Virtual Office in Japan (2026): Company Registration, Visa Rules and Costs

A virtual office in Japan (バーチャルオフィス, bacharu ofisu) gives you a registered business address without renting office space. Any company type can use a virtual office address for company registration at the Legal Affairs Bureau (法務局, homukyoku).

However, three limits apply:

1. Licensed trades such as real estate need physical premises.

2. The Business Manager visa has required a physical office since October 16, 2025.

3. Banks also review virtual office applicants closely.

Across the market, a virtual office plan that allows registration typically costs ¥5,000 to ¥15,000 a month. MailMate's Launch plan costs ¥12,900 and adds English mail summaries, registered mail and bilingual support. Even at the top of that range, you pay a fraction of the cost of a small Tokyo office, which can cost over ¥4 million in its first year.

This article covers registration, visas, banking, costs and location. For the full setup process, check out our step-by-step guide to company incorporation in Japan.

Virtual office Japan: key facts at a glance

What is a virtual office service in Japan?

A virtual office is a business address service, not a room. You get a professional business address, mail handling and, on some plans, phone answering services. You do not get a desk or physical workspace. Providers also call it a virtual business office or virtual office space.

Companies use virtual office services to build a business presence in Japan before they commit to a real estate lease. The address can be used on your company registration documents, website and invoices.

Virtual office vs other office solutions

Premium serviced offices sometimes add lounges or fitness centers. Most new businesses only need the address and mail handling at first. You can move to offices or coworking later as your business needs grow.

Virtual address vs virtual mailbox

Many virtual office providers in Tokyo forward paper mail but give you no online access. A virtual mailbox scans each envelope so you can read your mail from anywhere. MailMate combines both: a virtual address for company incorporation and online mail handling services with English summaries.

Can I register a company at a virtual office address?

Yes. Japanese law requires every company to state a head office location in its articles of incorporation. Commercial registration law places no limit on the type of address you use. A virtual office meets the rule (Mizuho Bank).

Your registered address appears on the company registry certificate, tokibo tohon (登記簿謄本). Tax offices and other authorities send official notices there. That is why reliable virtual office mail forwarding matters.

What you need from your virtual office provider

• An address consent letter (使用承諾書, shiyo shodakusho) that confirms you may use the address for registration

• Written confirmation that your virtual office plan allows company registration

• Identity verification under the Act on Prevention of Transfer of Criminal Proceeds (犯罪収益移転防止法). Reputable providers always run this check.

Which entities can register

Every company type can register at a virtual office address. Sole proprietors can use one too:

• Kabushiki kaisha and godo kaisha

• Branch offices of foreign companies

• Limited partnerships, associations and foundations

• Sole proprietors, who list the address on their kaigyo todoke (開業届) at the tax office rather than registering

One rule trips up new businesses. You cannot register a trade name that another company already uses at the same address. Search the name before you file.

For every step, fee and filing deadline, see our company incorporation in Japan guide. For a full list of who uses one, read our guide to virtual office use cases.

Which businesses cannot use a virtual office address?

The limit sits in your business licence, not in company registration in Japan. Some licensing authorities inspect your physical premises before they approve you. A virtual office cannot pass that inspection (virtual office use cases).

Licences that need physical premises

• Real estate brokerage (宅建業, takkengyo)

• Construction contracting (建設業, kensetsugyo)

• Temporary staffing and job placement

• Secondhand goods dealing (古物商, kobutsusho)

• Judicial scriveners and lawyers

• Food service, alcohol retail and healthcare

• Waste collection and adult entertainment

Businesses that usually can

• Consulting, software and IT services

• Online retail and import trading of general goods

• Design, writing and other creative industries

• Social insurance labour consultants (社労士, sharoushi)

Licence rules change, so check with the issuing authority before you sign a contract. Regulated wording often asks for "independent office space" or a place to display your licence. If you see that wording, plan for office space in Tokyo or a serviced office instead.

Virtual offices and the Business Manager visa

You cannot get a Business Manager visa (経営・管理, keiei kanri) with a virtual office. Since October 16, 2025, immigration requires a physical office leased for business use. It rejects virtual offices and nominal addresses, and home offices in principle.

