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American Citizen Services
Frequently Asked Questions

Please read through our Frequently Asked Questions before you contact the Embassy/Consulates.

Main Categories:


Appointments

Passport emergencies

Passports

DS-82 Mail-in and Online Payment for Passport Renewals

DS-11 Online Payment

Social Security Number Requirement

Dual Citizenship

Newborns/Reports of Birth

Notary

U.S. Military

Marriage

Other


Appointments

Question: Do I have to make an appointment? Can I make an appointment over the phone?

Answer: All services require an appointment. For service in Tokyo, Osaka/Kobe, Naha, please make an appointment on- line, and for other consulates, please call each consulate to make an appointment.

Question: There are no appointments available. What can I do?

Answer: Please keep checking the website on a daily basis. We usually open appointment slots a month in advance and continually open more slots. Also, we have cancellations every day, and the cancellations will be reflected in the system every morning.

Question: I would like to cancel or reschedule my existing appointment but forgot my password.

Answer: If you cannot remember your password …

  • For appointments at the U.S. Embassy Tokyo, contact us through our Inquiry Form.
  • For appointments at the U.S. Consulate General Osaka-Kobe, E-mail AOK@state.gov.
  • For appointments at the U.S. Consulate General Naha, please E-mail Nahaacs@state.gov.
  • For appointments at the U.S. Consulate General Sapporo, please E-mail SapporoACS@state.gov.
  • For appointments at the U.S. Consulate Fukuoka, please E-mail FukuokaACS@state.gov.

Please do not forget to include your full name (which the appointment was made under) and the date of your appointment in your e-mail.

Question: I want to make a notary appointment. There are 2(3 …) people signing the same document. Do I need to make separate appointments for each and every one of them?

Answer: You only need to make one appointment.

Question: There is no place to enter the non-applicant’s name within the appointment system for notaries. What should I do?

Answer: You are not required to enter the non-applicant’s name within the appointment system for notaries. The non-applicant will need to bring a valid ID with them.

Question: I accidentally mistyped information when making an appointment. What do I need to do?

Answer: As long as we can identify you, don’t worry about typos on your appointment.

Question: On the day of my appointment, how long should I expect to be at the Embassy/Consulate?

Answer: Most customers are here for under an hour. You can help ensure your appointment goes quickly by preparing your documents in advance and making sure your forms are filled out.

Question: Can a third party accompany a passport or CRBA applicant to their interview?

Answer: Generally, immediate family members may accompany passport or CRBA applicants to their appointment interviews at a U.S. embassy or consulate, and all minor children must be accompanied by a parent or guardian. Passport or CRBA applicants also have the option of being accompanied by an attorney at their appointment interview. For details, please click here.

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Passport Emergencies

Question: Help! I just realized my passport is expired and I have a trip planned next week with a purchased ticket. What can I do?

Answer: Emergency passports are on a very limited and strict basis. If you feel you qualify …

Question: My passport just got stolen! (Or lost) What should I do?

Answer: If your passport is lost or stolen, please make an appointment via our online appointment system and visit the U.S. Embassy/Consulate in person to replace your lost passport. Please follow the detailed instructions for a lost or stolen passport.


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Passports

Question: How long does it take to have my passport issued?

Answer: Normally, it takes approximately 6-8 weeks.

Question: Can I pay to expedite my application?

Answer: No. Expedited service is only available for applications within the U.S. However, if you have urgent travel in the near future, please consult with our staff at the time of application.

Question: When should I renew my passport?

Answer: You may renew your passport at any time before or after it expires. However, we encourage you to renew your passport at least six months before it expires. Please note that some countries (not the U.S. or Japan) require more than six months validity on your passport to enter that country.

Question: I haven’t renewed my passport for a long time. What should I do?

Answer: If you have a U.S. passport, even if it has been expired for a very long time, it is still considered a “renewal.” Please check our passport renewal page for renewal procedures, as you might be eligible to mail in your renewal application. If you wish to turn in your application in person, an appointment is required.

Please make sure you have a valid government-issued I.D. If your name on your I.D. is different from your name on the passport, please make sure you have original documents showing name change (e.g. Marriage Certificate, Divorce Decree, Court Order).

If you are a dual citizen and your name on the Japanese passport and U.S. passport are different, please provide the original U.S. Birth Certificate/Consular Report of Birth and original Family Register “Koseki Tohon” with English translation.

Question: Will I get my old passport back?

Answer: Yes. We will cancel your old passport and mail it back to you with your new passport.

Question: I do/my child does not have a social security number. How should I fill out the application form?

Answer: You must provide a Social Security number, if you have been issued one, in accordance with 22 U.S.C. 2714a and 22 C.F.R 51.60(f). If you do not have a Social Security number, you must submit a signed statement including the phrase, “I declare under penalty of perjury under the laws of the United States of America that the following is true and correct: I have never been issued a Social Security Number by the Social Security Administration.” For more information, please see our Frequently Asked Questions.

Question: I cannot enter my Japanese phone number/zip code/emergency contact in the application form system. What should I do?

Answer: If you have trouble entering your phone number/emergency contact, please leave it blank when entering it online. After printing the form, please fill out the missing information by hand.

Question: Will you transfer my Japanese visa to my new passport?

Answer: No. We will NOT transfer any visas on your current passport. Please contact Japanese Immigration for anything concerning your Japanese Visa. For other foreign visas, please contact the specific country’s embassy in Japan.

Question: Can my dual citizen child go to the U.S. using his/her Japanese passport? Which passport should my dual-citizen child use to enter/exit Japan and U.S.?

