(Updated as of 05 June 2025)

Report of Birth Requirements 

• Biological Parents are Married and Registration is Within One Year from the Date of Birth

• Biological Parents are Married and Registration is After One Year from the Date of Birth  

•  Biological Parents are married after the child’s birth and there are no legal impediments to marrying each other at the time of the child’s birth

• Biological Parents are not married but the Child will use the Father's Surname

• Biological Parents are not married and the Child will not use the Father's Surname

The link to the downloadable forms is here: please click here. 

*Please note that additional requirements may be requested depending on the processor's assessment.

Ordering E-Apostille

No need for a hard copy of Certificates from PSA if the certificates are with e-Apostille

To order e-Apostille, please click here.

Processing of Requirements (In Person and Online)

Considerations:

• Choose the online application if you cannot come to the Consulate and are comfortable with detailed procedures and a longer timeline.
  
• Choose the in-person application if you want a faster turnaround and to avoid extra costs like Japanese notary fees. With the in-person application, you can get the Report of Birth (ROB) within the day for an additional fee of 1,500 yen, and you can also apply for a passport at the same time (subject to the availability of a translator and signing officer).

Please weigh these factors carefully to choose the method that best suits your situation.

Appointment at the Consulate

Applicants must have a confirmed appointment schedule before coming to the Consulate.

To access the appointment site, please click here.

In case of multiple appointments,  please note that we will only retain the latest appointment and cancel the rest of the bookings to allow others to book an appointment.'

Online Application for Report of Birth (No Appearance Required) 

1. Complete the Online Application Form for Report of Birth

• Access the form by clicking here.

• Fill out the form completely and accurately.

2. Wait for the Civil Registry Unit’s Email

• After submitting the form, the Civil Registry Unit will review it.

• You will receive an email with your Service Reference Number and a checklist of the required documents you need to submit.

3. Prepare & Submit Required Documents (via Email)

• Prepare clear, scanned copies (PDF/JPEG) of all required documents.

• Send these scanned documents in the same email thread, and always include the Service Reference Number when making any inquiries or follow-ups.
  

• Ensure all documents are complete and legible for faster review.

4. Mail the Original Documents and Payment

• Once the scanned copies (soft copies) of the documents have been reviewed and verified, you will receive an email with:

  • Confirmation to mail the original documents

  • Instructions for sending the documents and payment via genkin kakitome (registered cash envelope)

• Mail the original documents, forms, and the payment.

5. Receive & Review the Report of Birth (ROB) Form

• Once the original documents and payment have been received and verified, the Civil Registry Unit will prepare the Report of Birth (ROB) form and email it to you.

• Carefully review all the details in the ROB form to ensure accuracy.

• If there are any corrections, notify the Civil Registry Unit immediately.

6. Print, Sign, and Notarize the ROB Form

• Print 5 sets of the finalized Report of Birth (ROB) form. Ensure that the forms are printed on A4-sized paper in clear, color copies.

• Sign all 5 copies.

• Have five copies notarized by a notary public in Japan.

7. Mail the Notarized ROB Form to the Consulate

• Mail the notarized copies of the ROB form to the Consulate.

8. Wait for Processing

• Once the Consulate receives the notarized ROB forms and confirms that all documents and the payment are in order, the Civil Registry Unit will begin processing your Report of Birth.

• You will receive updates via email if there are any additional requirements.

9. Receive the Report of Birth

• The final Report of Birth will be mailed to you once processing is complete.

• Keep a copy of your tracking details of the envelope you sent to us for reference.

Important Reminders:

• Make sure your scanned documents are clear and legible.
  
• Incomplete or incorrect submissions will delay processing.

Processing Time

• For Express, with an additional payment of 1,500 yen, you can get your document within the day, subject to the availability of a translator and a signing Officer.

• For Regular processing, you can get your documents within 15 to 30 working days from the date of application, provided that all documents submitted are complete and authentic. The document will be delivered via JP Post.

Application Fees

• Report of Birth ¥ 3,750
• Translation of Shusei Todoke Kisai Jiko Shomeisho  ¥ 3,750
• Affidavit of Delayed Registration  ¥ 3,750
• Certified True Copy  ¥ 3,750
• Expedited Services ¥ 1,500

For inquiries: This email address is being protected from spambots. You need JavaScript enabled to view it.