What to Expect, What You’ll Need, and How Japan Differs from Other Countries
Checking into a hotel in Japan is usually quick and efficient—but it may feel more formal and detailed than in other countries. Knowing what to expect ahead of time can make your arrival smooth and stress-free.
Here’s a step-by-step guide to what actually happens at check-in, and what makes Japanese hotels a little different from what you might be used to.
📷 If your travels bring you to Kyoto consider booking a tour or photography session with us!
⏰ When Can You Check In?
- Most Japanese hotels offer check-in starting from 3:00 PM
- Business hotels and some ryokan may begin earlier (2:00 PM)
- Early check-in is sometimes available for an extra fee—but you must request it in advance
- If arriving late at night, be sure to let the hotel know in advance to avoid cancellation
📄 What You’ll Need at Check-In
You’ll be asked to present the following:
- Your passport (for all foreign nationals without a Japanese address)
- Your reservation confirmation, either printed or on your phone
- A credit card or Japanese yen (cash) for payment
- Your full name—it must match the reservation, especially at capsule or budget hotels
If you booked through an OTA (like Booking.com or Agoda), just show the confirmation number and name.
🛂 Passport Copy and Guest Registration
Unlike many countries, Japan legally requires hotels to make a copy of your passport if you are a foreign tourist.
- You’ll also be asked to fill out a guest registration card (宿泊者名簿), including:
- Full name
- Address (in your home country)
- Nationality
- Signature
📌 This applies to every non-resident guest, even if you are staying in the same room.
Japanese residents are exempt from this, but may still be asked to provide ID in some cases.
💳 When and How You Pay
This is one of the key differences from hotels in many Western countries.
- In Japan, you usually pay at check-in, not at check-out
- Payment can be made by:
- Credit card (Visa, MasterCard, Amex, etc.)
- Debit card
- Japanese yen (cash)
- Some budget or capsule hotels require online prepayment or have automated check-in kiosks
- Refunds for early check-out are rare unless specified in your booking policy
💡 Always confirm payment and cancellation terms during booking.
🔑 What You Receive After Check-In
Once check-in is complete, you’ll receive:
- Your room key or keycard
- Wi-Fi password, breakfast ticket, and floor map (if applicable)
- Access to amenity stations in the lobby (toothbrushes, razors, tea, etc.)
- A luggage tag, if you stored your bags earlier
Note: Some traditional hotels or ryokan still use physical metal keys that must be returned each time you leave.
🗣️ Language Support at the Front Desk
While Japan’s hospitality is excellent, English levels vary.
- In tourist areas and larger cities, front desk staff often speak basic English
- Many hotels provide check-in forms and instructions in English, Chinese, or Korean
- For smoother communication:
- Speak slowly and clearly
- Use translation apps when needed
- Be polite and patient—staff will do their best to help
🏯 Unique Japanese Hotel Customs
Here are some things that may surprise first-time travelers:
- No tipping: It’s not expected and may even be politely refused
- Money trays are used when paying—place your cash or card on the tray, not directly in someone’s hand
- Shoes off: At ryokan or traditional-style rooms with tatami, you must remove your shoes
- Quiet public areas: Japanese lobbies are typically calm—avoid loud phone calls or conversations
- Key drop: At some hotels, you’re asked to leave your key at the front desk when leaving the building
📝 Final Tips for a Smooth Check-In
- Arrive on time or notify the hotel if you’ll be late
- Keep your passport and reservation email easily accessible
- Know your room number, breakfast time, and checkout policy before leaving the front desk
- If you have any issues, the front desk is usually happy to help—even if communication is slow
🎌 In Summary
Checking in at a Japanese hotel is usually straightforward—but with a few rules that are different from home. By understanding the passport copy rule, the upfront payment system, and a few local customs, you’ll have a calm and respectful start to your stay.
🌸 Japan is a country that values structure, clarity, and service. If you match that mindset—even just a little—your hotel experience will be smooth, memorable, and full of omotenashi (hospitality).
🎥 For more travel tips and guides on all things Japan check out the PiQtour YouTube channel!
