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".
Since Family Register is not created for non-Japanese national, 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 person 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 (=a father or mother in most cases) can apply for and obtain this certificate.
Family Register/"Koseki"
Japanese "Family Register" is the official file kept at a municipal government office to record 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 ** Koseki is created only for Japanese national. If a baby (or a person who need a birth certificate) is not Japanese national, 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.
It 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.
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 some persons (or one person).
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. Koseki-Tohon or Koseki-Shohon can be obtained at a local municipal office where his/her domicile is registered.
Certificate of Matters stated in the Notification/"Kisai-Jiko-Shomeisho"
Kisai-Jiko-Shomeisho or Certificate of Matters stated in the Notification is a formal document to attest matters stated in the birth notification accepted by the head of local municipal government.
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.
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.
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
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:
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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.
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