How to certify a birth in Japan
Birth Certificate in Japan
Birth Certificate can be translated into 'shussho-shomeisho' in Japanese. 'shussho' means 'birth', and 'shomeisho' means 'certificate'.
In Japan, a document entitled "Birth Certificate/Shussho-Shomeisho" can not be issued by a public authority. But depending on a nationality of a person, a place of birth, and so on, a following document may be obtained and used as a document to certify his/her birth in Japan.
Certificate of Acceptance/'juri-shomeisho'
Juri-Shomeisho, literally translated Certificate of Acceptance, is a formal document to attest a fact that "a birth notification was officially accepted by the head of local municipal government pursuant to Japanese laws".
This "Certificate of Acceptance/Juri-Shomeisho" is often used as Birth Certificate for a foreign national to certify his/her birth in Japan.
This certificate usually contains:
- name of baby born
- date of birth
- place of birth
- names of father and mother
and so forth.
"Certificate of Acceptance/Juri-Shomeisho" can be obtained at a municipal office where the birth notification was submitted.
*** Important ***
Only a person who submitted a birth notification can apply for and obtain this certificate, that is in most cases a father and/or a mother is eligible to apply for the certificate.
To apply for juri-shomeisho, the exact name of municipality/ward where a notification was submitted and the date of its submission are necessary. Our office cannot provide these information.
Family Register/'Koseki'
Japanese "Family Register/Koseki" is the official file kept at a municipal government office to record personal events such as Birth, Marriage, Divorce, Death, and so forth of a Japanese national.
If a person who needs a birth certificate is a Japanese national, a document related to koseki can be used to certify his/her birth.
** Important **
A koseki file is created only for Japanese national. If a baby (or a person who need a birth certificate) is not a Japanese national, a koseki related certificate can not be issued.
Certificate of Family Register
Certificate of Family Register is a formal document to attest the matters recorded in the family register. In Japanese, it is called zembu-jiko-shomei or kojin-jiko-shomei.
Zembu-jiko-shomei is a certificate which attests particulars of all persons in the register, and kojin-jiko-shomei is the one which attests particulars of one or some person(s).
Zembu-jiko-shomei or kojin-jiko-shomei can be obtained at a local municipal office where his/her domicile is registered.
Certified copy of Family Register
Koseki-tohon or koseki-shohon is a traditional type of document which is issued in the form of a certified copy.
A tohon or shohon literally means a certified copy of all pages or some particular pages.
Koseki-tohon or koseki-shohon is not used so often these days. But if you are required to get the original records at the time of your birth, koseki-tohon or koseki-shohon might be used.
Koseki-tohon or koseki-shohon can be also obtained at a local municipal office where his/her domicile is registered.
Note: A koseki related document was issued in the form of a certified copy to attest the matters recorded. But today many municipal offices adopted computer system to keep the koseki file so it is issued in the form of certification above.
Certificate of Matters written on the Notification/'kisai-jiko-shomeisho'
Kisai-jiko-shomeisho or Certificate of Matters written on the Notification is a formal document to attest matters written on the birth notification accepted by the head of local municipal government.
Kisai-jiko-shomeisho usually contains:
- name of person born
- date of birth
- place of birth
- names of father and mother
- date of birth of father and mother
- registered domicile or nationalities of father and mother
- duration of the pregnancy
- number of child(ren) born to this mother
- weight and height of the child at birth
- type of birth (single or multiple)
- attendant at birth
and so forth.
It is usually issued in the form of a certified copy of the submitted notification at a municipal office where the birth notification was submitted or an office of the legal affairs bureau.
Remarks
Note 1: Birth Certificate by Medical staff
Birth Certificate by a medical staff is required when you submit a birth notification to a local municipal government in Japan. "Birth Certificate by a medical staff" is the certificate issued for the purpose of the notification, and it is not the certificate issued by a "public authority".
Note 2: Submission of Birth Notification/'Shussho-Todoke'
Regardless of a nationality of a baby and/or parents, a birth in Japan should be notified to a Japanese local municipal government office in the form of "Birth Notification/Shussho-Todoke" though there are some exceptions. After the notification is duly accepted by the head of municipal government, formal documents above can be obtained.
Note 3: 'shussho' vs 'shussei' and 'shomei' vs 'shomeisho'
Some people pronounce 'Shussei' instead of 'Shussho'. And, 'Shomei' is the same as 'Shomeisho'.
So, Shussei-Shomeisho, Shussho-Shomeisho, Shussho-Shomei and Shussei-Shomei all mean the same.
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"Gyoseishoshi", literally translated Administrative Scrivener, is a registered specialist in documentation, officially qualified by laws in Japan.
As a registered Administrative Scrivener, we can arrange:
- Legalization
- Notarization
- Translation
for you.
Legalization(Apostille)
Legalization is the process at Japan MOFA and/or foreign delegate in Japan before you submit the document in your home country or embassy. We are very pleased to assist you to get your document legalized in Tokyo.
Notarization
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