Japan Embassy Kathmandu Visa Appointment & Submission Tips

Applying for a Japan Tourist or Business Visa from Nepal requires careful planning and attention to detail, especially when scheduling your appointment and submitting documents. As of 2025, all Japan visa applications from Nepal must be submitted through the VFS Global Japan Visa Application Centre in Kathmandu. The Embassy of Japan only accepts official and diplomatic visa applications directly. Therefore, every applicant — whether applying for a tourist, visiting relatives, business, or cultural visa — must first book an appointment online via the official VFS Global website (https://visa.vfsglobal.com/npl/en/jpn).

Booking your appointment in advance is crucial. During peak travel seasons such as March–April (Cherry Blossom season) and September–November (Autumn season), available appointment slots at VFS fill up quickly. It’s recommended to check the website early in the morning, as new slots are often released daily and are available up to 10 business days in advance. Once you’ve booked your appointment, print the confirmation email and bring it with you on the submission day.

On your appointment day, arrive at the VFS Global Japan Centre (Chhaya Center, Thamel, Kathmandu) at least 15–20 minutes early. Organize your documents neatly in the order listed in the official VFS checklist, using only A4-sized copies. Avoid using staples, pins, or clips — VFS does not accept stapled sets. Your file should include:

• Valid passport (with at least one blank visa page)

• Recent color photo (45mm x 45mm)

• Completed visa form

• Flight booking and hotel reservation

• Travel itinerary and financial proof (bank statements, tax certificates, etc.)

• Employment or business proof (if applicable)

• Invitation/sponsorship letter (if invited by someone in Japan)

Once at VFS, staff will verify your documents, collect your visa and service fees (approx. NPR 2,680 + NPR 2,000), and forward your file to the Embassy of Japan for assessment. The standard processing time is about 6 working days, though it can extend to 2–3 weeks if the Embassy requires additional verification or if documents are incomplete. During this period, you can track your application status online using your VFS reference number.

If you urgently need your passport for another trip while the visa is being processed, you can formally request a temporary passport withdrawal, which the Embassy may approve on valid grounds. Additionally, if any document is in Nepali, ensure it is translated into English by an authorized translator. Though travel insurance is not mandatory, the Embassy strongly recommends carrying one that covers medical emergencies and trip cancellations.

Avoid relying on unauthorized agents or middlemen promising quick appointments or guaranteed approvals — the Embassy and VFS Global strictly prohibit third-party slot trading or paid bookings. Always use the official portal to secure your slot and handle all documents personally.

If you wish to ensure a smooth and error-free process, you can seek help from Yatra for Fun Pvt. Ltd., one of Nepal’s top-rated travel and visa assistance companies. Their visa consultants can help with appointment scheduling, document review, financial proof formatting, flight and hotel bookings, and application submission guidance.

For expert assistance, contact Yatra for Fun Pvt. Ltd. via Call / WhatsApp / Viber at +977-9802348957 or +977-9708072951, or visit www.yatraforfun.com for detailed support.