Group Appointments

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Temporary Suspension of  Group Appointments at U.S. Embassy Tokyo
In order to prevent the spread of COVID-19, we are temporarily suspending group appointments at U.S. Embassy Tokyo.
Individual appointments are available at: https://www.ustraveldocs.com/jp/jp-niv-appointmentschedule.asp. Please be aware that we are making every effort to offer as many appointments as possible in the form of individual appointments.
We will announce the resumption of group appointments on this web page. Please check back for updates

Overview

Groups of applicants traveling together for the same purpose may request a special group appointment. Examples of groups might include a troupe of performers going to tour and perform in the United States, athletic teams, pilots or skilled workers traveling to participate in training, student groups etc.

When submitting a group appointment request, please be sure to include detailed information about the nature of your travel plans and whether there is a particular day that you would like to schedule your group interview. If there are any particular dates that you prefer for the interview, please make sure to add these in the Reason for Travel field. Though group appointment times are limited, The Embassy or Consulate will try to accommodate those preferred dates when assigning a date and time for your group.

At the U.S. Embassy in Tokyo, groups must have a minimum of 10 members otherwise applicants should apply individually.

At the U.S. Consulate in Osaka, groups must have a minimum of 10 members otherwise applicants should apply individually. Please note that Osaka group appointments are normally only available on Wednesdays at 14:30.

At the U.S. Consulate in Naha, group requests are not accepted. Please apply individually.

At the U.S. Consulate in Sapporo, groups must have a minimum of 5 members otherwise applicants should apply individually.

At the U.S. Consulate in Fukuoka, groups must have a minimum of 5 members otherwise applicants should apply individually.

Important Points to Remember

  • The group coordinator should perform steps 1, 2, 3 and 5 for group members. Each applicant must be responsible for the accuracy and correctness of the facts on their DS-160.
  • If a group member has already scheduled an appointment, he or she is no longer eligible to be a group member. He or she must attend the visa interview alone.
  • If the group is applying under an approved I-797 petition, such as O,P, or H visa applicants, in Step 1 the group coordinator must upload a legible copy of the approved I-797 as part of the request.
  • There are three bulk payment options to pay for your MRV visa fee: through a Pay Easy ATM, Online Banking or Credit Card. The maximum number of applicants that a group coordinator can pay for each time is 99. Please refer to the instructions on payment of visa fees available on Payment at Pay-easy ATM, Electronic Funds Transfers or Online Payment with Credit Card.
  • Visa application fee for group members must be paid from step 3 on this Group Appointments page. Please do not pay the fee using the “Click Here For All Payments” link on the dashboard. If you make a payment by clicking “Click Here For All Payments”, a payment will be automatically associated with the group coordinator regardless whether the group coordinator is travelling with the group or not.

How to Apply

IMPORTANT:

Do NOT enter any applicant biographic information into the system before submitting the group request and receiving a final response. If you do enter an individual, this record will not be part of the rest of the group.

Step 1

Note: All group appointment requests should be made in English. Japanese translation may be added. (Optional)


A designated group coordinator uses the online appointment system and clicks on

Group Scheduling Request English

 

in order to request a group appointment. Please make sure to indicate your desired interview dates (list at least three possible dates) on the 'Reason For Travel'. Once the request is submitted, wait for a response from the Embassy or Consulate via email.

At the U.S. Embassy in Tokyo, the representative or travel agent of a group should pick up the applicants' passports at the U.S. Embassy, unless they have a special reason to receive them by mail. If you wish to receive the passports by mail, please indicate so when you request a group interview. For more details on passport return, please see here.

At the U.S. Consulate in Osaka, the representative or travel agent of a group should receive applicants' passports by mail, unless they have a special reason to pick-up them at the Consulate. If you wish to pick-up applicants' passport, please indicate so when you request a group interview.

At the U.S. Consulate in Sapporo and Fukuoka, the representative or travel agent of a group should receive applicants' passports by mail.

Note: Please note that these guidelines apply to group interviews only.

Once the request is submitted, wait for a response from the Embassy or Consulate via email.

Step 2
If the U.S. Embassy or Consulate approves the request, group coordinators will receive an email inviting them to schedule appointments for the group. A call center agent cannot schedule group appointments, but they are able to assist with questions. If the Embassy or Consulate denies the request for a group appointment, a notification will also be sent by email, and each group member must schedule an individual appointment.

