How to plan a trip to Japan: what to organise and when to do it
- japansophy
- 5 days ago
- 8 min read
With more trips to Japan under our obis than we care to admit, Japansophy knows a thing or a hundred about prepping for that long-awaited Tokyo adventure. We remember way back then writing to the tourist office in Hiroshima or Fukuoka or Sendai (pen and paper, peeps!) and asking for the telephone numbers of local hotels so we could book in advance. These days, of course, the info is all at your fingertips on websites like this one. Still, we know what it feels like to plan that first-time trip, and the waves of posts spouting advice from "experts" who have been to Japan... once... for 10 days... can leave you more confused than ever. So here's our schedule of the things you have to take care of before setting off to Japan, tried and tested on our own trips and those we have organised for others.
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As far in advance as possible
Flights
Now, we understand that it's not always possible to book flights far in advance and your trip to Japan could well be a spur-of-the-moment, spontaneous, hey-let's-go-to-Japan sort of idea. Maybe you've found bargain flights that are too good to turn down and you're leaving - gulp - in three weeks' time! If that's the case, then you've already thrown planning caution to the wind and don't need us telling you how to organise your trip. bargains like this do come up from time to time but, at least here in Europe, it has generally been our experience over the last 30+ years that flights to Japan tend not to drop much in price as time goes on. Just the opposite, in fact. The airlines release their flights around 11 months in advance, so if you already have dates in mind (and especially if you plan to travel to Japan at peak times, such as cherry blossom season), you should probably go ahead and book as early as you can. Our tip: book as soon as you find a price you are comfortable with and don't even peek again later at the prices – no regrets!
Accommodation
Not too many years ago, hotels in Tokyo, Kyoto or Osaka were relatively cheap and plentiful, even at the last minute. If you were paying more than 6000 yen a night for two in a decent three-star business hotel in central Tokyo, you were paying too much. Now that tourism is booming in Japan, there is definitely a wider choice of accommodation (especially with the rise of AirBnB), but rooms in good locations at the cheaper end of the scale book out incredibly quickly. If you leave it too long to book your accommodation, you might find it difficult to get the room you want, where you want and at the price you're willing to pay. Luckily, comparing what's available and booking accommodation has never been easier. has never been easier. Our tip: always book your hotels as soon as you book your flights but take the "free cancellation" option. Like flights, accommodation is only likely to get more expensive the longer you leave it but, by booking with free cancellation, you can be sure you won't be left homeless while keeping your options open, should anything better open up. This can indeed happen: sometimes hotels are booked up in advance by tour agencies but some rooms then come available at a later date. Some hotels in Japan tend not to release their full room contingency until around 4 months in advance. So book early, but keep checking, so you can cancel and rebook if you find a better deal down the line.
Three months in advance
Visa & passport
For those travellers who need a visa to enter Japan, you should apply for your visa at least 3 months in advance. Depending on your passport and where you live, it can take up to 3 months to receive your visa and you don't want to be panicking, having to make an extra trip to the nearest Japanese Embassy or paying more for an emergency visa.
This is also a good time to check the validity of your passport. It has to be valid in any case for the duration of your trip, but some airlines insist that your passport is valid for another 6 months after your return journey, so be sure to be check the expiry date and also the Japanese immigration rules / airline requirements. Make sure, too, that your passport is in good condition (many a passenger has been turned away at check-in because of water damage or tears, for example) and has room for immigration stamps.
Tickets
Admission tickets for some of the popular attractions (think: Shibuya Sky, Sky Tree, Ghibli Park, etc.) go on sale 2-3 months in advance and can sell out for specific dates and times (for example, sunset hours for Shibuya Sky) in minutes. Now is the time to decide what attractions you want to visit on your trip. Once you have your shortlist, you should check the official websites to see when the tickets for the date you want go on sale and mark these in your calendar. Our tip: you can buy your tickets for most attractions on a ticket service like Klook, so you'll have everything organised on one place. Some tickets, like for Shibuya Sky, were notoriously difficult to book with foreign cards in the past but even the official website now sells through Klook. Click here or below to find and book your tickets:
Two to three months in advance
Medicines
The Japanese authorities are very strict when it comes to bringing certain types of medication into Japan and substances that are commonplace in medicines in other countries might be banned, so make sure you check before you go, if you are allowed to bring your medicine with you. All cannabis-based products, all amphetamines and even many decongestants and cold medicines are illegal in Japan, for example, and you risk arrest if you try to import them. The import of other non-illegal prescription drugs is restricted and you can bring in just one month's supply. If it is essential that you bring medication with you from home that contains restricted substances or a larger supply, you can apply for an exemption. More information is available here. In any case, if you have to bring medication with you into Japan, it is advisable to get a letter from your doctor confirming that you have been prescribed the medication. This letter should be dated no more than 3 months before you arrive in Japan.
