Diplomatic/Official

2025/4/1
DIPLOMATIC/OFFICIAL

[Definition] Applicants applying for diplomat or official visa. Japan has taken measures on the Visa Exemption Arrangements for Diplomatic and Official Passport holders as shown in the chart HERE on reciprocal basis.


REQUIREMENTS:


☐ VALID PASSPORT:

Properly signed by bearer, must have at least one blank VISA page.


☐ COMPLETED VISA APPLICATION FORM: (Visa application form)

The applicant must complete the visa application form in black pen or typed. Signature must be wet signature (printed signature not accepted). On the application form, if there is a field not applicable, please write “N/A” or “None”. If the applicant is minor, a parent/guardian must print out the child’s name and sign their name next to the printed name with their relation to their child. (ex. father, mother, or guardian)


☐ ONE PASSPORT SIZE PHOTOGRAPH:

One photo, taken within the past six months

Size: 35mm x 45mm (width x height) OR U.S. passport photo size (2in x 2in).

The area from the top of the head to the chin must be no less than 32 mm, and no more than 36 mm high.

Best if taken at a photo studio (poor quality digital photo may not be accepted)


☐ PROOF OF YOUR U.S. IMMIGRATION STATUS: Please submit a copy of one or two of the following:

  • Valid U.S. Permanent Resident Card (Green card)
  • Valid F1 Visa
  • I-20 with valid travel endorsement signature
  • Valid J1 Visa
  • DS-2019 with valid travel endorsement signature
  • Other U.S. valid Visa
  • Valid OPT card
  • Valid Work Authorization Card
  • Any USCIS documents to prove the extension if your visa/green card is expired

☐ ORIGINAL OFFICIAL LETTER

Official Letter from the applicant's government, department, agency, or organization that is sending the applicant on official travel/assignment. Please make sure the official letter includes the information listed below:

●SHORT-TERM DIPLOMATIC/OFFICIAL TRIP
Applicant’s Full name and passport number
The applicant's current title and position
The purpose of the travel/assignment
The assigned place and duration (this must match the arrival date and location listed on the VISA Application Form) The name of the visa office at the applicant’s agency, contact person’s name, and telephone number Signature from applicant’s supervisor.

●LONG-TERM ASSIGNMENT
Applicant’s Full name and passport number
The applicant's diplomatic/official title: if you apply for a diplomat visa, please specify the diplomatic title/rank, not a functional or organizational title (e.g., First Secretary, Attaché).
The name of the assigned organization and duration (this must match the arrival date and location listed on the VISA Application Form)
Type of visa requested (Diplomatic/Official)
The name of the visa office at the applicant’s agency, contact person’s name, and telephone number Signature from applicant’s supervisor.

●FAMILY MEMBERS APPLYING FOR A VISA TOGETHER WITH THE PRINCIPAL APPLICANT
Please include the applicant’s name, passport numbers, and relationship to the principal applicant in the principal applicant's official letter. It must explicitly state the spouse/dependent is authorized to accompany an official travel/assignment.


☐ PROOF OF CURRENT ADDRESS:

Can be either a copy of valid Driver License (DL) or state ID. If your DL is not your current address, please bring a copy of a utility bill.


☐ PRE-PAID SELF-ADDRESSED RETURN ENVELOPE (ONLY if you wish to receive by mail when visa fee is not required)

Please submit a PREPAID self-addressed return envelope. We strongly recommend you use a tracking service such as FedEx.
If you need to pay, you must pick up in person at our office.


☐ DISCLAIMER (ONLY if you wish to receive by mail when visa fee is not required)

Each applicant must sign their own form in pen. Please note that we only accept wet signatures (digital signatures are not accepted).


Additional documents may be requested when necessary.

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