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Get Birth Certificates in Japan – Tokyo and Osaka

Japan does not issue a “birth certificate” in the Western sense. Instead, Japan uses a family registry system called the koseki (戸籍), and births are recorded in the koseki of the household. The document used to prove birth and family status is the koseki tohon (全部事項証明書 — full family register extract) or koseki shohon (個人事項証明書 — individual extract). These are issued by municipal offices in Tokyo and Osaka, and serve the same legal purpose as a birth certificate in other countries.

Birth Registration in Japan

Under the Family Registration Act, every birth in Japan must be reported within 14 days at the local municipal office (shiyakusho or kuyakusho) where the child was born or where the parents are registered. The hospital issues a birth notification form (shussei todoke) that parents submit to complete registration. Once registered, the birth is recorded in the household’s koseki.

Documents Required

• Hospital birth notification form (shussei todoke)
• My Number cards or residence cards of both parents
• Completed birth report form (obtainable at the municipal office)
• Passport (for foreign residents)

How to Get a Birth Certificate (Koseki) in Tokyo

Tokyo is divided into 23 special wards (ku), each with its own ward office (kuyakusho). To register a birth and obtain a koseki extract in Tokyo:

1. Visit the ward office (kuyakusho) of the ward where you are registered or where the birth occurred
2. Submit the hospital birth notification (shussei todoke)
3. Present both parents’ My Number cards or residence cards
4. Once registered, request a koseki tohon or koseki shohon extract
5. Pay the issuance fee (typically ¥450 per copy)

Many Tokyo ward offices also allow koseki extract requests online or by mail, and through convenience stores using My Number card authentication.

How to Get a Birth Certificate (Koseki) in Osaka

Osaka has ward offices across its 24 wards (ku). The process is the same as Tokyo:

1. Visit the ward office of your registered ward in Osaka
2. Submit the shussei todoke within 14 days of birth
3. Request a koseki tohon or shohon extract once the birth is registered
4. Pay the fee (typically ¥450 per copy)

Osaka also offers online koseki extract requests via the My Number card portal.

Birth Registration for Foreign Residents in Japan

Foreign nationals residing in Japan who give birth must register the birth at their local municipal office within 14 days. They must also notify their home country’s embassy or consulate to register the birth in their home country’s civil records. This ensures the child holds proper nationality documentation from both countries if applicable.

Tips for Getting a Birth Certificate in Japan

• Submit the shussei todoke within 14 days — many hospitals provide this form and assist with submission
• Use the My Number card to request koseki extracts online or at convenience store terminals (e.g., 7-Eleven, Lawson)
• Keep multiple certified copies of the koseki tohon — they are needed for school enrollment, passport applications, and other official purposes
• For Japanese nationals abroad, births can be registered at the nearest Japanese embassy within 3 months

Frequently Asked Questions

What is the difference between a koseki tohon and a koseki shohon?

A koseki tohon is a full extract of the household register showing all family members. A koseki shohon is an individual extract showing only the details of one person. For most birth-related purposes, the shohon is sufficient, but international use often requires the tohon.

How long does it take to get a koseki extract in Japan?

Over-the-counter requests at ward offices are typically processed immediately. Online requests may take a few days for the document to be mailed.

Can non-Japanese children get a koseki entry?

If at least one parent is a Japanese national, the child can be registered in the koseki. Children with no Japanese parent are registered separately in the foreign resident system and do not have a koseki entry.

Conclusion

Birth registration in Japan through the ward offices in Tokyo or Osaka is a well-organized process. Submitting the hospital birth notification within 14 days records the birth in the household’s koseki. Koseki extracts — Japan’s equivalent of a birth certificate — can be obtained at ward offices, by mail, or digitally using the My Number card system.