When dealing with Japanese bureaucracy from abroad, a common request from foreign governments or immigration authorities is a “Birth Certificate.” However, Japan does not have a single document that perfectly mirrors the Western concept of a birth certificate.
While the Koseki Tohon (Family Register) is the standard proof of citizenship and family status for Japanese nationals, it often lacks specific details required by foreign authorities—such as the attending physician’s signature or the exact time of birth.
For these specific requirements, you need a different document entirely: the Birth Notification Form (known in Japanese as the Shussei Todoke Kisai Jiko Shomeisho).
The Difference: Birth Notification vs. Family Register
The Shussei Todoke is the actual form filled out by your parents and the doctor immediately after you were born. It contains:
- The parents’ personal details.
- The doctor’s or midwife’s signature and seal.
- Detailed medical facts about the birth.
Unlike the Koseki, which is a static record of status, the Shussei Todoke acts as the source evidence of the birth event. This document is critical for obtaining visas, dual citizenship processing, or foreign passports (like the US Consular Report of Birth Abroad) where proof of the physical birth event is scrutinized.
The Challenge: Unlike the Koseki, which stays at a city hall, the Birth Notification Form moves. It is kept at the municipal office where the birth was registered for approximately one month to one year. After that, it is transferred to the Legal Affairs Bureau (Houmukyoku) for long-term storage (typically 27 years). Knowing exactly which bureau holds your document is the first hurdle we clear for you.
Apostille Authentication: Making it Valid Worldwide
Once we have successfully retrieved the reissue of your Birth Notification Form from the correct Legal Affairs Bureau or City Hall, it is still a domestic Japanese document. To be accepted by a foreign government (such as the US, UK, or Australia), it typically requires an Apostille.
An Apostille is a specialized certification issued by the Japanese Ministry of Foreign Affairs (MOFA). It verifies the authenticity of the official seal on the document. At Dave Higgins Office, we handle this chain of custody securely. We retrieve the certified copy of the birth form and submit it directly to MOFA in Tokyo or Osaka for authentication, ensuring it meets the strict Hague Convention standards required for international use.
Translation Services
An Apostille validates the seal, but it does not change the language of the document. The Shussei Todoke is entirely in Japanese, often with handwritten medical notes that can be difficult to decipher.
We provide a Certified Translation of the Birth Notification Form attached to the Apostilled document. Our translations are formatted to match the original layout, ensuring that foreign immigration officers can easily cross-reference the English text with the Japanese original.
Japan’s Premiere Reissue & Authentication Office Since 2012
Navigating the archives of the Legal Affairs Bureau or coordinating with the Ministry of Foreign Affairs requires precision and experience.
Since 2012, Dave Higgins Office has been the premiere administrative solicitor’s office in Japan for complex document reissuance and Apostille authentication. We don’t just fill out forms; we solve the logistical puzzle of retrieving archiving records that are often decades old. Whether you are in Okinawa, Tokyo, or applying from overseas, our long-standing history ensures that your critical documents are handled with professional speed and absolute security.