Once your group appointment is approved, please visit Tutorial for Scheduling Group Appointments for detailed instructions.

Note: The email confirming or denying your request will come from no-reply@ustraveldocs.com. Some email applications have rules which filter unknown senders into a spam or junk mail folder. If you have not received your email notification, please look for the message in your junk and spam email folders.

Step 3
A separate visa application fee must be paid for each group member. You will receive only one receipt number and will use this receipt number for each valid MRV fee paid. MRV fees are payable from the group coordinator's profile on step 8.

Step 4
The group coordinator opens his or her profile on the online appointment system and clicks on

Schedule Group Appointment English

 

in order to begin scheduling the group's appointment. Please be ready the following three pieces of information on hand for each applicant:

  • The passport with the full name, passport number, date of birth, passport expiration date and other important data located on the passport's biographical page
  • The visa application fee receipt number. Click here for help locating this number.
  • The 10-digit barcode number from the DS-160 confirmation page

Step 5
The group coordinator selects the approved group appointment request corresponding to the correct group, as in the example below:

Select Appointment Request English

 

If the group coordinator frequently schedules group appointments, it is important to select the correct group request.

Step 6
Each applicant is added as a 'Dependent' to the group coordinator's profile. The group coordinator can choose to be a member of the group or not.

Step 7
Application documents, including current passports, must be submitted to the U.S. Embassy Tokyo in advance, at least 5 working days before the interview date. For more details on document submission, please see below.

  1. List of applicants (One copy): Please include appointment information, applicant’s name, date of birth, and petition number, if applicable.
  2. Please put each applicant’s application documents in a clear folder. Please make sure the documents are placed in the specified order (PDF 153KB). Please put Point Of Contact (POC) information (name of the agent, school, and telephone number) on the lower right corner of each clear folder and place a sticker labeled “Group” on the center of each clear folder.
    Note: Please make sure to attach the appointment confirmation page, which contains the UID number, on the back of each application and make sure the barcode is visible. Please highlight the applicant’s barcode.
  3. Please set application files in the same order as the names on the applicants’ list, and number them on the clear folder. Please place a number sticker on the upper right corner of each clear folder. If there are many folders, please bind every 10 application files together with a rubber band. On the interview date, we may ask applicants to stand in line according to the number.
  4. Please do not submit expired passports issued, within the past 10 years, in advance. Applicants must carry their old passports on the day of their interview, and they may show them when requested by the interviewing Consular Officer.
  5. Application documents must be submitted to the Embassy at least five working days in advance of the interview date. Please submit applications at #10 Window of the Visa Section at the U.S. Embassy Tokyo, Monday through Friday afternoon (excluding Embassy holidays and no-service days), between 12:30 and 13:00.

Note:

Application documents, including current passports, must be submitted to the U.S. Consulate Osaka in advance, at least 10 working days before the interview date. For more details on document submission, please see below.

  1. List of applicants: Applicant name and school name or organization name in U.S. Note: Please attach the appointment confirmation page.
  2. Please put application documents and passport of each applicant in a clear folder. Please put Point of Contact information (name of the agent or school) on the lower right corner of each clear folder.
  3. Please set application files in the same order as the names on the applicants’ list. And number them (1, 2, 3, etc) and put “Number” on the upper right corner of each clear folder. On the interview date we may ask applicant to stand in line according to the number.
  4. 4. Application documents and passports must be submitted to the U.S. Consulate Osaka 10 days before of the interview date. Please submit applications and passports by mail to the U.S. Consulate Osaka.

Application documents must be sent to at the U.S. Consulate Sapporo and Fukuoka in advance, at least 5 working days before the interview date. For more details on document submission, please see here.

Step 8
The group goes to the U.S. Embassy or Consulate on the date and time of the group interview.

At the U.S. Embassy in Tokyo and Osaka, all applicants must bring a printed copy of their appointment letters.

At the U.S. Consulate in Fukuoka and Sapporo, all applicants must bring a printed copy of their appointment letter and your current passport and old passports issued in the past 10 years.

Applications without all of these items will not be accepted.