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. Singapore, New Zealand, and the Philippines may request Route B where instructed by the receiving authority, depending on the document purpose.
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, including options for time-sensitive authentication matters.
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. The United States and the United Kingdom may use Route A — Translator-Certified Route with gyoseishoshi certification. Singapore, New Zealand, and the Philippines may request Route B — Notary-Verified Route where instructed by the receiving authority, depending on the document purpose. 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 BNew Zealand
Immigration New Zealand · Department of Internal Affairs Route BPhilippines
PSA · DFA · Bureau of Immigration Route BProcess & Timeline
From Inquiry to DeliveryStandard processing takes 3-7 business days from inquiry to delivery. Express service (next-business-day, +50%) and same-day rush (+150%) are available for time-critical matters. The full process is supported for clients residing overseas, including international shipping via DHL or EMS.
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) uses a unified price across all 5 countries.
7 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 seven 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 and purpose, but 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. 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 embassies (e.g., German Embassy) state in their official FAQs that "apostille cannot be obtained after a translation has been attached to the document."
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 legal expiration date, but receiving authorities often impose their own validity standards.
| Receiving Authority | Typical Validity |
|---|---|
| USCIS (United States) | Within 12 months of issuance is commonly used |
| UKVI (United Kingdom) | Recent issuance may be requested |
| Singapore ICA | Within 3-6 months of issuance |
| Immigration New Zealand / New Zealand receiving authorities | Varies by receiving authority and document purpose |
| Philippines PSA | Within 6 months of issuance is commonly used |
For the family register, both the document issuance date and the apostille acquisition date may be checked. Please plan with sufficient lead time, working backwards from your final submission deadline. We provide a "reverse-calculated schedule from final submission date" upon engagement.
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
For overseas clients, we also offer WhatsApp Business communication to accommodate time zone differences.
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 | Usually not requested | USCIS accepts translator's sworn certification in some filing contexts (8 CFR §103.2(b)(3)) |
| United Kingdom | Route A | Usually not requested | UKVI may ask for a third-party translator; self-translation by applicant or family may not be accepted |
| Singapore | Route B check | May be requested | ICA may request translation certified by a notary public in the issuing country |
| New Zealand | Route B check | May be requested | Immigration New Zealand / Department of Internal Affairs instructions vary by procedure |
| Philippines | Route B check | May be requested | DFA, PSA, and embassy submissions may request notarized translations |
Route A (the United States / the United Kingdom): May be completed with gyoseishoshi's Certification of Translation Accuracy, subject to receiving authority instructions.
Route B (Singapore, New Zealand, and the Philippines): May require a 4-step process via Japanese notary public, Legal Affairs Bureau, and MOFA apostille where requested by the receiving authority.
For more details, please refer to our Country-by-Country Guide.