Answer: By law, U.S. citizens, including dual nationals, must use a U.S. passport to enter and leave the United States. Your child does not need and should not register for ESTA. Dual citizens should carry both valid passports (U.S. and Japan) at all times when traveling to/from the U.S. The dual citizen must present the Japanese passport when going through Japanese immigration and the U.S. passport at U.S. immigration. The only time your child presents both passports at the same time will be at the airline counter in Japan.

Question: I will travel back to the U.S. and return to Japan right before my passport expires. Should I renew my passport?

Answer: You will be able to travel to the U.S. as long as your passport is valid on the days you travel. For requirements to come back into Japan, please check with the Japanese Immigration or Japanese Embassy/Consulate in the U.S.

Question: I am an active duty service member. Do I need a passport?

Answer: You do not need a passport to go back to the U.S. as long as you are carrying your military I.D. and military orders. To travel to other counties for pleasure, please make sure you have a regular tourist passport. If you are a military member or a military dependent, please apply for a tourist passport with the military base passport agents.

Question: I/My dependents have (Dependent) Military (no fee) passports. Do I/they need a tourist passport to go on vacation?

Answer: They will need a U.S. tourist passport (unless the trip is in conjunction with military orders). If you are a military member or a military dependent, please apply for a tourist passport with the military base passport agents.

Question: What is a passport card? Can I apply for one?

Answer: The U.S. Passport Card can be used to enter the United States from Canada, Mexico, the Caribbean, and Bermuda at land border crossings or sea ports-of-entry. If you cross the U.S. border by land regularly, it is more convenient and less expensive than a passport book. The passport card can NOT be used for international travel by air.

If you are interested in applying for a U.S. passport card, please visit the Passport Card page for more information.

Question: What if I am almost out of pages in my passport?

Answer: Adding visa pages to your passport service is no longer available. Applicants who need extra pages will need to apply to renew their passports and will be issued the standard 52-page book. Please see Passport Renewals for further details.

Question: Can I drop off a passport application on behalf of another person?

Answer: If this is a passport application eligible to be sent by mail (passport renewal qualified for DS-82), you may have a third party come to our office to apply for a passport. Please make sure the application is complete and has been signed by the applicant.

*Please note: You must provide a Social Security number, if you have been issued one, in accordance with 22 U.S.C. 2714a and 22 C.F.R 51.60(f). If you do not have a Social Security number, you must submit a signed statement including the phrase, “I declare under penalty of perjury under the laws of the United States of America that the following is true and correct: I have never been issued a Social Security Number by the Social Security Administration.” For more information, please see our Frequently Asked Questions.

Question: Can I have a third person pick up my passport?

Answer: If a third party wishes to pick up your passport, make sure to provide a letter of proxy indicating that you have authorized a specific individual to do so. Please make sure to sign your letter and have the individual bring in a valid photo ID. (e.g: passport, driver’s license, Resident’s card, etc). Parents picking up their child’s passport will need a letter of proxy if the child is over 16 years old.

Question: I got married/divorced, and wish to change my last name on the passport. What should I do?

Answer: If the change/correction is within one year after your passport was issued, you may apply by mail and may qualify for no fee. Please refer to our website for more details on Amending or Correcting Passports. If the change is more than one year after your passport issuance, there will be a fee. Please follow the procedures for passport renewal and include original documentation showing name change (ex. Marriage Certificate, Divorce Decree, Court Order) and an English translation if necessary.

Question: How do I change my child’s family name on the passport due to parents’ divorce?

Answer: Please see our website at Children under 16 for information on how to renew a minor’s passport. Along with the required documents listed, you must submit the Japanese Family Register “Koseki Tohon” showing the divorce and new family name.

Question: I am a dual citizen and wish to change my name to match my Japanese passport. What should I do?

Answer: Please review the checklist for First-Time Passport Applications (Age 18 and up / Age 16 & 17 / Children under 16 ). Along with the required documents listed, you must submit the Japanese Family Register “Koseki Tohon” AND one valid proof of ID. Please note that you must appear in person at the interview for your passport application with an appointment.

Question: I am unable to access the online passpoprt application form (e.g. DS-11, DS-82, DS-5504).

Answer: If you are having difficulty with the online application, please print out the PDF document and fill it out by hand.

Question: What is the passport validity required for traveling to Japan?

Answer:Duration of intended period of stay.  Note that although you are not required to have 6 months’ validity on your passport to enter Japan, you may need 6 months’ validity if you transit Japan to travel to other countries. Check passport requirements of your destination before traveling: https://travel.state.gov/content/travel/en/international-travel/International-Travel-Country-Information-Pages.html.

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DS-82 Mail-in and Online Payment for Passport Renewals

Question: Can I mail my passport renewal application to the Embassy?

Answer: The U.S. Department of State is allowing U.S. citizens resident in Japan to pay for a U.S. adult passport renewal application online. Adult passport renewal applicants in Japan may pay the application fees online via electronic funds transfer from a U.S. based bank account, U.S. or international credit or debit card, Amazon Pay, or PayPal.  Paying online for a U.S. passport renewal allows you to mail your application in without having to apply in person at the Embassy or a consulate or to obtain a bank check or money order.

Question: Who is eligible to pay online and renew their passport by mail?

Answer: You may be eligible to apply via online payment if you are an adult (18 years and older), who already has a 10-year U.S. passport book issued no more than 15 years ago. You must have a mailing address in Japan. For more information, click here.

Question: Can minors (younger than 16 years) renew by mail?

Answer: No. Online fee payment and mail-in renewal is only available for adults (18 and older). In order to apply for a minor’s passport, both parents/guardians must authorize the issuance of the child’s passport. For more information, click here. Children under age 16 cannot apply for a passport by themselves.

Question: Can applicants at age 16 or 17 apply by themselves, or by mail?

Answer:No. Please read the details and checklist on this page.

Question: What if I don’t have a passport book? Can I still pay online and mail my application to the Embassy?

