Lost Passport in Japan: Police Report, Embassy Steps and Documents

A calm, step-by-step guide to what to do if a passport goes missing in Japan, including the police report, your embassy, documents to gather and how to prepare ahead.

Published October 20, 2026 at 12:37 PM JST | By Tokyo Paul

Quick answer: If a passport is lost in Japan, report it at the nearest koban (police box) or police station to get a police report, then contact your own country's embassy or consulate to arrange a replacement or emergency travel document. Keep copies of the passport, note your embassy's contact details before arriving, and tell the airline and card issuers if related items are missing.

First steps when a passport goes missing

Start by retracing steps calmly. Check pockets, bags, hotel rooms and the last place that was visited, and ask staff at the hotel, station or shop if an item was handed in. Japan has a strong lost-property culture, and neighborhood police boxes called koban take reports of lost items and accept items found by the public. An item that matches a report can be returned to its owner.

If the passport cannot be found, the next step is a report to the police. The national tourism organization says a police report is required to reissue a passport, and also to make an insurance claim after theft, loss or a similar event. Reports are made at the nearest koban or a local police station, and a hotel front desk can help guests who are not sure where to go.

Emergency numbers are 110 for the police and 119 for fire and ambulance. A lost passport is usually not an emergency, so walking to a koban is normally the right choice. If the situation involves theft or danger, call 110 right away.

Getting a police report at a koban

A koban is a small neighborhood police station staffed by uniformed officers, and about 6,000 operate across Japan according to an encyclopedia entry. Officers give directions, take reports of lost items and crimes, and can call the emergency line when needed. If you do not know where a koban is, the national tourism organization suggests asking someone nearby.

Bring whatever identification is available, such as a copy of the passport, a driver's license, or a booking confirmation showing your name. Be ready to describe where and when the passport was last seen. Communication in English can be limited, so the English helpline below can help.

The Tokyo Metropolitan Police runs an English helpline at 03-3501-0110, available 24 hours a day all year round. The Japan Visitor Hotline, run by the national tourism organization, takes calls at 050-3816-2787 at any hour in English, Chinese, Korean and Japanese. Both are useful for questions, though, as a general rule, the hotline does not provide three-way interpretation or make reservations on your behalf.

Contacting your embassy or consulate

A replacement passport comes from your own country's embassy or consulate, not from Japanese authorities. The national tourism organization says you will need to contact your embassy to get a replacement, and lists embassy addresses and phone numbers on its website for many countries. It also recommends finding your embassy's location and contact details before you arrive.

Embassies commonly have their own procedures, forms and opening hours, and some require appointments. Many provide emergency travel documents that allow a limited trip home or onward, but the name, fees and requirements differ by country, so check your embassy's website or call. This guide does not state any country-specific fees.

Embassies commonly ask for the police report, proof of identity and citizenship, photographs and details of the onward trip. The exact list varies. Asking in advance, by phone or email, which documents to bring saves a second visit, especially when a flight is close.

Documents and copies to have ready

The national tourism organization suggests making two copies of the passport: carry one and leave the other at home. A digital photo of the passport page stored securely on a phone, or sent to a trusted person, adds another backup. Copies do not replace the original, but they speed up identification at the police station and the embassy.

Other helpful items include passport-style photos, a printout of the flight itinerary and hotel booking, and a note of the passport number. If a visa or entry stamp was in the lost passport, ask the embassy and the airline what proof of entry may be needed for departure. The Immigration Services Agency of Japan and the airline can also confirm what is needed for departure.

If credit cards or tickets were lost together with the passport, contact the card issuers and the airline to arrange replacements, as the national tourism organization advises. Keeping a list of important phone numbers in a separate place makes those calls easier.

Travel plans, airlines and timing

A flight home may need to be rebooked if a replacement document takes time. Contact the airline early, explain the situation and ask about change options. Travel insurance may cover some costs, and the police report is typically needed for any claim, so keep a copy of it.

Ask the embassy how long replacement usually takes. Timing varies by country, document type and workload, and the embassy is the only reliable source. If the trip includes onward travel to another country, check that country's entry rules, since an emergency travel document may be accepted differently by different authorities.

Staying calm and organized helps. A hotel front desk can often print documents, call a taxi to the embassy, or help with directions. Extra nights may be needed, so look at accommodation options and cancellation terms.

How to prepare in advance

Preparation is simple and cheap. Before leaving home, write down the address and phone number of your embassy in Japan, store scans of the passport in a secure place, and share a copy with a trusted person back home. The national tourism organization lists embassies on its website, which makes it a good starting point.

On the trip, carry the passport in a zipped inner pocket or a secure bag, and keep the other copy separate from the original. Check current rules on carrying identification with the Immigration Services Agency of Japan, and avoid leaving the passport unattended.

Consider travel insurance that covers lost documents. The national tourism organization has a page on travel insurance in Japan, and policies differ widely, so read the terms. A short pre-trip checklist for documents often saves the most time later.

Related help and what happens next

After the passport is replaced, keep the police report and embassy paperwork with your travel documents until the trip ends. If the original passport is later found, hand it to the police or embassy as instructed, since a passport reported lost may have been cancelled, so follow the embassy's instructions.

For other lost items, such as phones or wallets, the same koban process applies: report the loss, describe the item and leave contact details. Transport operators and large facilities also keep lost-property desks, and asking staff is a good first move.

This guide shares general information; rules change, so confirm details with the official agency or provider before you act. For questions about visas and departure, the Immigration Services Agency of Japan and your embassy are the authoritative sources.

Frequently Asked Questions

Where do I report a lost passport in Japan?

Go to the nearest koban or local police station to obtain a police report, which is needed to reissue a passport and for insurance claims, according to the national tourism organization. A hotel front desk can help you find one. Then contact your own embassy or consulate to arrange a replacement.

Can I get a new passport from the Japanese government?

No. Replacement passports come from the embassy or consulate of the country that issued the original. The national tourism organization says you need to contact your embassy for this, and recommends noting its contact details before arrival. Ask the embassy which documents and photographs to bring.

What should I do before the trip to prepare?

Make two copies of the passport, carrying one and leaving the other at home, and write down your embassy's address and phone number. Keep a list of important phone numbers, such as card issuers and the airline, so replacements can be arranged quickly if something goes missing.

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