Visits to the Consular Section are by Appointment Only
Appointments can only be booked onlineWARNING: Please read the following information carefully
【Before booking an appointment】
Before booking an appointment, you must check the conditions and required documents via the Embassy’s website. If an applicant does not meet the conditions for a visa or does not provide the required documents, we will not be able to take their visa application.
You need to bring the Application Receipt given to you at the time of application. On the application receipt you will find the earliest date on which the visa can be collected. Please make an appointment ON OR AFTER this date. It is strictly NOT permitted to book an appointment for collection before a visa application has been made.
How to book an appointment
Step 1: Please read all of the information on the first page of the appointment booking portal, then click ‘Next’.
Step 2: Please check that you are on the correct page for the reason for your visit to the Embassy, i.e. for visa applications, then click ‘Next’.
Step 3: Please choose a date and time for your visit to the Embassy, then click ‘Next’.
Step 4: Please check the date and time and then click ‘Save’.
Step 5: Your Appointment ID number will be displayed on the screen. Please either print the screen, have it ready to show e.g. on the screen of your smartphone, or take a note of the ID number to provide it when requested by security staff on arrival at the Embassy. Please note that your Appointment ID number will be displayed only once.
Entry to the Embassy
When you come to the Embassy, the security staff at the front entrance will ask to see either (1) a printout of the screen showing your Appointment ID number, (2) a screenshot of the display showing your Appointment ID number, or (3) a note of your Appointment ID number. Please note that if you cannot show one of the above, for whatever reason, you will not be permitted to enter the Embassy. Once inside the Embassy, please take a numbered ticket from the machine in the waiting room. If you do not have an appointment, you will not be permitted to enter the Embassy.
How to cancel / change an appointment
If you cannot attend your appointment, please send an email to email@example.com with the subject “Appointment cancellation request”. In the body of the email, please state the date and time of the appointment, and your 9-digit appointment ID number. Please note that once an appointment has been cancelled, it cannot be reinstated. If you wish to change your appointment, please first cancel your original appointment following the procedure above, and then book a new one using the online booking system.
Appointments may be booked up to 3 weeks in advance. Dates with availability are marked in green. Dates within the next 3 weeks that are marked in white have no more availability. If the message “No services or classes are available for booking at this time” appears on the screen, this means that there are no more appointments available. Each day, new appointment slots are added on the date 3 weeks hence (for example, if today is a Monday, then when the day turns to Tuesday, appointments will become available on the Tuesday 3 weeks from now). Therefore, if no appointments are available, please wait until the next day and try again. Please note, however, that no dates are added on Saturdays or Sundays, or on days when the date 3 weeks hence is an Embassy Holiday.
Your privacy and personal information are important to the Embassy of Japan in the UK and we are committed to handling your personal information in a responsible way.
• Third party booking site
The Embassy of Japan in the UK uses a third-party website and software to manage appointment bookings. Your personal information, including your name and contact details, may be collected by the Embassy via the third party website to book your appointment. By proceeding with this booking, you are consenting to the collection of this information by the third-party on behalf of the Embassy for booking purposes.
• Purpose of use
The information acquired through this booking process will be used and stored for booking and visa processing purposes only.
• Information collection
All information submitted by the user while scheduling an appointment online may be stored, transferred and shared by Embassy staff with any of its affiliated agencies, partners and any law enforcement agencies as would be required under law.
• Limitations on use and provision
Except in cases of legal disclosure requests, illegal access, threats and other unlawful act or other special reasons, the information acquired will not be used by the Embassy for any purposes other than booking or visa processing nor will it be provided to any third-party. However, statistical information regarding access to the website or generic information on users' attributes may be made public.
• Measures to ensure security
The Embassy takes every necessary measure to manage acquired information appropriately, including through use of Secure Sockets Layer (SSL) protocols to prevent the leakage, loss or destruction of acquired information.
• Disclosure of personal information
We will not respond to requests for the disclosure of personal information of booking system users, except in cases of legal disclosure requests.
The Embassy endeavours to secure the personal information collected through the booking website. However, no data protection or security measures are completely secure. Despite all the measures we have put in place, we cannot guarantee the security of your information, particularly in relation to transmissions over the internet. In no event will the Embassy of Japan in the UK be liable for damages of any kind, including without limitation, direct or indirect, incidental or consequential damages (including, but not limited to, damages for lost profits, business interruption and loss of programs or information) arising out of the use of or inability to use the Embassy’s website or the online booking website, or any information provided on the website.