Answer: No. You will need to apply for a new passport in person at the U.S. Embassy. Instructions can be found here.

Question: What do I need in order to pay online for my U.S. passport via Pay.gov?

Answer: You can pay the $130 fee by electronic check/transfer, credit/debit card, PayPal, or Amazon Pay on Pay.gov. This amount cannot be altered. You must pay the fee in U.S. dollars.

Question: Do I need special software or computer equipment to pay for my U.S. passport via Pay.gov?

Answer: No. All you need is a computer or mobile device with internet access.

Question: Is the online process safe?

Answer: Yes. The payment form on Pay.gov is encrypted to ensure your personal information is secure.

Question: How do I know that my payment information is secure?

Answer: You will submit your application fee using Pay.gov, which more than 40 U.S. government agencies use to collect forms and payments. Pay.gov uses 128-bit SSL encryption to protect your transaction.

Question: Can I pay for more than one passport at a time in a single transaction on pay.gov?

Answer: No. You must complete a new payment form for each passport application.

Question: After a successful payment is made via Pay.gov for my passport renewal, where should I mail the email confirmation and completed DS-82 application?

Answer: Please mail the following items to the U.S. Embassy Tokyo or U.S. Consulate General Osaka-Kobe depending on where you reside.  Please use the map to determine where to submit your application.

  • Your electronic payment confirmation
  • The passport you are renewing
  • Signed DS-82 application
  • Passport photo
  • A pre-paid, self-addressed “Japan Post LetterPack envelope” (with the complete address to which you want your new passport sent within Japan) Fold it in half if necessary.
    LetterPack LIGHT: 370 yen, traceable, signature not required
    LetterPack PLUS: 520 yen, traceable, signature required
    NOTE: For persons using APO/FPO address, please send your applications to the U.S. Embassy Tokyo. Please note that MPS envelopes are not trackable.  The Embassy cannot mail MPS envelopes using tracking numbers or by registered/certified mail.

    U.S. Embassy Tokyo
    U.S. Embassy Tokyo, Passport Unit
    1-10-5 Akasaka, Minato-ku, Tokyo 107-8420
    Or, for Military Postal Service (MPS):
    PSC 471 Box 1111 FPO, AP 96347
    U.S. Consulate General Osaka-Kobe
    U.S. Consulate General Osaka-Kobe, Passport Unit
    2-11-5 Nishitenma, Kita-ku, Osaka 530-8543

Question: What are the steps for paying online for my U.S. passport renewal via Pay.gov?

Answer: Please follow these steps:

  1. Acknowledge the disclaimers and notices
  2. Verify your eligibility
  3. Visit Pay.gov
  4. Pay for the U.S. passport application fee
  5. Await email confirmation for passport payment
  6. Print email confirmation of passport payment
  7. Fill out and sign the DS-82 application and include a photo
  8. Mail a printed copy of the email confirmation of passport payment, a signed DS-82 application, the passport you are renewing, a pre-paid, self-addressed “Japan Post LetterPack envelope” (or self addressed envelope for those persons using an APO/FPO address), and a passport photo taken within six months via mail. Please mail your application package to the U.S. Embassy Tokyo or U.S. Consulate General Osaka-Kobe depending on where you reside.  Please use the map to determine where to submit your application. NOTE: For persons using APO/FPO address, please send your applications to the U.S. Embassy Tokyo.
    U.S. Embassy Tokyo
    U.S. Embassy Tokyo, Passport Unit
    1-10-5 Akasaka, Minato-ku, Tokyo 107-8420
    Or, for Military Postal Service (MPS):
    PSC 471 Box 1111 FPO, AP 96347
    U.S. Consulate General Osaka-Kobe
    U.S. Consulate General Osaka-Kobe, Passport Unit
    2-11-5 Nishitenma, Kita-ku, Osaka 530-8543

Question: How long will it take to receive my passport in the mail?

Answer: You should receive your passport by mail/courier within 6-8 weeks, the Department’s current processing time for routine service. If you have a need for immediate international travel, we may be able to issue you an limited validity emergency passport that will be valid for one year. Please make an appointment and come to the Embassy or nearest consulate in person. We are unable to process requests for expedited service through the online payment process via Pay.gov.

Question: How do I check the status of my  passport application?

Answer: You may contact the Consular Section at the U.S. Embassy in Tokyo or U.S. Consulate General in Osaka depending on where you submitted your application (contact information). We ask that you wait at least four weeks after mailing your documents  before sending an inquiry.

Question: I live far away from Tokyo. Can I just send (or bring) my application and pay.gov payment confirmation to the nearest consulate?

Answer: No. Doing so could result in unanticipated delays. Please mail the application to the U.S. Embassy Tokyo or U.S. Consulate General Osaka-Kobe depending on where you reside.  Please use the map to determine where to submit your application.

Question: What if I want to pay in person or I already have a U.S. postal money order?

Answer: Payments made in person or by U.S. postal money orders are still accepted. Please follow the instructions on https://jp.usembassy.gov/passports/passport-renewals.

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DS-11 Online Payment

Question: Who is eligible to pay for DS-11 online via Pay.gov?

Answer: You are eligible to use the DS-11 Fee payment form via Pay.gov if:

  1. You are applying for your first U.S. passport;
  2. You are under age 16;
  3. Your previous U.S. passport was issued when you were under age 16;
  4. Your previous U.S. passport was issued more than 15 years ago;
  5. Your name has changed since your U.S. passport was issued; or
  6. Your passport was lost, stolen, or damaged.

For more information on applying for your passport using a DS-11 application form, go to the U.S. Embassy or Consulate’s website.

Question: Can I mail in my child’s DS-11 application?

