Authorization Letter Template for Collecting a Lost Item in Japan
Before you send anything
- Contact the place first. Confirm they have the item and ask what they need for someone else to collect it.
- Name the collector exactly. Use their full name as it appears on their ID. Staff may check it.
- Ask about seals and IDs. Some Japanese forms have a seal (hanko) field, and some places want a copy of your passport. Ask what is required so you don't send the wrong thing.
- Protect your ID. Send a passport copy only to the business that asked, by private message or email.
Template 1: Email to a hotel
Hotels usually accept a short email from the address on your booking. Send it from that address if you can.
Subject: Authorization to collect my item — [Your name], Room [number], [check-in]–[check-out]
To whom it may concern,
I stayed at your hotel from [check-in date] to [check-out date] under the name [your name], room [number], and I believe I left [item description] there.
I authorize [representative's full name] to collect this item on my behalf. Please release it to them when they arrive with photo ID.
Thank you,
[Your name] / [your email or WhatsApp]
Template 2: Form for a train station
Railway companies usually have their own form, and the station may give you one to fill in. If you need to prepare something in advance, a bilingual version like this covers the usual items. Print it, sign it, and send a clear photo.
委任状 / Letter of Authorization
日付 / Date: [date]
駅名 / Station: [station name] 鉄道会社 / Railway: [operator]
委任者 / Principal (owner of the item)
氏名 / Name: [your full name]
住所 / Address: [your home address or hotel]
連絡先 / Contact: [phone or email]
印 / Seal or signature: ______________
私は、下記の遺失物の受け取りを、代理人に委任します。
I authorize the person below to collect the following lost item on my behalf.
遺失物 / Item: [item description]
遺失日 / Date lost: [date] 路線 / Line: [line name]
代理人 / Agent (collector)
氏名 / Name: [collector's full name]
住所 / Address: [collector's address]
連絡先 / Contact: [collector's phone]
Attach a photo of your passport page if the operator asks. See our train and station guide for how to find the right station and phone number.
What to write for the item
Be specific, so staff can match it to what they hold: type, brand, color, size, and anything distinctive, such as a case, a sticker or the contents of a bag. Avoid listing valuables in more detail than needed.
If the hotel or station won't accept it
- Some places only release property to the guest in person. Then the alternative is to ask them to ship it. See what to do when a hotel won't ship.
- If a station insists on a seal and refuses a signature, ask what they accept from a visitor, or whether the owner can confirm by phone.
Frequently asked questions
What is a letter of authorization in Japan?
It is a short signed document in which you give another person permission to act for you, here to collect an item you left behind. In Japanese it is called an inin-jo (委任状). There is no single legal format for this purpose, but the receiving hotel or railway company decides what it will accept.
Do I need a hanko (personal seal)?
Some Japanese forms have a seal field, and most travelers don't have a hanko. Many places accept a signature instead, but this varies, so ask the hotel or station before you send the document.
Should I attach a copy of my passport?
For train operators, a copy of your photo ID is often requested. Hotels usually match your stay details instead. Send a copy only to the business that asks for it, and never post it publicly.
Can I sign it electronically or send a photo?
In most cases a signed document sent as a clear photo or scan by email or chat is what people use. Whether the receiving side accepts it, or wants an original, is up to them, so ask.
Does the authorization letter need to be in Japanese?
Not always. Hotels often accept English, and the person collecting can explain it. Railway companies usually have their own Japanese form, so a bilingual version, with Japanese on top and English below, is the safest.
Don't want to deal with the paperwork?
JapanFetch prepares the right form for the place, handles it in Japanese, collects your item and delivers it in Tokyo, Saitama or Kanagawa. You pay only once we confirm it can be released.
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