passport will be returned by Japan Post LetterPack. When your passport is dispatched, a notification email with a package tracking number will be sent to the email address registered in your profile.  You can check the delivery status on the Japan Post website using the tracking number.

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

 Collecting your passport at the CGI Federal Document Delivery Center is by appointment only. There is no guarantee that you will be able to make a reservation on your desired date and time. If you choose Premium Delivery, your passport will be shipped to your designated address.

You will be notified by email with the domain address: @ayobaspremium.com once your document has arrived at the CGI Federal Delivery Service Center. 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 government-issued photo ID. You will no be eligible to collect your documents at the CGI Federal Delivery Service Center 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 at the CGI Federal Delivery Service Center. After that, the document will be returned to the Embassy/Consulate.

CGI Federal Delivery Service Center (Managed by Ayobas K.K.)

Samoncho, Shinjuku, Tokyo, 1600017, Japan

※The exact address will be provided when the arrangement is confirmed.

Opening hours

Wed and Fri 10:00 - 12:00. 13:00 - 15:00 (except on holidays)

Pick up by yourself

To collect your passport, you must present your original (not a photocopy) valid 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 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 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 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 government-issued photo ID of representative which was uploaded in the appointment system

Note: In case of a group, a single letter of authority with the required information for each of the applicants will be accepted.

Collecting Your Passport (Visa) at Post Office

If you chose to collect your passport (visa) at the courier office you will need to visit a Japan Post office during normal business hours. You must register Kyoku Dome with Post office address and name as document delivery address. Otherwise the documents will be considered to be sent to the Post office who will check the documents inside of the Letter-Pack. To find the Japan Post office nearest to you, click here.

Supporting Documents

To collect your passport you must present your original (not a photocopy) 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) 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, Japan Post 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.

  • Instant: Enter your passport number below to check on the 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.

  • Email: Send an email to passportstatus@ustraveldocs.com and in the subject and/or body enter a valid passport number exactly as it was entered at the time the appointment was scheduled. Do not add any additional text. You will receive an automatic response with the status.

    • Online: You can track your passport online here.
    • Chat, Skype and Telephone: You can track your passport with the assistance of our call center via chat, Skype, 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;

Your passport is still with the US Embassy or Consulate

Your passport is at the Embassy or Consulate.

Passport has been received from the consular section, and is currently being processed for delivery

Your passport has left the Embassy or Consulate and is being prepared for shipping at the Delivery Service Center.

Out for Delivery

Your passport is on the way to be delivered to the registered mailing address by Japan Post. You may track the delivery status using the Letter Pack number on Japan Post’s website.

Your passport has been picked up

Japan Post has delivered your passport to the registered address or you can go to the Post office you have chosen to pick up your passport; or a notification has been dropped by a mailman in your mailbox for further arrangements. You may track the delivery status using the letter pack number on Japan Post website.

There is no status update available for the passport

Passport tracking information is currently not available. If you have applied for a visa at Sapporo, Fukuoka, or Naha, or by mail to Osaka, please try again later.

Your passport has been returned to post

Your passport has been returned to the Embassy or Consulate due to an incorrect name and/or address or because you failed to pick up the package at a post office in time. Please contact the Call Center for redelivery of your passport.

 

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.