Check In & Identification

Passport Presentation and Photocopying

Under Japanese law (the Hotel Business Act), all foreign guests who do not have a registered address in Japan are required to present their passport and allow the hotel to make a photocopy of it at check-in.

This is a mandatory regulation set by the Ministry of Health, Labour and Welfare for public safety purposes, such as tracking infectious diseases and preventing crime. Please have your passport ready to present when you arrive at the front desk.

If you are a foreign resident living in Japan with a valid residence card (Zairyu Card), you may be asked to present your residence card or driver’s license instead of a passport to verify your domestic address.

Guest Registration Form

Upon check-in, you will be asked to fill out a guest registration card with your name, address, and occupation.

In accordance with Japanese regulations, many accommodations also require you to provide your “previous night’s stay” and “next destination.” This information is essential for public health and safety, allowing authorities to reach guests quickly in the event of an emergency or a disease outbreak.

While an increasing number of facilities now use digital tablets for check-in, some still use paper forms. Providing accurate information ensures your safety and assists the hotel in providing the best possible service.

Check-in Time and Delays

It is important to stick to the scheduled check-in time you provided during booking. This is especially crucial for Ryokans with dinner plans, as meals are often prepared to be served at peak freshness based on your arrival. A significant delay without notice may result in your meal being cancelled.

If you expect to be more than one hour late, or if you might miss the final dinner service time (usually around 6:00 PM to 7:00 PM), please be sure to call or email the property in advance.

On the other hand, arriving too early (Early Check-in) may mean your room isn’t ready yet. In such cases, it’s best to leave your luggage with the front desk and enjoy some local sightseeing until your room is prepared.

Payment Timing

In Japan, the timing for settling your accommodation bill typically falls into one of three patterns depending on the property and how you booked:

Pre-payment (Online): Paying via credit card at the time of booking through a travel website.

Payment at Check-in: Paying the room rate at the front desk when you arrive. This is common in business hotels and budget accommodations.

Payment at Check-out: Paying when you depart. Traditional Ryokans and high-end hotels usually prefer this method, as it allows you to settle the room rate along with any additional charges (like mini-bar use, dining, or spa services) all at once.

Staff will usually clarify during check-in if the payment is already completed or if it should be settled at departure. It is always a good idea to keep your booking confirmation handy.

Deposit and Credit Card

At international or high-end hotels, you may be asked for a “deposit” upon check-in. This serves as a guarantee for incidental charges such as mini-bar use, dining, or potential damage to the room.

The most common method is to provide a credit card for an “imprint” or authorization. If you prefer to pay with cash, you may be asked to provide a set amount higher than the room rate, and the difference will be refunded to you at check-out.

Even if you have already pre-paid for your room online, this “guarantee” process is often still required. Rest assured that if no additional costs are incurred during your stay, no charges will be finalized against the deposit.

Luggage Storage and Delivery

To avoid carrying heavy bags, you can use “Takkyubin” (luggage delivery services) to send your bags to the hotel in advance. When sending, clearly write your “Booking Name” and “Check-in Date” on the shipping label. It is also good practice to notify the hotel via email that a package is arriving.

Most hotels and Ryokans also offer free luggage storage at the front desk if you arrive before check-in or wish to explore after checking out.

Please note that many facilities cannot store valuables, perishables, or oversized items (like skis or bicycles) without prior arrangement. If you have special items, be sure to check with the property beforehand.

Curfew and Key Management

Some accommodations in Japan, especially smaller Ryokans or guesthouses, have a “Curfew” (Mongen). For security reasons, the main entrance may be locked late at night, preventing entry or exit. If you plan to stay out late, be sure to check the curfew time in advance.

The handling of room keys also varies by establishment:

Leave at the Front Desk: In many traditional Ryokans or older hotels, it is customary to leave your physical key at the front desk whenever you leave the building to prevent loss.

Carry with You: At modern hotels with card keys or auto-lock systems, you are expected to keep the key with you.

If staff asks you to “leave your key at the front desk,” please follow this local custom. It also serves as a way for the staff to know that you are currently out of the building.