What is a Japanese Certificate of Residence?
住民票 / JuminhyoThe Japanese Certificate of Residence — juminhyo (住民票) — is a public document issued by Japanese municipal offices under the Basic Resident Registration Act, certifying current address and household composition. It records the holder's current address, full name, date of birth, gender, relationship to the head of household, registered domicile (honseki), and other key information. In international filings, the juminhyo can be used as a "Proof of Residence" document for Japanese residents.
The juminhyo is commonly used for submissions involving the United States, the United Kingdom, Singapore, New Zealand, and the Philippines, including spouse visa, residence, work, education, tax, banking, employer, or local authority address-verification requests. Beyond visas, it may also be used for overseas bank account opening, driver's license updates, tax filings, and other address-verification contexts.
Because the juminhyo is a public document under Japanese law, an apostille can be obtained directly from the Ministry of Foreign Affairs of Japan, without prior notarization. However, English translations 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 checks the applicable route against the receiving authority's instructions.
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.
Three Decisions: Type, Scope, and My Number
Getting the Right Version of Your JuminhyoThe Certificate of Residence comes in multiple variants and issuance options, and the appropriate choice depends on your destination and purpose. We help clients navigate three decisions — type, scope, and My Number inclusion — so the certificate can be aligned with the receiving authority's instructions without redundant information.
Decision 1: Which type?
| Type | Content | Primary Use |
|---|---|---|
| Certificate of Residence (utsushi) | Full copy of Basic Resident Register entry | Commonly used for overseas filings |
| Certificate of Recorded Items | Selective items only | Bank account, contracts |
For international filings, the Certificate of Residence (utsushi) is commonly used. The Recorded Items version can create information gaps depending on the receiving authority's instructions.
Decision 2: Whole household or individual?
| Scope | Content | Commonly used for |
|---|---|---|
| Whole household | All household members | Spouse visa or family relationship proof |
| Individual (self only) | Applicant only | Single applicants' address proof |
For USCIS Green Card filings and similar family-relationship documentation, the whole household version may be suitable depending on the receiving authority's instructions.
Decision 3: Include or redact My Number?
| Choice | Typical approach | Reasoning |
|---|---|---|
| My Number redacted | Default approach | Common for international submissions; reduces leakage risk |
| My Number included | Limited cases | Only where the destination authority specifically asks |
We normally default to redacted My Number. Foreign authorities usually have no system to process Japanese personal numbers, and redaction helps avoid unnecessary information disclosure.
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 Route AUnited Kingdom
UKVI · Home Office Route ASingapore
ICA · MOM Route BNew Zealand
Immigration New Zealand · Department of Internal Affairs Route BPhilippines
PSA · DFA · Embassy of Japan 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 Certificate of Residence
Two Plans for Certificate of Residence AuthenticationWe offer two pricing plans for Certificate of Residence apostille and certified translation. The Country-Specific Standard Package (¥77,000) uses a unified price across all 5 countries. Because the juminhyo is commonly used alongside other overseas filing documents, bundle discounts are available when ordered together with other documents like the family register, tax certificate, or police clearance certificate.
7 Common Questions About Certificate of Residence Authentication
Frequently Asked QuestionsThe Certificate of Residence is commonly used in overseas address-verification contexts, but recurring questions arise: which type to obtain, household versus individual scope, My Number redaction, what happens if you've moved overseas, convenience store issuance, and country-specific translation instructions. Below are seven of the most common questions we receive, along with practical guidance.
What's the difference between a Certificate of Residence (utsushi) and a Certificate of Recorded Items?
These two are easily confused but serve different purposes:
- Certificate of Residence (juminhyo no utsushi): a complete copy of your registration in the Basic Resident Register — commonly used for overseas submissions
- Certificate of Recorded Items (juminhyo kisai jiko shomeisho): only certifies selected items — risks information gaps when submitted abroad
For international filings, the Certificate of Residence (utsushi) is commonly used. The Recorded Items version, by limiting which items are certified, can create information gaps depending on the receiving authority's instructions. We confirm the appropriate type at the quote stage based on your destination's instructions.
Should I get the household version or the individual version?