The same reform raised the bar in five other ways:

• Capital of at least ¥30 million, up from ¥5 million

• At least one full-time employee who is Japanese, a special permanent resident, or holds permanent resident, spouse or long-term resident status

• Japanese ability at CEFR B2 (such as JLPT N2) for you or a full-time employee

• Three years of management experience, or a relevant master's or doctorate

• A business plan checked by a Japanese SME consultant (中小企業診断士), CPA or tax accountant

Current visa holders get a grace period until October 16, 2028. Until then, immigration will not refuse a renewal only because the new rules are unmet. After that date, renewals must meet the rules, though healthy, tax-compliant businesses are judged case by case.

How founders still use a virtual office

Many international companies register first at a virtual office and run the business from abroad. They move to serviced offices or a rental office before the visa application.

The 4-month Business Manager visa gives you time to incorporate after arrival, but you still need an office and ¥30 million. The startup visa gives up to a year to prepare, and the new rules apply when you switch.

Opening a corporate bank account with a virtual office address

You can open a corporate bank account with a virtual office address, but approval is not guaranteed. Banks screen virtual office applicants closely because shell companies misuse these addresses. They want proof that your business is real, active and traceable.

Banks that accept virtual office applicants

These banks accept corporate applications from companies at a virtual office address:

• GMO Aozora Net Bank. An online bank popular with startups.

• Rakuten Bank (corporate application)

• PayPay Bank, formerly Japan Net Bank (corporate application)

• MUFG Bank (corporate application) and Mizuho Bank (corporate application)

Online banks such as GMO Aozora Net Bank state on their own sites that virtual office companies can apply. They also tend to process applications faster. Compare options in our guide to banks for foreigners in Japan.

What banks check

• Address. A valid Japanese address where business mail reliably arrives

• Activity. A website, invoices, contracts or signed deals

• Capital. Realistic paid-in capital and a clear funding source

• Management. Director background and your reason for entering Japan

• Risk. Regulated industries and unclear revenue face more scrutiny

Checklist before you apply

• ✔️ A professional website, ideally with a Japanese page

• ✔️ A business plan that explains your business operations in Japan

• ✔️ Contracts, invoices or letters of intent

• ✔️ Certificate of incorporation and articles of incorporation

• ✔️ Paid-in capital records and IDs for directors and beneficial owners

• ✔️ A Japanese phone number and a business email domain

Apply once you can show real activity, not the day after incorporation. Prepare Japanese documents alongside English ones. Expect in-person or video identity checks, plus detailed follow-up questions.

MailMate's address is a real physical address in Japan, so you can list it on your application. A well-prepared application has a reasonable chance. Still, plan for the possibility of a refusal.

How much does a virtual office cost in Japan?

A virtual office in Japan costs from under ¥1,000 to about ¥50,000 a month. The price depends on whether the address allows company registration, and on extras like call handling. Read our full breakdown of virtual office costs.

Typical price tiers

Watch for extra fees. Providers often charge separately for parcels, international forwarding and scanning. Some also set a minimum term of 6 to 12 months.

MailMate virtual office plans

All three plans include registered mail, English mail summaries and domestic forwarding. Multinational and Concierge add international forwarding by FedEx, DHL or EMS. Plans run month to month, and you can cancel anytime.

Yearly billing saves 20%. Prices are as of October 2026; check the plans page for the latest. Usage fees apply on top, such as ¥180 per mail open and ¥500 plus postage per domestic forwarding.

Unique benefits of MailMate's virtual office solution

• A virtual office address you can use for company incorporation

• Mail scanned to a cloud dashboard you can check from anywhere

• Instant forwarding of scans to your accountant or lawyer

• English mail summaries on every plan, with support from bilingual staff

• Bill payment on your behalf, for ¥500 plus 3.6% to 4% per bill

• Japanese phone numbers and bilingual receptionist services, available as add-ons

• 24/7 camera monitoring, shredding on request and 256-bit encryption

Image. Woman receiving notifications from MailMate for mail received on her behalf at her virtual office address.

Virtual office vs traditional office space

A small 20 m² office costs far more than a virtual office rental. Deposits, key money (礼金, reikin) and brokerage fees drive up the first-year bill.

The table uses monthly billing and are estimates calculated by MailMate. On yearly billing, the Launch plan costs ¥123,840 a year, so the savings grow by ¥30,960.

A virtual office is a cost effective way to test the market. You can move to serviced offices or a rental office once revenue justifies it. See our guide to the cost of starting a business in Japan for the full budget.