Answer: No, children under age 16 are not eligible to mail in passport applications. However, you can make the payment online using the DS-11 fee payment form and then request an in-person appointment to process the DS-11 application at the U.S. Embassy or Consulate in your country. For more information on applying for your passport, go to the Embassy’s website.

Question: Can I submit my DS-11 application online?

Answer: No, you may pay for the DS-11 fee payment online and use the DS-11 form filler tool, but do not sign the DS-11 until you are instructed to do so at your appointment. Appointment information can be found on the U.S. Embassy or Consulate in your country’s website.

Question: I need to renew my passport and my previous passport was issued before I was 16 years old. Which form do I use?

Answer: You can pay for the DS-11 fee payment online and print the form, but do not sign it until you are instructed to do so at your appointment. You will need to make an in-person appointment, sign your passport application in-front of an authorizing official, and submit all relevant document at the U.S. Embassy or Consulate where you reside.

Question: I can’t find the country I’m trying to apply to. Where is it on the form?

Answer: We are currently piloting online fee payment for DS-11s and it is only available in select countries at this time. If the one you are searching for is not available following this link, then it is not yet an option. You may also visit the U.S. Embassy’s website for the country where you are applying and visit their Passport page to find the link and additional information.

Question: Where/how to apply for my DS-11 passport book/card

Answer: Go to usembassy.gov and navigate to the embassy/consulate where you wish to apply and look for “DS-11 Applying for a U.S. passport”, “Services for U.S. citizens” or similar. And follow their instructions for making appointments.

Question: Can I pay for more than one Passport book/card in a Single Transaction?

Answer: Yes, if the book and card is for the same applicant. You must complete a new fee payment form for each, individual passport applicant.

Question: Can I request an expedited passport renewal via Pay.gov and pay the $60 fee?

Answer: No. The $60 expedite fee is not applicable for passport applicants overseas/abroad, but is used only for processing within the U.S.

Please contact your nearest embassy or consulate for an in-person appointment to get your passport renewal expedited. If you are not applying overseas, then you will need to review information on travel.state.gov about how to apply for a passport domestically.

Question: Can I pay for both my Passport Card AND Passport Book?

Answer: Yes. Our overseas DS-11 online fee payment form does offer the ability to make payments for your adult or child passport book/card. If you would like to apply for both a passport book and card, visit Pay.Gov. You may also visit the U.S. Embassy’s website for the country where you are applying and visit their Passport page to find additional information for how to apply.

Question: Can I use Pay.gov to pay for passport card renewals?

Answer: Yes. Our overseas DS-11 online fee payment form allows passport card renewals. If you would like to apply for a passport card, visit Pay.gov. You may also visit the U.S. Embassy’s website for the country where you are applying and visit their Passport page to find additional information for how to apply.

Question: Can I pay for the citizenship application/other ACS services on Pay.gov?

Answer: Yes. We are offering customers the option to apply online for a Consular Report of Birth Abroad (CRBA) at U.S. embassies and consulates in nearly all countries around the world. Go to your U.S. embassy or consulate webpage to learn if it is accepting online applications. To apply online, go to our MyTravelGov page.
For questions regarding citizenship applications, please contact the U.S Embassy or Consulate in your country of residence for information about that process

Question: Can I use Pay.gov to renew may passport in the U.S./domestically?

Answer: No. This online fee payment option is only available at overseas locations. It cannot be used for domestic/U.S. payments, which is why the United States is not available in the form’s dropdown list. You can find information on how to apply for a passport domestically at www.travel.state.gov

Question: Can I use Pay.gov to pay for a replacement for a stolen (or lost) passport book/card?

Answer: Yes. We are sorry to hear your passport/card was stolen. After the loss or theft of a U.S. passport you would qualify to use a DS-11 passport book/card fee form. Please visit Pay.gov. You will need to contact the U.S Embassy or Consulate where you plan to apply for a replacement to schedule an appointment for your application to be processed.

Question: What forms of payment does Pay.gov accept?

Answer: To utilize the online fee payment option, you will need to pay your fee either by internationally accepted credit/debit card, electronic funds transfer (from a U.S. bank account), PayPal, or Amazon Pay. All transactions are processed in U.S. dollars.

Question: Is it possible to pay the passport book/card fees without having a U.S. bank account?

Answer: Yes, to utilize the online fee option payment for an adult or minor passport book/card overseas without a U.S. bank account, you would need to pay your fee either by internationally accepted credit/debit card, PayPal, or Amazon Pay. All transactions are processed in U.S. dollars.

Question: How do I pay using my foreign current address and U.S. credit card address? Or can I apply from one country and pay from another country?

Answer: The online payment process has two parts. The first part of the form asks for information about the applicant. On that page, you will select the country where you/the applicant will submit your application as your passport book/card location. Include your/the applicant’s local address for this portion.

On the second portion of the form, you’ll find the payment information. In this section, you would select your payment option (internationally accepted credit/debit card, electronic funds transfer (from a U.S. bank account), PayPal, or Amazon Pay) and enter your payment information, including billing information, associated with the account.

Please let us know if this does not resolve your issue.

Question: Can I pay by personal check?

Answer: No. Overseas, personal checks are not a valid form of payment for any consular service, including for the DS-11. To utilize the online fee option payment for an adult or child passport book/card overseas without a U.S. bank account, you would need to pay your fee either by internationally accepted credit/debit card, PayPal, or Amazon Pay. All transactions are processed in U.S. dollars.
If you do not wish to utilize online payment options, then you will need to contact the U.S. Embassy where you reside or plan to submit your passport renewal application about options for renewing your passport in person.

Question: Can I pay for the transaction in local currency?

Answer: No. This online fee payment options processes all transactions in U.S. dollars.

Question: Can you confirm that my payment was successful?

