Your Japan e-Visa Reference Person: Who to Name and Why it Matters

The Japanese e- visa application process is usually very easy, except one part that is confusing and often anxiety-inducing to the travelers, the part that involves filling in a reference person in Japan and a guarantor in Japan.

To the majority of tourists, it is not about finding a local friend or relative; it is a particular bureaucracy that is meant to ensure you are planning to stay in the country and the authorities have a reliable contact point on how long you will be staying. Such a small error in this part may cost the applicant delays in the application or worst still, refusal. This guide shall not only demystify the positions of the Reference Person and Guarantor, but shall also clarify why such information is of the utmost importance in ensuring the Chinese security of immigration, as well as offer simple-cut steps that an individual can follow and implement in ensuring the approval of your e-Visa.

The Core Concept: Accountability and Assurance

Japan, renowned for its meticulous attention to detail, uses the e-Visa system not just for processing convenience but as a key security measure. The Reference Person (and sometimes the Guarantor) serves two main purposes:

1. Confirmation of Accommodation: It verifies that you have secured legitimate lodging and are not arriving without a place to stay.
2. Emergency Contact/Accountability: It provides a reliable contact in Japan should any issue arise during your visit.

For the majority of short-term tourists (traveling under 90 days), the Japan visa requirements are simple, but the terminology can be intimidating.

Deconstructing the Roles: Reference Person vs. Guarantor

While the Japan e-Visa application forms often list these two roles, it’s critical to understand that for most standard tourist applications, they are often fulfilled by the same entity—or one role is not required at all.

1. The Reference Person (Mandatory for All)

What is the Role? The Reference Person is simply your primary contact in Japan. This person or entity must be based in Japan and is the most reliable source for confirming your location and itinerary. Who Should You Name? For standard tourist travel, the Reference Person should almost always be the first hotel, guesthouse, or confirmed place of lodging where you will spend your first night in Japan.

2. The Guarantor (Required for Specific Visas)

What is the Role? The Guarantor takes on a more substantial role, vouching for the applicant’s conduct and sometimes accepting financial responsibility (e.g., for travel, medical expenses, or repatriation costs) should the applicant violate visa terms. When is a Guarantor Required? The Guarantor field is usually only necessary if your purpose of visit is not standard self-funded tourism. Examples include:

• Visiting Relatives/Friends: The Japanese resident hosting you is typically required to act as the Guarantor.
• Business or Official Visits: The receiving company or official organization in Japan acts as the Guarantor.
• Medical Stays: A hospital or medical institution acts as the Guarantor.

Crucial Tourist Tip: If you are a standard, self-funded tourist booking hotels, you generally do not need a separate Guarantor. You should be able to state that the applicant (you) is the guarantor of expenses, or simply leave the section blank if the form allows, focusing all detail on the Reference Person section.

Naming Your Reference Person: Three Common Scenarios

Since the hotel is the most common and safest choice for a Reference Person, here is how you should handle common travel plans:

Scenario A: Staying at a Single Hotel or Confirmed Lodging

This is the simplest scenario and the ideal choice for the e-Visa application.

Who to Name: The hotel or confirmed rental where you will be staying. Required Details: You must provide the following details accurately, as they are used for cross-referencing:

1. Full Name: The name of the person or entity (e.g., “The Grand Prince Hotel Takanawa” or the contact name of the Airbnb host).
2. Relationship to Applicant: “Hotel Manager,” “Accommodation Host,” or “Self-funded Tourism.”
3. Address in Japan (Mandatory): The full postal address of the hotel, including postal code.
4. Phone Number in Japan (Mandatory): The main public phone number of the hotel. Do not use an international number.
5. Email Address (If available): The official hotel email address.

Scenario B: Traveling Through Multiple Cities/Hotels (The Itinerary Trap)

Many tourists visit Tokyo, Kyoto, and Osaka, booking three or more different hotels. Listing all of them is unnecessary and confusing.

Who to Name: The first confirmed accommodation upon arrival in Japan. Reasoning: The primary goal of this section is to prove you have a reliable place to go immediately after clearing immigration. Once your first stay is confirmed and verified, the rest of your itinerary is considered internal travel. Japanese immigration knows tourists move around; they just need one fixed, verifiable contact. Action Plan: Use the address and phone number of the hotel where you will spend your very first night in Japan.

Scenario C: Being Hosted by a Friend or Family Member

If you are staying with a private individual, the rules are stricter because this person often needs to fill the dual role of Reference Person and Guarantor.

Who to Name: Your friend or relative residing in Japan. Action Plan (More Complex):

1. Guarantor Documents: Your host must often provide additional documents, such as a Letter of Guarantee, proof of their income, and proof of their residency status in Japan (e.g., a copy of their Residence Card or passport).
2. Required Details: You must list their personal details, not a business address. This includes their full name, home address, and personal contact number.
3. Crucial Step: Inform your host that they are being named on your visa application, as immigration reserves the right to call them to confirm your intended stay.

Why the Details Must Be Exact and Verifiable

The Japanese immigration service is known to occasionally perform spot checks, and these usually involve two key actions:

1. The Phone Call Test

Immigration officers may call the phone number you provide for the Reference Person. If you list the number for a small guesthouse or a friend’s apartment, the person who answers must be aware of your application and confirm your booking or stay. Mistake to Avoid: Listing the central corporate booking office number for a large hotel chain instead of the specific hotel branch you are staying at. Use the direct phone number for the specific location (e.g., the Tokyo branch number, not the global reservation line).

2. Address and Itinerary Alignment

Your application might include a separate field for your detailed itinerary. The address you provide for the Reference Person must match the address listed for your first night’s stay on that itinerary. Any discrepancy can be flagged as inconsistent information.

Action Plan: 5 Steps to Seamless Approval

To ensure your Japan e-Visa is approved quickly without issues related to the Reference Person, follow this checklist:

Step 1: Secure Your First Night’s Booking

Do not start the e-Visa application until your first night’s accommodation is fully confirmed and paid for. This ensures you have all the required details.

Step 2: Identify the Role

For most tourists: Your Reference Person is your first accommodation, and you are your own Guarantor (for expenses).

Step 3: Gather Exact Contact Information

Go to the official website of your first hotel and copy the exact address and the primary local telephone number. Do not rely on third-party booking sites (like Expedia or Booking.com) for contact information, as it can sometimes be outdated or redirected.

Step 4: Input the Data Clearly

When filling out the e-Visa form, ensure the data is entered precisely. The address should be typed in a logical, Japanese-friendly format (or as requested by the online form).

Step 5: Be Prepared for Contact (or Inform Your Host)

If your Reference Person is a private individual (Scenario C), ensure they have a copy of your application and know to expect a potential call from the Japanese government. For hotel stays, this step is less critical but having a printout of your booking confirmation is always wise. By understanding the purpose of the Reference Person—to provide verifiable accountability for your initial entry—you turn a potential obstacle into a quick step toward experiencing the beauty of Japan. Get this section right, and the rest of your e-Visa process will be smooth sailing.