Tokyo, Fukuoka or elsewhere: does the virtual office location matter?

Yes, in two practical ways. Your address decides which Legal Affairs Bureau registers your company. It also sets which tax offices you deal with.

Location also shapes your company's credibility with Japanese clients and banks. A prime location in Tokyo's CBD gives your company a professional image. Shibuya suits creative industries. Fukuoka is an ideal location for companies selling into Asia.

Companies are moving back to Tokyo

Teikoku Databank tracked head office moves in 2025, and the trend favours Tokyo business addresses:

• 363 companies moved into the Tokyo area (Tokyo, Kanagawa, Chiba and Saitama)

• 325 companies moved out

• The result was the first net inflow since the pandemic

Osaka (69 companies) and Fukuoka (37) sent the most. Growing local businesses want to be near Japanese clients and staff.

MailMate virtual office locations

• Tokyo: Shinjuku and Nihonbashi (virtual office in Tokyo)

• Fukuoka: Tenjin, in a national strategic special zone for startups (virtual office in Fukuoka)

Compare more Tokyo areas in our guide to virtual offices in Tokyo. If you plan a startup visa, confirm that your city takes part.

How to choose a virtual office provider

The right office provider depends on your business needs, not just the lowest price. Ask these questions before you sign.

Six questions to ask

1. Does the plan allow company registration? Get it in writing. Some providers restrict registration to higher tiers.

2. How often do they forward mail? Monthly mail forwarding can make you miss tax deadlines. Weekly or on-demand scanning is safer.

3. Do they accept registered mail and parcels? Tax offices and courts send registered mail. Check that staff can sign for it.

4. Is support in English? Most government mail arrives in Japanese. A bilingual team saves you translation costs.

5. What is the minimum term? Look for month-to-month plans and clear cancellation rules.

6. What do additional services cost? Ask about parcel storage, international forwarding and scanning.

Compare the main providers

• International networks. Regus, Servcorp, WeWork and The Executive Centre offer offices, coworking spaces and meeting rooms in more locations. Members enjoy on demand access to an ideal workspace for client meetings. See our comparisons of Regus alternatives, Servcorp alternatives, WeWork Japan and Executive Centre alternatives.

• Japanese budget providers. These offer affordable options from a few thousand yen a month. Support is usually Japanese-only.

• Bilingual mail specialists. MailMate's services designed for foreign founders focus on business mail forwarding, English summaries and bill payment. It suits international companies run from abroad. International forwarding starts on the Multinational plan.

Need a Japanese number too? Read our guides to a Japanese business phone number and virtual receptionist services.

How to move your registered address to a virtual office

Moving your head office to a virtual office takes five steps. You must file within two weeks of the move. Late filing can bring a fine of up to ¥1 million.

1. Approve the move. The board or shareholders approve the address change. A move outside the city named in your articles also needs a shareholder vote to amend them.

2. Set up mail forwarding. Submit a Japan Post forwarding notice. Japan Post forwards mail for one year from the filing date. Mail marked 転送不要 (do not forward) is returned instead, so update your bank and tax office directly.

3. File with the Legal Affairs Bureau. Include the address consent letter (使用承諾書, shiyo shodakusho) from your new provider. The registration license tax is ¥30,000 within one bureau, or ¥60,000 across two bureaus.

4. Re-register your seal if needed. A move to another bureau's area requires a new seal registration. Since February 15, 2021, seal registration is optional for online filings.

5. Notify other offices. Update the tax office, local tax offices, Japan Pension Service, Hello Work and your bank.

Read our full guide to changing your company's registered address for the forms you need.

Using a virtual address for an online shop in Japan

Yes, you can list a virtual address on an online shop. Japan's Act on Specified Commercial Transactions (特定商取引法, tokutei shotorihiki ho) requires sellers to show a name, address and phone number. The address must be one where you are actually active and reachable. A PO box does not count. A virtual office address works if you can reliably receive mail and respond there.

Follow three steps to stay compliant:

1. List the virtual office address and a phone number on your shop's legal notice page.

2. Make sure you can receive mail and calls there. Customers and regulators must be able to reach you.

3. Or, instead of listing them, state that you will disclose your address and phone number on request. Article 11 of the Act permits this approach when you respond without delay.

