Embassy of Japan in Hanoi: Address, Hours, Consular Services 2026

The Embassy of Japan in Hanoi is at 27 Lieu Giai, Ngoc Ha Ward, phone +84 24 3846 3000 (calls outside hours go to a call centre). The consular counter is open Monday–Friday 08:30–12:00 and 13:30–16:45 and covers Japanese nationals in Hanoi and 17 northern provinces and cities down to Ha Tinh. It issues passports and return travel documents, certificates, takes family-registry and nationality notifications and overseas-voter registrations. Info Travel helps Japanese nationals with visas, residence cards, legalisation and translations – WhatsApp +84327828822.

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Contact information

Item	Details
Address	27 Lieu Giai, Ngoc Ha Ward, Hanoi
Phone	+84 24 3846 3000 (fax +84 24 3846 3043)
Email	Consular: ryoujihan@ha.mofa.go.jp – General: soumuhan@ha.mofa.go.jp
Website	https://www.vn.emb-japan.go.jp/
Opening hours	Mon–Fri except holidays: consular counter 08:30–12:00, 13:30–16:45; phones 08:30–12:00, 13:00–17:15; Japan visa submission 08:30–11:30, collection 13:30–16:45
Jurisdiction	Hanoi, Hai Phong, Quang Ninh, Bac Ninh, Tuyen Quang, Cao Bang, Lai Chau, Lao Cai, Thai Nguyen, Dien Bien, Lang Son, Son La, Phu Tho, Hung Yen, Ninh Binh, Thanh Hoa, Nghe An, Ha Tinh (including merged former provinces)

Consular services for Japanese citizens

The embassy’s consular page lists these services for Japanese nationals living or working in the north:

Residence notification (在留届) and “Tabi-Regi” registration for short-term travellers.
Overseas voter registration (在外選挙).
Passport applications; after a loss, a new passport or a travel document for returning to Japan.
Family-registry and nationality notifications (marriage, birth…).
Certificates (signature, residence and others) and police certificates (by appointment; about two months, as files go to Japan).
Guidance on My Number cards, pensions and social security, driving licences, pet quarantine, safety and medical care.

The embassy also takes Japanese visa applications from Vietnamese citizens in separate time slots.

Before you visit

Appointments: mandatory for police certificates; for other services check the website or call ahead, as arrangements can change.
Allow extra time: the embassy recommends not arriving just before the counter closes.
Bring your passport (or other ID), the relevant originals and photos for passport applications.
Holidays: closed on Vietnamese holidays and certain Japanese holidays according to the embassy calendar.
Use the right email: consular questions go to ryoujihan@ha.mofa.go.jp.
Security at the gate: guards line visitors up and check ID before letting them in – have your passport ready.
The waiting room is often crowded and stuffy with no drinking water – bring a bottle and avoid the minutes just before the lunch break.
Prepare your own checklist from the website: counter staff tend to say only that something is missing rather than explain in detail, so ask at the information desk if unsure.

What foreigners most often need when they contact the Embassy of Japan

Typical tasks for Japan nationals in Vietnam, with the related Vietnamese-side procedure:

Lost passport: (1) police loss report; (2) emergency travel document or new passport from the Embassy of Japan; (3) a new visa or exit visa, since the old visa disappeared with the passport. Step 3 is part of the exit procedures for foreigners – Info Travel can prepare most of that paperwork for you.
Replacing an expiring passport: once the new passport is issued, transfer your visa or temporary residence card to it to avoid problems at the border.
Marriage, birth and employment files: single-status or marital-status certificates, birth certificates, police records and diplomas – normally apostilled (or legalised where the apostille does not apply) and given a notarised translation.
Signature certification on contracts or powers of attorney for use in Japan.
Registration and voting for long-term residents.

Help with Japanese passports in Vietnam

The Embassy of Japan in Hanoi accepts passport applications from citizens in its district. If your passport is lost, first obtain a police loss report; the embassy can then issue a new passport or a travel document for returning to Japan (帰国のための渡航書). Applicants normally attend the counter in person to apply and collect.

Info Travel can help you get the police loss report (with interpreting), prepare photos and translations, and plan your counter visit. Once you have the new passport, we transfer your visa or temporary residence card or arrange an exit visa – within what the embassy allows, never in place of your own attendance.

Consular legalisation, consular certification (Ministry of Foreign Affairs stamp) and notarised translation

The Apostille Convention (Hague, 1961) entered into force for Vietnam on 11 September 2026. Japan has long been a party and did not object to Vietnam’s accession, so public documents between the two countries now need only an apostille. See apostille vs consular legalisation.

a) Documents issued in Japan for use in Vietnam

Japanese public documents (family register extracts 戸籍謄本, residence certificates 住民票, criminal records, diplomas…) are apostilled by Japan’s Ministry of Foreign Affairs (外務省). The former 公印確認 step and legalisation by a Vietnamese embassy or consulate in Japan are no longer needed. Then add a notarised Vietnamese translation.

b) Vietnamese documents for use in Japan

Vietnamese public documents (degrees, police records, birth or marriage certificates…) are apostilled by the Consular Department of the Ministry of Foreign Affairs (Hanoi) or the HCMC Department of Foreign Affairs, with a Japanese translation as the receiving office requires – no further step at the Embassy of Japan.

When legalisation is still needed

Certificates issued by the Embassy of Japan itself (signature certificates 署名証明, overseas residence certificates 在留証明) are consular documents and fall outside the Convention; for use in Vietnam they are still legalised at the Consular Department or the HCMC Department of Foreign Affairs. The same applies to certain commercial and customs documents – unless a treaty provides an exemption.

Info Travel handles the whole chain: translation, notarisation, the Ministry/Department of Foreign Affairs stamp, and submitting and collecting files at the mission – see consular legalisation in Vietnam. Costs depend on the document type and page count; message us on WhatsApp +84327828822 for a quote.