Answer:
a) Pay.gov ID provided: We are happy to assist you to determine if your payment was successful. Based on the Pay.gov tracking ID you provided, we can confirm that your payment was successful (confirmation email attached). Please follow the instructions on the U.S> Embassy or Consulate where you plan to submit your DS-11 application for instructions and next steps.
b) Without Pay.gov ID: We are happy to assist you to determine if your payment was successful. If you received a payment confirmation email, then your payment should be successful. We can verify that, if you please provide either the Pay.gov tracking ID (if you have it), the email address used when submitting your payment, and/or the payment method and last four digits of the account used.

Question: I did not receive my payment confirmation for my DS-11 fee form. How do I get the account number for my payment?

Answer: We are sorry to hear that you have not received a payment confirmation email. We are happy to assist you to determine if your payment was successful, and if so, provide you with a copy of the confirmation email. To help us find your payment, please provide either the Pay.gov Tracking ID (if you have it), the email address used when submitting your payment, and/or the payment method and the last four digits of the account used.

Question: I am trying to process an electronic fund transfer/ACH transaction but have not received a confirmation email/do not see the withdrawal from my account. Can you confirm payment?

Answer: We located your/the applicant’s transaction with Pay.gov Tracking ID __________________ and it has a status of “retired”. This means that your/the applicant’s payment was not successful. You/the applicant may try another payment option, such as an U.S. international credit or debit card, Amazon Pay or PayPal. You/the applicant may also contact the U.S. Embassy or Consulate where you/they are applying for other options to pay for your passport book/card.

Question: Help, my PayPal account didn’t settle the payment.

Answer: PayPal payments take approximately two business days to process. When the payment settles, the applicant should receive the payment confirmation email.

If you do not receive that email within three (3) business days, please contact us again and we will send you a copy of the settled payment receipt, if the payment has settled.

Question: How long is the payment valid for?

Answer: Currently, there is no specific expiration date for the payment. However, we recommend that you submit your application sooner than later in case there is a change to the price or timeframe to use your payment.

Question: I have successfully paid my fee/made my payment, what do I do now? Where should I send the email confirmation and my passport (DS-11) application?

Answer: Print your DS-11 application (do not sign it until onsite appointment) make sure you have a copy of your payment confirmation email, and supporting documents for verification of identity/citizenship, pre-paid return envelope (if applicable), passport photo, and visit usembassy.gov and navigate to the embassy/consulate where you wish to apply. Please review the full instructions for application submission on the embassy’s website.

Question: I have successfully paid my fee/made my payment, but made a mistake with my information on the payment form. What should I do?

Answer: This should not create an issue with the processing of your passport application. The U.S. Embassy or Consulate will review/use the information on your/the applicant’s DS-11 adult or minor passport book/card application for accuracy, rather than the payment information. To ensure that there are no issues, we recommend you contact the U.S. Embassy or Consulate where you/the applicant plan to apply to make them aware of the mix up of the information related to your/the applicant’s payment.

Question: In an effort to pay my fee online, I paid for an application that was for the wrong country, what do I do?

Answer: We can assist you with this issue. You may submit the Pay.gov email confirmation from your payment to (COUNTRY) to the U.S. Embassy or Consulate where you plan to submit your/the applicant’s DS-11 adult or minor passport book/card application. We recommend that you note you selected the incorrect country.

Question: How long will it take for me to get my passport book/card through this process?

Answer: This mailbox only provides information related to the passport book fee payments via the Pay.gov overseas online payment form. You can find information about processing times on the U.S. Embassy or Consulate website where you plan to submit your passport application.

Question: Have my DS-11 passport documents been received?

Answer: This mailbox only provides information related to the DS-11 adult or minor passport book/card fee payments via the Pay.gov overseas online payment form. Please contact the U.S. Embassy or Consulate where you plan to submit/have submitted your passport application for the status of your application.

Question: My name/address/etc. contains non-English text. What should I put into the form?

Answer: As noted on the payment form, only letters from the English alphabet may be used. If your information contains non-English letter(s), please replace the letter(s) with its closest English equivalent. The information entered on the payment form, will not impact where your passport is returned when issued. That address comes from your application information, on Form DS-11, and your self-addressed return envelope (if applicable).
You may also discuss directly with the U.S. Embassy or Consulate during your scheduled appointment to ensure they have the correct return address/information for you.

Question: Help! I paid usingi Pay.gov, but did not receive a confirmation email (successful payment).

Answer: If able to locate confirmation email: We are sorry to hear that you have not received a payment confirmation email. Please do not attempt to pay again. You will need to provide the date of the transaction, amount, and last four digits of the card used to process the payment.

Question: Help! The online form is not working.

Answer: We are sorry to hear you had issues when you attempted to access our Pay.gov form. We can confirm that our overseas online fee payment form via Pay.gov is currently functioning. We receive payments via this form daily and are regularly monitoring the system. We have found that the most common issue with accessing the form is internet or browser issues. We recommend that you try again or try a different browser/device.

Question: I received an error message and cannot submit my payment. Help!

Answer: We are sorry to hear you had issues when you attempted to access our Pay.gov form. We can confirm that our overseas online fee payment form via Pay.gov is currently functioning. We receive payments via this form daily and are regularly monitoring the system. We have found that the most common issue with accessing the form is internet or browser issues. We recommend that you try again or try a different browser/device.

Question: Do I need special software or a computer equipment to pay for my U.S. Passport book/card via Pay.gov?

Answer: No. All you need is a computer or mobile device with internet access and a web/internet browser.

Question: How do I know my payment information is secure on Pay.gov?

Answer: Pay.gov is a secured portal that uses 128-bit SSL encryption to ensure that your personal and payment information is protected. It is a trusted site used by more than 40 U.S. government agencies to collect forms and payments for customers.

