Family Register and Seal Registration

Family Register

Japan has a system called the family register (koseki), which records individual personal information, such as date of birth, marriage and so on. Although the family register does not directly involve foreign residents, births and deaths and other official information occurring in Japan must be registered.

Birth Notification

If a child is born in your family in Japan, please submit a Birth Notification form (with the Birth Certificate written by the doctor or midwife) to the Family/Resident Registration Counter within 14 days.
* Refer to the Application for Initial Registration of Foreign Resident Registration.

Marriage Notification

The following are required when submitting marriage notification:

1. Certificate of Entitlement for Marriage (Issued by the local government of your country or the embassy of your home country in Japan) *If the document is not in Japanese, then a Japanese translation is also required.
2. Proof of nationality (such as your passport) and Japanese translation
3. Marriage notification form available at the Nakano City Office (Besides the signature of each applicant, the signature/seal imprint of two witnesses is also required.)

* As required documents may be different depending on the country, please notify in advance.

Death Notification

If a family member dies in Japan, please submit a Death Notification form (with the Death Certificate written by the doctor) to the Family/Resident Registration Counter within seven days after the death. At the same time, please return the foreign resident registration card, National Health Insurance card, seal registration card and pension handbook of the deceased to the city office.

• Inquiries: Family Registration Desk, Family/Resident Registration Section
• Tel: 3228-5503

Seal Registration

In Japan, a seal (inkan) is generally used instead of a signature.
When stamping it on important documents, such as contracts with your seal, you can officially certify the authenticity of the seal by using the seal that is registered with the city office in advance, and attaching a Seal Registration Certificate issued by the city office to the document.

Application for Seal Registration

A registered foreign resident who is 15 years of age or older may register a seal. When registering, apply in person at the Family/Resident Registration Counter (Nakano City Office 1F), bringing your seal and foreign resident registration card. You will be issued a seal registration card. If someone else applies on your behalf, a handwritten letter by the applicant giving the representative the power of attorney is required (the seal registration card cannot be issued on the same day in this case).
Furthermore, since the seal to be registered must comply with designated regulations, please consult the city office in advance. The handling fee for seal registration is 300yen.

Issuance of a Seal Registration Certificate

Apply for a certificate by bringing the seal registration card. You do not need to bring the seal. The handling fee for the certificate is 300yen per copy.

• Inquiries: Residents' Records Desk, Family/Resident Registration Section
• Tel: 3228-5500