It depends on your destination and purpose:
| Filing | Common approach |
|---|---|
| Spouse visa, family relationship | Household (shows all family members) |
| Single applicant work visa or PR | Individual may be suitable |
| Minor child's visa application | Parents' household (proves parental link) |
| USCIS I-485 | Household may be suitable |
| UK Spouse Visa | Household |
| Singapore PR application | Household |
When in doubt, we check the scope against the receiving authority's instructions. We propose an appropriate choice at the quote stage based on your specific filing.
Should I include or redact My Number on the certificate?
We normally advise redacting My Number for international submissions. Here's why:
- Foreign authorities have no system to process Japanese personal numbers
- Redaction reduces information leakage risk
- Cases where destination countries ask for My Number are rare
That said, IRS Foreign Tax ID Reporting instructions may occasionally involve Japanese My Number references. Check the destination's specific instructions and we'll arrange an appropriate issuance format.
At the counter: select "omit" on the application form's My Number field. At a convenience store kiosk: choose "omit" on the issuance screen. When we handle procurement on your behalf, we default to redacted.
What if I've filed an overseas relocation notice (kaigai tenshutsu todoke)?
Once you file an overseas relocation notice, your Japanese resident registration becomes deregistered (jokyo) and a current Certificate of Residence cannot be issued.
- While you have no Japanese address → the Certificate of Residence is unavailable
- The alternative document → the Family Register附票 (Koseki no Fuhyo), obtainable from your registered domicile
- After returning to Japan → file a transfer-in notice and the standard Certificate of Residence becomes available again
The Family Register附票 records the address history of Japanese nationals and may be treated abroad as a substitute for the Certificate of Residence in such situations, depending on the receiving authority. We handle this alternative path for overseas-based clients.
Time zone considerations? We support overseas clients via WhatsApp Business, with power-of-attorney-based procurement of the Family Register附票 or family register itself.
Can I apostille a Certificate of Residence obtained at a convenience store via My Number Card?
Yes — convenience-store-issued Certificates of Residence can be apostilled directly, with no difference from counter-issued ones. Available at Seven-Eleven, Lawson, Family Mart, and other major chains, the system is supported by most Japanese municipalities.
Please note:
- You'll need your My Number Card and 4-digit PIN
- Some municipalities don't yet support convenience-store issuance
- At the kiosk, select "omit" for My Number on the screen
- Convenience-store certificates are printed on watermark-secured special paper
We charge the same pricing for apostille and certified translation regardless of how the certificate was obtained. This is a particularly convenient option for overseas-based clients during temporary visits to Japan — you can obtain the document near your hotel or family home and hand it to us afterwards.
How long is the Certificate of Residence valid for overseas submission?
The certificate itself has no legal expiration, but receiving authorities set their own validity windows. Because the Certificate of Residence serves as proof of current address, validity periods tend to be shorter than for other documents.
| Receiving Authority | Typical Validity |
|---|---|
| USCIS (United States) | Within 6 months of issuance is commonly used |
| UKVI (United Kingdom) | Recent issuance may be requested |
| Singapore ICA | Within 3 months of issuance |
| Immigration New Zealand / New Zealand receiving authorities | Varies by receiving authority and document purpose |
| Philippines | Within 6 months of issuance is commonly used |
Validity treatment varies by receiving authority. New Zealand validity periods vary by receiving authority and document purpose. Plan your timeline backwards from the final submission date, accounting for issuance → apostille → translation → international shipping. We provide a reverse-calculated schedule at engagement.
How do the translation requirements differ across the 5 countries?
The Certificate of Residence may be requested as proof of current address. The 5 countries we serve fall into two broad routes, subject to the receiving authority's instructions:
| Country | Route | Notary Public | Primary Use |
|---|---|---|---|
| United States | Route A | Usually not requested | USCIS filings |
| United Kingdom | Route A | Usually not requested | UKVI filings |
| Singapore | Route B check | May be requested | ICA filings |
| New Zealand | Route B check | May be requested | Immigration New Zealand / Department of Internal Affairs matters |
| Philippines | Route B check | May be requested | PSA, Marriage License |
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.