Question: Applicant paid using a non-pay.gov form

Answer: Please confirm that you are using the following link: https://www.pay.gov/public/form/start/1274042472/.
It looks like you made a payment elsewhere. We recommend you contact the U.S. Embassy or Consulate in Japan for guidance on how to proceed with the processing of your passport application.

Question: Customer wants a refund

Answer: Please note that refunds are available under very limited circumstances. Could you please provide additional details regarding the payment that you made through Pay.gov so we can determine if you are eligible for a refund?

  • Please provide us with your confirmation of payment through Pay.gov. You should have received an email with a Pay.gov ID number.
  • When did you attend your in-person appointment at the Embassy for your DS-11 passport processing?
  • Have you filed a dispute with your credit card company for this payment?
  • Please provide a receipt from the US Embassy showing payment for your passport application.

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Social Security Number Requirement

Question: Do I have to provide my Social Security number on my passport application?

Answer: Yes. 22 U.S.C. 2714a and 22 C.F.R 51.60(f) requires you to provide your Social Security number, if you have one, when you apply for a U.S. passport or renewal of a U.S. passport.

If you fail to provide the information, you will encounter a delay in processing and/or denial of your passport application. You will also be subject to a $500 penalty enforced by the IRS pursuant to Section 6039E of the Internal Revenue Code (26 U.S.C. 6039E). All questions on this matter should be directed to the IRS office.

Question: What if I don’t have a Social Security number?

Answer: If you would like to apply for a U.S. passport, and you don’t have a Social Security number, you will need to submit a signed statement which includes the phrase, “I declare under penalty of perjury under the laws of the United States of America that the following is true and correct: I have never been issued a Social Security number by the Social Security Administration.”

Question: What if I am applying for a passport for my child who does not have a Social Security number yet?

Answer: You will need to submit a signed declaration for your child which includes the phrase, “I declare under penalty of perjury under the laws of the United States of America that the following is true and correct: (Child’s full name) has never been issued a Social Security number by the Social Security Administration.”

Question: What if I can’t remember my Social Security number?

Answer:If you do not remember your social security number (SSN) or your child’s SSN, you must apply in person. Please visit the Embassy or Consulate in your district with an appointment and consult with the staff. Please schedule an appointment online here.

Question: What if I have an emergency and need to travel but cannot locate my Social Security number?

Answer: If you are outside the United States, we may be able to issue you a limited passport for direct return to the United States only.

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Dual Citizenship

Question: Can my dual citizen child go to the U.S. using his/her Japanese passport? Which passport should my dual-citizen child use to enter/exit Japan and U.S.?

Answer: By law, U.S. citizens, including dual nationals, must use a U.S. passport to enter and leave the United States. Your child does not need and should not register for ESTA. Dual citizens should carry both valid passports (U.S. and Japan) at all times when traveling to/from the U.S. The dual citizen must present the Japanese passport when going through Japanese immigration and the U.S. passport at U.S. immigration. The only time your child presents both passports at the same time will be at the airline counter in Japan.

Question: I was born in the U.S. and am a dual citizen. My U.S. passport has expired long time ago. Can I use my Japanese passport to travel to the U.S. and register for ESTA? Is there a risk of traveling to the U.S. using my Japanese passport only?

Answer: By law, U.S. citizens, including dual nationals, must use a U.S. passport to enter and leave the United States. You should carry both valid passports (U.S. and Japan) at all times when traveling to/from the U.S. The dual citizen must present the Japanese passport when going through Japanese immigration and the U.S. passport at U.S. immigration. You do not need and should not register for ESTA. If you have further questions, please consult directly with the airlines.

Question: I haven’t renewed my passport for a long time and my name is different on the Japanese passport and U.S. Passport. What documents are required to renew my passport?

Answer: If you have a U.S. passport, even if it has been expired for a very long time, it is still considered a “renewal.” Please check our passport renewal page for renewal procedures, as you might be eligible to mail in your renewal application. If you wish to turn in your application in person, an appointment is required.

Please make sure you have a valid government-issued I.D. If your name has changed, please make sure you have original documents showing name change (e.g. Marriage Certificate, Divorce Decree, Court Order).

If you name is different on the Japanese and U.S. passport, please provide the original U.S. Birth Certificate/Consular Report of Birth and original Family Register “Koseki Tohon” with English translation.

Question: Should I choose one nationality over the other after reaching 20 years old?

Answer: For information on U.S. policy on dual nationality, please read our website section on Dual Nationality. U.S. law does not contain any provisions requiring U.S. Citizens who are born with dual nationality to choose one nationality or the other when they become adults. Choosing Japanese nationality has no affect on U.S. citizenship.

Question: I am a dual citizen and wish to change my name to match my Japanese passport. What should I do?

Answer: Please review the checklist for First-Time Passport Applications (Age 18 and up / Age 16 & 17 / Children under 16 ). Along with the required documents listed, you must submit the Japanese family Register “Koseki Tohon” AND one valid proof of ID. Please note that you must appear in person at the interview for your passport application with an appointment.

Question: Since I am a dual citizen, my names on the U.S. passport and the foreign passport are different. May I travel with different names on the U.S. passport and the foreign passport?

Answer: By law, U.S. citizens, including dual nationals, must use a U.S. passport to enter and leave the United States. We believe that there will be no particular issue traveling with different names on the U.S. passport and foreign passport, but please make sure to bring both valid passports when traveling to the United States. We also recommend you consult with the airline you are using in advance.

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Newborns/Reports of Birth

 

Question: Does my child really have to come in to see you?

Answer: Yes. Your child, even a newborn, must appear in person at our offices at the time you make the application. Children of U.S. military members may appear before the designated passport agent on base.

Question: Do both parents have to appear to the Report of Birth appointment?

Answer: Generally, both parents should attend the interview.  However, if one parent is unable to appear in person, please click here.

