How to Apply for a Japan Visa from the Netherlands as an Indonesian

Today marks the official start of summer holidays in the Netherlands. My family and I are planning a trip to Japan. My husband and children are Dutch citizens and do not need a visa to visit Japan for stays of up to 90 days. However, I hold an Indonesian passport and, unfortunately, must obtain a visa to enter Japan.

Arranging a visa might not seem like a particularly special topic—usually, you just fill out a form and gather the necessary documents for the Japanese embassy. However, in this blog, I will share my unique experience of obtaining a visa to Japan as an Indonesian who does not have a surname or family name on their passport.

The Napoleonic Decree and Its Impact

On 18 August 1811, during the French occupation, Napoleon Bonaparte established the Napoleonic Decree. This decree mandated that all Dutch citizens register a fixed family name in the civil registry, a practice that continues to this day. Consequently, everyone in the Netherlands has a family name.

Image Sample Dutch passports: Wikipedia

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Indonesian Passport and Dutch Residency Complications

Indonesia, on the other hand, does not follow this rule. Indonesian passports typically only list the original full name. However, since I married a Dutch citizen, my name is civilly registered in the Netherlands with my husband’s family name added. My bank account also reflects this name, though the bank system only shows my initials and my family name. This mismatch complicates the visa application process.

Image Sample Indonesian passports: Wikipedia

Image: Sample Initials and Family Name on Bank Account

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Applying for Japan Visa in Netherlands

To apply for a Japanese visa, I needed to go to the Japanese Embassy in The Hague, which is a three-hour train journey. I had to be there in the morning to catch the opening hours for visa applications. Fortunately, no interview was required for a Japanese tourist visa, so I decided to enlist the help of CIBT Visas, a professional immigration and visa service with offices in over 29 countries.

After applying to CIBT Visas, I quickly received a response detailing the total costs for their service and my tourist visa. It was more cost-effective and efficient than traveling to The Hague. I had to fill out the necessary forms and send my passport and photo (passport size: 35 mm wide and 45 mm high) to their address.

Image: Sample passport photo CIBT Visas

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Document Preparation and Submission

The next day, CIBT Visas received my documents and called to confirm and synchronize them. I needed to send digital copies (PDF or JPEG format) of official documents as listed by the Japanese embassy. You can check the list on this link.

Resolving Document Differences

As mentioned, I have two different sets of official data due to the different regulations between Indonesia and the Netherlands. My husband’s surname is not on my passport. I filled out the visa application with the information exactly as it appears on my passport and my residence permit in the Netherlands.

CIBT Visas informed me that the Japanese embassy could not accept my application because my bank statement name differed from my passport name. Fortunately, they were very professional and understanding. They advised me to obtain an official bank statement with an official stamp, rather than a printout from my mobile banking app. Additionally, I needed to request an English version of my BRP (Personal Records Database) from my local municipality, which includes details about my original name, marital status, children, address, etc. This would explain the discrepancy between my bank statement and passport names.

Image: Sample Netherlands BRP

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Finalizing the Visa Application

It took an extra three days to obtain the official bank statement and the English BRP, and cost an additional 19 euros for the BRP application. These documents were then sent digitally to CIBT Visas.

Once the documents were sent, CIBT Visas promptly submitted them to the Japanese embassy. After another four days, my Japanese visa was ready. CIBT Visas expedited the process as much as possible. Two days after receiving the news of my visa approval, I got my passport back with the visa sticker inside.

Image: Sample Japan Visa

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Excited to Visit Japan

Now, I’m thrilled to say that we’re heading to Japan with my husband and children. I hope this blog helps others in similar situations by providing some useful tips for preparing the necessary documents. Thanks for reading, and stay tuned for our upcoming adventures in Japan!

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