Key Points
- A Japanese family register and related registry certificates are public documents used to establish a Japanese national's civil status, family relationships, marriage, divorce, and other recorded matters.
- For submissions to the United States, the United Kingdom, Singapore, New Zealand, and the Philippines, we handle Ministry of Foreign Affairs apostille procurement and Certified Translation into English.
- Depending on the receiving authority, the required record may be a full family register certificate, an individual record certificate, a removed family register, or a pre-revision family register.
- The required record type, date of issue, number of originals, and need for translation or authentication must be confirmed against the receiving authority's instructions.
What is a Japanese Family Register?
戸籍謄本 / Koseki TohonThe Japanese family register, known as koseki tohon (戸籍謄本), is a public document issued by the municipal office of the registered domicile (honseki, 本籍). It records family relationships including birth, marriage, parent-child relationships, and other matters of civil status. The family register can be used as family relationship proof for overseas government agencies, immigration authorities, universities, and courts.
Because the family register is classified as a public document under Japanese law, an apostille can be obtained directly from the Ministry of Foreign Affairs of Japan, without prior notarization (unlike private documents such as affidavits or powers of attorney). However, English translations of the family register are treated as private documents, so the translation or additional authentication format may differ by receiving authority. Where requested by the receiving authority, the translation certificate side may require additional authentication even after the original family register receives the MOFA apostille.
Our office is located in Akasaka, Tokyo — within close proximity to the Ministry of Foreign Affairs (Kasumigaseki). We support family register procurement, MOFA apostille, Certified Translation, and international mailing, with office-side priority handling reviewed case by case where possible.
A note on terminology: A gyoseishoshi (行政書士) is a Japanese certified administrative procedures specialist licensed under the Gyoseishoshi Act. The profession is a national qualification regulated by the Ministry of Internal Affairs and Communications, with statutory authority to prepare and submit documents to government agencies, including apostille applications.
Authentication Requirements by Country
Two Routes — Translator-Certified vs. Notary-VerifiedAuthentication route and translation requirements differ by destination country and receiving authority. Under Route A — Translator-Certified Route, after obtaining the MOFA apostille on the original family register, a Certification of Translation Accuracy or Certified Translation may be attached where accepted by the receiving authority. Under Route B — Notary-Verified Route, the original family register still receives the MOFA apostille; on the translation certificate side, notary certification, Legal Affairs Bureau seal certification, and MOFA apostille may be required where requested by the receiving authority. We check the applicable route against the receiving authority's instructions.
United States
USCIS · State Authorities · Federal Courts Route AUnited Kingdom
UKVI · Home Office · GRO Route ASingapore
ICA · MOM · ACRA Route B CheckNew Zealand
Immigration New Zealand · Department of Internal Affairs Route B CheckPhilippines
PSA · Bureau of Immigration Route B CheckRoute A and Route B indicate typical workflows only. The final route is not determined solely by the destination country. It is reviewed case by case based on the document, the receiving authority's publicly available guidance or written instructions provided by the client, and current practice at MOFA, notary offices, and other relevant Japanese authorities.
Family Register Process
Document-Specific WorkflowA Japanese family register is a public document eligible for MOFA apostille. However, the required form of certified translation or additional authentication may vary depending on the receiving institution. We review the destination country, receiving institution, and purpose of submission before arranging the proper sequence of procedures.
* Apostille requirements, translation certification format, and original document submission requirements vary by receiving institution.
Pricing for Family Register
Standard Package and Translation-Only OptionsTwo pricing plans are available for family register apostille and certified translation. For overseas submissions, the Country-Specific Standard Package (¥77,000+, tax included where applicable) uses a standard fee shared across all 5 countries.
8 Common Issues with Family Register Authentication
Frequently Asked QuestionsFamily registers are commonly submitted for overseas use, but they can also lead to rework when format, name representation, or receiving-authority instructions are unclear. Below are eight common issues identified by our office, along with how we address each.
My passport name and family register name don't match. Will this be a problem?
This is a common point to check in overseas submissions. USCIS (United States) and UKVI (United Kingdom) may review consistency in name representation across documents. Three areas deserve careful attention:
- Romanization variations: "OH" vs. "O", "TSU" vs. "TU", "JI" vs. "ZI". Examples: 王 (Oh / O), 津田 (Tsuda / Tuda)
- Middle name handling: If listed in the passport, treatment in the translation should be checked
- Maiden name vs. current surname: Post-marriage name changes should align with the family register record. Where discrepancies exist between the passport and the document, a separate Affidavit of Name Change may be requested
Our process uses a copy of your passport at engagement, and we check the translation's name representation against the receiving authority's instructions.
Should I obtain the family register (koseki tohon) or the abbreviated version (koseki shohon)?
This depends on the destination country, receiving authority or institution, purpose of submission, document type, issue date, and current document status. The family register (koseki tohon, full record) is commonly used for overseas submissions. It contains information for all family members and can be used as family relationship proof.
| Purpose | Common approach |
|---|---|
| USCIS (K-1 fiancé visa, Green Card) | Family register (full record) |
| UKVI (Spouse Visa, Settlement) | Family register |
| Singapore ICA (PR, Employment Pass) | Family register |
| Department of Internal Affairs / New Zealand matters | Family register |
| Philippines PSA (CENOMAR submission) | Family register |
| Individual birth verification only | Abbreviated version may suffice (verify with destination) |
Original family registers (kaisei genkoseki) or removed family registers (joseki tohon) may also be requested for cases involving inheritance or proof of past family records. Email is recommended for written family register document review and quotation requests. Please contact us with the specific instructions from the receiving authority.