Question: When is the deadline for me to report my child’s birth?

Answer: A Consular Report of Birth Abroad of a U.S. citizen is only issued to a child who acquired U.S. citizenship at birth and who is generally under the age of 18 at the time of the application. However, we encourage applicants to report their child’s birth as soon as possible.

Please note, by law, U.S. citizens, including dual nationals, must use a U.S. passport to enter and leave the United States.

Question: Can I report my child’s birth while in the U.S?

Answer: If your child was born abroad you will need to complete the Report of Birth process abroad; it can NOT be done in the U.S.

If your child was born in Japan, then the processing must be done in Japan. While you can file the documents at another U.S. Embassy or Consulate abroad, that office is required to send those documents to us in Japan for processing. This causes significant delays; it is best to complete this whole procedure while you are still in Japan.

Question: My newborn child does not have a social security number yet. How should I fill out the passport application form?

Answer: Please enter, 000-00-0000 for infant.

Question: I cannot enter my Japanese phone number/zip code/emergency contact in the application form system. What should I do?

Answer: If you have trouble entering your phone number/emergency contact, please leave it blank when entering it online. After printing the form, please fill out the missing information by hand.

Question: Do the translations for the Japanese documents need to be notarized or signed by the municipal office?

Answer: No. You or anyone with the appropriate language ability can do the translation. They do not need to be notarized or signed by any Japanese government office.

Question: Does my newborn need a Japanese visa?

Answer: The final decision on any matter involving Japanese visas and/or Japanese nationality rests with the Japanese Government.

If your child has one Japanese parent and one American parent, the child likely is a dual national. As a Japanese citizen, she or he does not need a visa to stay in Japan.

If both parents are non-Japanese, your child will most likely need a Japanese visa. Please contact the nearest Japanese immigration office to apply for a visa whether you have his/her U.S. passport or not. You cannot obtain a Japanese visa at the American Embassy and we cannot advise you of the application requirements for a Japanese visa.

If one or more parents is in SOFA-status, check with your base legal advisor or personnel officer for details.

Question: Can my dual citizen child go to the U.S. using his/her Japanese passport? Which passport should my dual-citizen child use to enter/exit Japan and U.S.?

Answer: By law, U.S. citizens, including dual nationals, must use a U.S. passport to enter and leave the United States. Your child does not need and should not register for ESTA. Dual citizens should carry both valid passports (U.S. and Japan) at all times when traveling to/from the U.S. The dual citizen must present the Japanese passport when going through Japanese immigration and the U.S. passport at U.S. immigration. The only time your child presents both passports at the same time will be at the airline counter in Japan.

Question: I am a U.S. citizen born in Japan. How do I get a duplicate copy of my Birth Certificate (Consular Report of Birth Abroad)?

Answer: If you are a U.S. citizen born overseas, the “Birth Certificate” that was issued to you is called a “Consular Report of Birth Abroad” or FS-240. If you would like a duplicate/additional copy of your Consular Report of Birth Abroad, please visit the Department of State website to find the information needed to submit your request. The U.S. Embassies/Consulates around the world do not keep records of your Consular Report of Birth Abroad and cannot issue duplicate/additional copies.

Question: My spouse and I are both U.S. citizens and were married at the time of the child’s birth.  However, my spouse is unable to appear in person. What should we do?

Answer: In addition to ALL the required documents listed on our Report of Birth Checklist, there are other documents from the U.S. citizen non-applying parent you must bring.  Please click here for more details.

Question: We were married at the time of the child’s birth AND the U.S. citizen parent is unable to appear in person. What should we do?

Answer: In addition to ALL the required documents listed on our Report of Birth Checklist, there are other documents from the U.S. citizen non-applying parent you must bring.  Please click here for more details.

Question: We were NOT married at the time of the child’s birth AND the U.S. citizen parent is unable to appear in person. What do I need to bring in?

Answer: In addition to ALL the required documents listed on our Report of Birth Checklist, there are other documents from the U.S. citizen non-applying parent you must bring.  Please click here for more details.

Question: Do I need to submit original documents when applying for a Consular Report of Birth Abroad in Japan?

Answer: Yes.  You must submit original documents AND photocopies (single-sided). Original documents will be returned to you after review by the Embassy or Consulate.

Question: Can I submit documents written in a language other than English?

Answer: Yes. You must provide English translations for all foreign language documents> (click here for Japanese translation templates.)

Question: I am unable to access the DS-2029 application form from the checklist.

Answer: If you are having difficulty with the online application, please fill out the application form by hand using this PDF document.

Question: I have made a payment. How long is it good for?

Answer: Your payment is valid for one year from the date you submitted your payment. After that, you must pay again.

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Notary

Question: What should I bring?

Answer: You will need an appointment, valid government-issued I.D. (preferably a valid passport), the document that needs to be notarized, and $50 U.S. for each notary seal that is performed. Please see our Notarial Service page.

Question: Can you check my documents?

Answer: No. The staff at the Embassy/Consulates cannot review or give you advice on your documents.

Question: I need a witness for my document(s). Can the Embassy/Consulate be a witness for me?

Answer: No. You must provide your own witnesses or find someone in the waiting room willing to assist you.

Question: Can I get a notary on behalf of someone else?

Answer: No. The signer has to sign in front of the Embassy’s or Consulate’s officer in person.

If you are signing as an attorney-in-fact, please make sure you have the original notarized power of attorney, or court document. We will notarize the document stating you are the attorney-in-fact.

Question: Can I get a notary done anywhere else?

Answer: There are public Japanese notaries (公証役場 “kousho yakuba”). You may want to make sure the Japanese notary attaches an apostille by the Japanese Ministry of Foreign Affairs so the notary is recognized internationally if the documents are going to be submitted in the U.S.