Insurance
If you haven't already, now is definitely the time to take care of travel insurance and overseas health insurance. Some credit cards offer a certain amount of travel insurance (cancellation, delay, loss of suitcases, etc.) included if you use the card to book your trip, but read the fine print very carefully and check what's covered and what's not. Our tip: Since Japan is prone to natural disasters like earthquakes and typhoons, make sure that any travel insurance covers "force majeure" (acts of god): you don't want to be stuck paying for hotel bills in Kyoto, train tickets and possibly even expensive flights, just because you're stuck in Tokyo because of a typhoon.
Overseas health insurance might be part of your travel insurance package or it might be separate. The Japanese government are considering making health insurance cover mandatory for all foreign tourists (possibly starting in 2026), and entry might be refused after this time if you don't have medical insurance or have unpaid medical bills from a previous trip to Japan. Medical insurance is recommended in any case, since a simple doctor's visit or short hospital stay can result in huge bills.
One to two months in advance
School enrollment certificate
Many facilities and attractions offer special admission discounts for school children and students, but if you are travelling with kids that are over the age of 16, you'll need some sort of student card or enrollment certificate to prove they are in full-time education.
Credit card
Check your credit card in good to make sure you'll be able to use it in Japan. You may need to contact your bank or card issuer to have your card enabled for overseas use. In any case, you will need a PIN. You should also check what rates you will have to pay if you use your card to pay in Japan or to withdraw yen. It may be cheaper to withdraw a large of yen in cash at once (a fixed fee) rather than pay for lots of smaller purchases.
Passport copies
Now that you (probably) have your visa, you should consider making either photocopies or a digital copy of your passport. You are required to carry your passport with you at all times while in Japan, so won't be able to tuck it safely away in your hotel safe. If the worst happens and you lose your passport while out and about, having a copy at hand can help get a replacement quickly.
Sim card
If you want to use a physical SIM card while in Japan, you should order it now. You can buy SIM cards relatively cheaply in Japan after you arrive but having a card (or an eSIM) that you can use immediately when your plane lands will save you time and might be useful in the airport already. If your phone is e-SIM enabled, you won't have to switch out the physical SIM card in your phone and can start using your Japan SIM as soon as you arrive.
Immigration
If you haven't been to Japan for a few years and still remember the paper immigration forms that cabin crew used to bring round before landing, you might be surprised to learn that you can now take care of all the immigration stuff in advance from the comfort of your own living room. You'll go to the Japan immigration website (Visit Japan Web) and register there. You'll then have a QR code that you can save on your phone or print out and can use this to pass through immigration. This will save you time and stress in the airport.
Two to three weeks in advance
Shinkansen tickets
If you are planning to travel within Japan, in particular by Shinkansen, you can buy them up to three weeks in advance on the official Shinkansen site (Smart Ex). You will have to register first on the site with your credit card to book this way. Otherwise, you can book your Shinkansen tickets online in advance on Klook - you'll be able to choose your seats and will have a QR code as a ticket. Click here to check prices and availability for your dates. Check out our Shinkansen articles here for the low-down, tips and tricks on using the bullet train in Japan.
Airport transfers
If you are travelling with kids, have a lot of luggage or arrive in Japan late at night (public transport stops before midnight in most cases), you might prefer to organise a private transfer from the airport to your hotel. It will be no problem to find a normal taxi at the airport, but if you need a bigger vehicle for more than three people or more luggage, it's advisable to book a transfer in advance. The driver will be waiting for you at the airport and you won't have any surprises when it comes to the fare. You can book your transfer through Klook as soon as you have your flight number.
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