Each marketplace also sets its own rules. Check the terms for Amazon, Rakuten or your platform before you publish. For platform choices, see our guides to selling online in Japan and Japanese online marketplaces.

(See Question 18 in the Consumer Affairs Agency's guide to the Act.)

Virtual offices in Japan: Frequently asked questions

Can I use a virtual office address for company registration in Japan?

Yes. Any company type can register at one. However, some licensed trades still need a physical office for their licence. Japanese law requires a head office address in your articles of incorporation, but not floor space.

Ask your virtual office provider for an address consent letter (使用承諾書, shiyo shodakusho) to file at the Legal Affairs Bureau. Confirm in writing that your virtual office plan allows company registration before you sign.

How do I get a virtual address in Japan?

You can get a virtual address in Japan online in three steps. Most providers activate the address within one to five business days.

1. Choose a virtual office provider. Pick a plan that allows company registration and forwards mail often enough for tax deadlines.

2. Pass the identity check. Japanese law requires providers to verify every customer. Expect to submit a passport or residence card, and a certificate of residence (住民票, juminhyo) issued within three months if you live in Japan. Companies also submit a registry certificate, or a copy of the articles before incorporation.

3. Receive your address and consent letter. The provider issues an address consent letter (使用承諾書, shiyo shodakusho). You file it with your company registration or address change.

With MailMate, you sign up online and choose a Tokyo or Fukuoka address. Plans start at ¥12,900 a month, with no minimum term.

Can I get a Business Manager visa with a virtual office in Japan?

No. Since October 16, 2025, the Business Manager visa requires a physical office leased for business use. Immigration does not accept virtual offices or nominal addresses.

The reform also set a minimum capital of ¥30 million. You also need a qualifying full-time employee and three years of management experience or a relevant degree. You can still register at a virtual office first and lease space before you apply.

Which businesses cannot use a virtual office address in Japan?

Licensed trades that need inspected premises can register at a virtual office but cannot get their licence there. These include real estate brokers, construction contractors, staffing agencies and secondhand goods dealers.

Judicial scriveners, lawyers, food service and healthcare providers also need physical premises. Consulting, software and online retail businesses usually can use a virtual office.

Can a company with a virtual office open a corporate bank account in Japan?

Often, but approval is not guaranteed. GMO Aozora Net Bank, Rakuten Bank and even Mizuho Bank accept applications from virtual office companies. Every bank still screens your business closely.

Banks look for a website, contracts, realistic capital and a clear business plan. Apply once you can show real business operations.

How much does a virtual office cost in Japan?

Most plans cost from under ¥1,000 to about ¥50,000 a month. A plan that allows company registration usually costs ¥5,000 to ¥15,000.

The MailMate Launch plan costs ¥12,900 a month and includes a registration address, registered mail, English mail summaries and domestic forwarding. Check for extra fees such as parcel storage and international mail forwarding.

How much does it cost to move my registered address to a virtual office?

The registration license tax is ¥30,000 within one Legal Affairs Bureau area. It is ¥60,000 if the move crosses into another bureau area.

You must file within two weeks of the move. Late filing can bring a fine of up to ¥1 million. Set up Japan Post forwarding before you move. After filing, update the tax office, pension office and your bank.

Does the virtual office location matter in Japan?

Yes. Your address decides which Legal Affairs Bureau registers your company and which tax offices you use.

A prestigious address in central Tokyo builds credibility with Japanese clients and banks. Fukuoka suits startups and companies selling into Asia. In 2025, more companies moved into the Tokyo area than out, for the first time since the pandemic.

What is the difference between a virtual office and a serviced office in Japan?

A virtual office gives you a business address, mail handling and optional phone answering, with no workspace. A serviced office gives you a fully furnished private office you can use every day.

Serviced offices cost far more. A private, lockable room leased for business use can meet Business Manager visa rules, but shared desks usually cannot. Licence rules vary, so check with the issuing authority. Many new businesses start with a virtual office and upgrade later.

In closing

A virtual office gives you a registered business address in Japan for a fraction of the cost of office space. Any company type can register at one. Licensed trades and Business Manager visa applicants still need a physical office.

We recommend starting with address and mail handling to build a professional presence in Japan. Then, add a physical office when your business or visa plans require one. If you are still planning your market entry into Japan, MailMate's startup virtual office plans help you launch your business effortlessly.