American Citizen Services (ACS) encourages clients who require Japanese notarials for documents, such as notarial deeds, authentication of private documents and articles of incorporation, affidavits and the attachment of officially-attested dates, to visit the website (look for the English button on the front of the main page) of the Japan National Notaries Association (JNNA) for more information about types of notarials, fees and locations of notary offices.

Question: What options do I have if I can’t wait for the next available notarial appointment?

Answer: Please refer to the U.S. State Department’s website for information on the possibility of remote notarial services.

Question: Can I get a document authenticated?

Answer: Unfortunately, we do not authenticate documents at the U.S. Embassy/Consulates. Please contact the Office of Authentication. For authentication of Japanese Documents, please contact the Japanese Ministry of Foreign Affairs.

Question: I need an Apostille.

Answer: The U.S. Embassy/Consulates do not issue Apostilles. Please contact the Office of Authentication. To have Apostilles issued for Japanese Documents, please contact the Japanese Ministry of Foreign Affairs.

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U.S. Military

Question: I/My dependents need a SOFA stamp in my/their new passport. What should I do?

Answer: You/They do not need a SOFA stamp in the tourist passport if you/your dependent have a (Dependent) Military passport. Just make sure you are carrying both passports when traveling.

If you/they are not eligible for (Dependent) Military passports, please consult with your base.

Question: I am an active duty service member. Do I need a passport?

Answer: You do not need a passport to go back to the U.S. as long as you are carrying your military I.D. and military orders. To travel to other counties for pleasure, please make sure you have a regular tourist passport. If you are a military member or a military dependent, please apply for a tourist passport with the military base passport agents.

Question: I/My dependents have (Dependent) Military (no fee) passports. Do I/they need a tourist passport to go on vacation?

Answer: They will need a U.S. tourist passport (unless the trip is in conjunction with military orders). If you are a military member or a military dependent, please apply for a tourist passport with the military base passport agents.

Question: I am active duty and would like to report the birth of my child. What do I need to do?

Answer: Please contact your passport agents on base. Please click here for detailed information about all necessary documentation and items.

Question: I would like to get a notary done.

Answer: Please contact your legal office on base for notarial services.

Question: Japanese immigration is asking for my U. S. Embassy-issued “Marriage Certificate” to get a spouse visa. How can I get one?

Answer: The U.S. Government/Embassy does not issue “Marriage Certificates” for marriages performed overseas or in the U.S. Your Japanese marriage document will be the only proof of your marriage. Please explain to them there is no “marriage certificate issued by your own government.”

Question: Do I need to get the translation of my Japanese Marriage Certificate notarized in order to get my spouse’s U.S. visa/green card?

Answer: No. Your Japanese Marriage Certificate needs to be translated but not notarized.

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Marriage

Question: I want to get married. What should I do?

Answer: Congratulations! Please read our detailed web page regarding marriage prior to making an appointment.

Question: What is a single affidavit and how do I get one?

Answer: Please make an appointment online for notary service. We will need to see your valid U.S. passport.

Question: Japanese immigration is asking for my U. S. Embassy-issued “Marriage Certificate” to get a spouse visa. How can I get one?

Answer: The U.S. Government/Embassy does not issue “Marriage Certificates” for marriages performed overseas. Your Japanese marriage document will be the only proof of your marriage. Please explain to them there is no “marriage certificate issued by your own government.”

Question: Do I need to get the translation of my Japanese Marriage Certificate notarized in order to get my spouse’s U.S. visa/green card?

Answer: No. Your Japanese Marriage Certificate needs to be translated but not notarized.

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Other

Question: I received my Economic Impact Payment by check, but I am having trouble cashing it at a Japanese bank. What should I do?

Answer: We are aware that this affects U.S. citizens in Japan, especially those who do not have a U.S. bank account. The U.S. Embassy cannot cash checks, and most banks in Japan stopped cashing foreign checks in 2018 per guidelines issued by the Government of Japan. We cannot change these guidelines.

The Economic Impact Payment program is administered by the IRS. The IRS maintains an International Taxpayer Service Call Center that can be reached at +1-267-941-1000 or by fax at +1-681-247-3101. For questions about the payment, including regarding the checks you have received, please contact them. They are available from 6:00 AM to 11:00 PM eastern time. For further information regarding the Economic Impact Payment, please refer to the website https://www.irs.gov/coronavirus/economic-impact-payments.

If you have a U.S. bank account, you should contact your own bank for instructions on depositing U.S. checks. Some have reported success depositing their checks through their bank’s mobile banking app.

If you have rights and privileges to access a U.S. military base, there are U.S. institutions on those facilities that handle U.S. checks.

Question: What if I need help with taxes or tax forms?

Answer: Please contact the IRS at https://www.irs.gov/. We also have additional information on our website with helpful links.

Question: Where should I go for assistance on voting?

Answer: Please see our webpage regarding voter assistance as well as the detailed Federal Voting Assistance Program website.

Question: How can I contact the Embassy/consulate regarding a passport, notary and/or Report of Birth question that I can’t find on your website?

Answer: For information on services for U.S. citizens, including passport, citizenship, or other emergency services, please consult the ACS Navigator .

Question: How do I get my fingerprints taken in order to obtain my criminal record from the Federal Bureau of Investigations (FBI)?

Answer: U.S. embassies and consulates do not provide this service. Contact the police headquarters (e.g. Tokyo Metropolitan Police Department and Prefectural Police Department) where you reside. For further details see here. Please note that the Japanese police do not sign fingerprint cards even if they agree to take your fingerprints.

Question: How do I request for my Certificate for Criminal Records in Japan?

Answer: Contact the police headquarters (e.g. Tokyo Metropolitan Police Department and Prefectural Police Department) where you reside.

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