As a foreign student in Japan, or as a resident in general, there are many identification documents and cards that we are required to carry at all times. These include residence cards, “My Number” cards, IC cards, and more. No matter how careful we are, mistakes can happen, and we may lose them. Whether an item is forgotten somewhere – or, in the worst case, stolen – this blog will guide you through the basic procedures for reissuing important documents, as well as how to contact relevant authorities and navigate Japanese websites.
The Realization
Have you ever suddenly felt that your pocket was lighter than usual? Most of the time, it’s just your imagination, but in some unlucky cases, the item that should be there might actually be missing. After frantically searching everywhere and confirming that you’ve lost it, it is time to carefully retrace your steps and think about where you might have dropped it.
Most establishments in Japan will hold onto lost items for you. Therefore, if you remember where you dropped your stuff, there is a very good chance of getting it back. In this case, you can reach out to the location directly and provide details about the lost article, the approximate time of your visit, and your contact address.
If you think you may have lost it while riding on public transportation, you can contact station staff and provide similar information, along with the train line or bus route, car number, and departure time from a specific station. If your item is found, they will contact you, and you can pick it up at the station or at their lost and found center. In most cases, personal identification is required to reclaim an item, so be sure to bring it with you.
This is generally the first step you should take. However, some lost items are more urgent, and you should not wait if you are unsure where and when they were lost. Below, you can find the reissuance procedures for most important documents.
Police Box (交番 – kouban) or Police Station (警察署 – keisatsusho)
In many cases, going to a police station or police box is the first step in reissuing any official documents There, you must file either a lost property report (遺失届 – ishitsu todoke) or a theft report (盗難届 – tounan todoke). The officer will ask you for details about the lost property, approximately when the property was lost or stolen, and your contact information. After completing the report, you will receive a Lost Property Report Certificate (遺失物届受理証明書 – ishitsubutsu todoke juri shomeisho). This document includes a 5-digit receipt number (受理番号- jyuri bangou), which is required for further inquiries and for reissuing official documents. You can then proceed to the relevant authority to request reissuance.
Residence Card (在留カード – zairyu kaado)
A residence card can be reissued at the Immigration Services Agency, and must be done within 14 days of becoming aware of the loss. The nearest office from Ookayama Campus is located in Shinagawa. For the procedure, in addition to the lost property report from police, you will need to prepare the following documents:
- Application form for re-issuance of residence card (you can download from HP)
- Photograph of yourself (3cm x 4cm)
- Passport
Additional documents, such as a certificate of residence (住民票 – jyuuminhyou) may be requested to confirm your address. If you do not have your passport, you must also submit a statement on why you cannot present your passport. The reissuance of a residence card is free in case of a lost or stolen card and is usually completed on the same day.
My Number Card (マイナンバーカード – mai nambaa kaado)
The My Number Card is a personal ID that contains your 12-digit individual number. It can be used as a health insurance card and to access online services such as applying for resident certificates or tax documents. For this reason, if your card is lost or stolen, it is recommended to temporarily suspend it. The hotline for My Number Card suspension is 0120-95-0178 for guidance in Japanese or 0120-0178-27 for multilingual support.
Reissuance can be completed at the municipal office of your registered address. Aside from the lost property report, you only need one additional form of personal identification. The handling fee is approximately 1,000 yen and the process usually takes 1-2 months.
Passport
Reissuance procedure for passports depends on the country, so you will have to contact your embassy for instructions. Again, the lost property report is needed, along with other commonly requested documents such as a photograph, alternative forms of ID, application forms, and fees. After completing the procedure, you will receive a new passport or a temporary travel document. For long term residents, including exchange students, you must transfer your current residence status to the new passport at the Immigration Services Agency.
Cash Card or Passbook
If you lose your cash card or passbook, suspend the card immediately to prevent unauthorized transactions. Look up your bank’s lost or stolen card service for contact information. For Japan Post Bank, the phone number for card suspension is 0120-794-889. After this, contact your bank directly or apply for reissuance using an application form.
Commuter Pass or IC card
In most cases, only registered cards can be reissued. For cards without registered names, it is impossible to recover the remaining balance. Visit a nearby station to file for reissuance. After presenting personal identification, IC card reissuance will be completed with a small handling fee and a new card deposit. The lost card will be suspended and you will receive a new one. If you find your old card later, you can return it to get your deposit back.
Apartment or House Key
If you lose your room key or apartment key, contact your dorm manager or your housing agency. In most cases, they usually keep a spare key. In many cases, they will also usually replace the door lock for you on the same day. Another option is to contact a locksmith to temporarily open the door yourself; nevertheless, replacing the lock is the safest option. Please note that lock replacement can be expensive, so please keep your keys safe.
Student ID
Student Services Groups on campus can assist you with getting your ID reissued. For example, science and engineering students can download the form from the list of forms for current students and submit it to the Undergraduate/Graduate Student Services Group on your campus. The requirements can be found inside the document and the reissuance fee is 2,500 yen.
On-campus Support
For items lost and found on campus visit the lost and found center. You can also view the list of found items on the website.
This concludes the blog. I hope it might come in handy and cover any details that you may need. However, I truly hope you never have to use this guide at all. I wish everyone a safe and happy new year in Japan.
Note: Please note that the information above is accurate as of January 2026 to the best knowledge of the author. If the need arises, please refer to official websites for the most up-to-date information.