Can I remove the staples from the document?
Please do not remove the staples. The family register's pages are stapled together to function as a single, integrally bound certificate. Removing the staples can make identity of the document difficult to confirm.
If you accidentally remove them, the document may need to be reissued by the municipal office. For overseas residents, this can involve re-engaging family in Japan or a gyoseishoshi for reissuance, resulting in additional time and cost.
When sending to us, please send the family register stapled and unfolded (a stiff A4-sized envelope is useful).
Can I attach the translation before obtaining the apostille?
No. This is a common workflow issue in authentication procedures. The usual order is:
- (1) Apostille is obtained on the original family register from MOFA
- (2) Certified Translation is then attached to the apostilled original
Attaching the translation before apostille causes the translation to be treated as a private document, and the document set as a whole may be considered different from the original. Some receiving authorities may strictly review the binding order and the authentication target. We therefore check the receiving authority's instructions before arranging the procedure sequence.
We check workflow sequencing against the receiving authority's instructions.
How long is the family register valid for overseas submission?
The apostille itself has no uniform expiration date. For MOFA apostille applications in Japan, public documents are generally required to be issued within three months of issuance. Receiving authorities may set their own document recency requirements depending on the application type, purpose of submission, and planned submission date.
| Receiving Authority | Document Recency Review |
|---|---|
| USCIS (United States) | Confirm based on filing category, purpose of submission, and planned submission date |
| UKVI (United Kingdom) | Confirm based on application type, purpose of submission, and planned submission date |
| Singapore ICA | Confirm against the receiving authority's instructions for the relevant procedure |
| Immigration New Zealand / New Zealand receiving authorities | Varies by receiving authority, visa type, application category, and planned submission date |
| Philippines PSA | Confirm based on application type, purpose of submission, and planned submission date |
For the family register, both the document issuance date and the apostille acquisition date may be checked. Timing depends on municipal office issuance, original document status, document type, translation volume, MOFA processing, notary-office and Legal Affairs Bureau availability where applicable, courier schedule, and the receiving authority's requirements. Office-side priority handling may be reviewed case by case where possible, but external authority schedules still apply. For time-sensitive family register submissions, email-based document review is recommended as early as possible.
I live overseas. Can I obtain a Japanese family register and have it apostilled?
Yes, we also support overseas-based clients. Direct application from overseas is not possible, but we provide the following services on your behalf:
- Family register procurement: Upon receipt of a power of attorney, we obtain the family register from the registered municipal office (¥5,500 per document + actual fees)
- MOFA apostille procurement: Handled efficiently from our Akasaka office, with proximity to the Ministry of Foreign Affairs
- Certified Translation: Gyoseishoshi-issued Certification of Translation Accuracy attached
- International shipping: DHL, FedEx, EMS, registered international mail, or another trackable method to your overseas address
We support clients located in the United States, the United Kingdom, Singapore, New Zealand, and the Philippines. Overseas clients should prepare:
- Passport copy
- Power of attorney (we provide a template)
- Registered domicile (honseki) information
WhatsApp Business may be used for initial overseas inquiries, but formal quotation, document scope, written instructions, power of attorney review, procurement details, and international shipping instructions may be handled by email.
How do the translation requirements differ between the 5 countries?
The 5 countries we serve have distinct instructions, divided into two broad routes:
| Country | Translation Route | Notary Public | Notes |
|---|---|---|---|
| United States | Route A | Subject to instructions | After MOFA apostille on the original family register, Certification of Translation Accuracy may be attached where accepted by the receiving authority |
| United Kingdom | Route A | Subject to instructions | After MOFA apostille on the original family register, Certified Translation may be attached where accepted by the receiving authority |
| Singapore | Route B check | May be requested | Original side: MOFA apostille. Translation certificate side: notary certification, Legal Affairs Bureau seal certification, and MOFA apostille may be required where requested |
| New Zealand | Route B check | May be requested | Translation requirements vary by receiving authority, visa type, and application category |
| Philippines | Route B check | May be requested | Original side: MOFA apostille. Translation certificate side: additional authentication may be required where requested by the receiving authority |
Route A (the United States / the United Kingdom): After obtaining the MOFA apostille on the original family register, a Certification of Translation Accuracy or Certified Translation may be attached where accepted by the receiving authority, subject to the receiving authority's instructions.
Route B check (Singapore, New Zealand, and the Philippines): The original family register side receives the MOFA apostille. On the translation certificate side, notary certification, Legal Affairs Bureau seal certification, and MOFA apostille may be required where requested by the receiving authority.
Email-based review is recommended where the receiving authority's instructions, translation format, or authentication route must be checked in writing.
For more details, please refer to our Country-by-Country Guide.
How should I request a written family register review or quotation?
Email is recommended for written family register document review, quotation, and written instructions. Please include your destination country, receiving authority or institution, purpose of submission, document type and quantity, issue date if already obtained, current document status, requested deadline, and shipping destination.
WhatsApp Business may be used for initial overseas inquiries, and LINE may be used by clients residing in Japan. Formal quotation, document scope, and written instructions are handled by email where a written record is needed.