Koseki Tohon: What Is Japan’s Family Register System?

In daily life, it's not often that a copy of one's family register (戸籍 = koseki) is needed. However, if you are a Japanese citizen, there are several important occasions when a copy of a koseki is required to prove one's identity and family relationships according to Japanese law.

In this article, we'll cover what is Japan's family register system, different instances when citizens will need to provide koseki records, and how to acquire a copy. 

What is Japan's family register system (戸籍 = koseki)? 

A koseki tohon, or family register, is an official document that notes births, deaths, and marriages in Japan. It is commonly required for legal, inheritance, passport, and international procedures involving Japanese nationals. The family registry system is governed by the Ministry of Justice in Japan.

Request for Family Register Certificate and Other Documents (Koseki Shoumeisho-tou Koukiku Koufu Seikyuu-sho) for Minato Ward, Application Form

The document contains details such as an individual's name, date of birth, registered domicile (本籍地 = honseki chi), marital status, the names and relationships of birth parents, and children's names. 

When a child becomes independent or marries, they are removed from their parents' family register, and they create a new one in the ward where their marriage was certified (Family Register Act, section 9, 13).

All information recorded in a family register is based on statements by citizens to their local city office. Additionally, because only Japanese citizens have koseki family registry records, it also serves as a way to verify citizenship. 

You can also fill out a 戸籍証明書等請求書 (Koseki Shoumeisho tou Seikyuu-sho) which allows you to request a family register certificate, along with other related documents.

Do foreign residents have a koseki?

Foreign residents are not subject to Japan's family register system. Therefore, they are not required to have a koseki. A foreigner married to a Japanese national will have their name, date of birth, and nationality listed in their partner's family register but will not have their own entry. 

However, foreign residents are subject to the Family Register Act and are required to notify births, deaths, and marriages that occur in Japan to their local municipal office. 

Foreign residents (same as Japanese residents) notify the office by filing the appropriate paperwork such as notification of marriage (婚姻届 = kekkon todoke), notification of child's birth (出産届 = shussan todoke), notification of death (死亡届 = shibou todoke). For Japanese citizens, these filed documents will automatically update their koseki.

If you have obtained Japanese citizenship through naturalization, you can either create a new family register or join a Japanese spouse's family register (Family Register Act, section 103). 

Can descendants of Japanese citizens request a koseki from the city office? 

If you can prove a familial relationship between you and your Japanese family members, then you are permitted to request your family register from the city office. This is often requested by descendants of Japanese citizens who wish to know more about their heritage.

Video “Basics of the Family Register (KOSEKI) #1” by IMS Legal Professional Corporation.

What is the purpose of a family register in Japan?

Family registers perform the following 3 crucial roles for municipal governments:

1. Serves to prove Japanese citizenship.

2. Verifies a person's identity.

3. Determines familial relationships.

When is a family register copy needed? 

The following situations require submitting one's family register:

• During inheritance procedures.

• When creating a will.

• Claiming life insurance.

• When applying for pension benefits.

• Applying for and renewing one's Japanese passport.

• When registering marriage in a municipality outside of one's registered domicile.

Additionally, there are other times when a copy of one's family register is required, such as when filing for divorce, changing one's legal name, and adopting a child.

The 2 types of family register documents: koseki tohon vs koseki shohon

There are 2 types of family register documents:

1. a comprehensive copy of a family register (戸籍謄本 = koseki tohon) that includes all family records and

2. an extract of a family register (戸籍抄本 = koseki shohon) that contains a portion of the family register, such as information for 1 family member.

Depending on what you need the family register for, Japanese nationals will need to submit one or the other to complete certain official paperwork. Most procedures that require an individual to present a family register will usually disclose which one you should submit for the given situation. 

Note: Sometimes, a comprehensive copy of a family register (戸籍謄本 = koseki tohon) is called a "certificate of all records” (全部事項証明書 = zenbu jiko shomei sho). The difference between these names depends on whether the municipality has computerized its family register system or not. 

Which one do I need: koseki tohon or koseki shohon?

Use the table below to quickly determine which family register document is normally required.

In simple terms: If the procedure requires confirmation of your entire family structure, you will almost always need a koseki tohon. If the procedure only concerns one person’s record, a koseki shohon may be sufficient.

Koseki vs. juminhyo: What's the difference?

If you've been researching official documents in Japan, you've likely come across both the koseki and the juminhyo (住民票). They're often mentioned together, but they serve very different purposes.

The simplest way to think about it: the koseki is your family record, and the juminhyo is your residency record.

For example, when applying for a passport, you need your koseki tohon to prove citizenship and family relationships. When opening a bank account or registering a new address, a juminhyo is typically what's required instead.

Foreign residents will generally only ever deal with the juminhyo, since the koseki system is restricted to Japanese citizens. The one exception is if you marry a Japanese citizen—in that case, your name will appear in your spouse's koseki, but you still won't have your own entry.

👉 Need a copy of your juminhyo? See our guide: How to Get a Juminhyo in Japan

Who can file for a family register copy? How to get a koseki tohon in Japan?

Individuals listed in the family register, spouses, and immediate relatives can submit the required documents to obtain a copy. Foreign residents married to Japanese citizens can also apply for a copy of their partner's family register (Family Register Act, section 10).

In some cases, a proxy (代理人= dairinin) can submit the necessary paperwork to obtain a copy of a family register. (Depending on the situation and reasons behind the request, certain municipalities may not permit this.)

Is it possible to acquire a family register copy at any city office? 

Individuals can only obtain a copy of their family register at the city office of one's registered domicile (本籍地 = honseki chi). A registered domicile (本籍地 = honseki chi) is the village, city, or town where the head of household chooses to maintain their family register. 

If you don't know where your registered domicile is, you can find out by obtaining your certificate of residence (住民表＝jumin hyo) from your city office.

It is possible to request a koseki tohon application form by mail, although it is most often applied for in person. In the future, My Number Card holders will be allowed to request family register forms from a convenience store. 

Step-by-step how to get a koseki tohon in Japan in person 

To get a family register at the city office, citizens fill out an application form (申請書＝shinsei sho) and present it with other required documents. Required documents will depend on who is submitting the paperwork and specific guidelines of the city office. 

Step 1. Prepare the required documents. 

If you or your spouse (or direct relative) is presenting the application form for your family register, you will need the following: 

1. Identification document(s), such as your driver's license, My Number card, passport, national health insurance card, etc.

2. Documentation showing the relationship to the person listed in the family register.

Note: If a proxy is submitting the application form on your behalf, they will need your power of attorney (委任状＝inin jo), their identification document(s), such as a driver's license, My Number Card, passport, national health insurance card, etc., and a photocopy of the identification document(s) of the person granting the power of attorney.

Step 2. Download and fill out the application form. 

This form will differ from city to city. Some cities have the application form available online. To find out if this is the case for your city, Google the terms: [your city name] + 戸籍謄本. If the form is not available online, then you must go in person to the city office and apply there. 

Step 3. Go to the city office and submit your documents. 

If all documents are in order, you will receive your family register on the spot after paying a set fee (1 family register form = ¥350 to ¥450).

Image. Minato-ku's family register application form.

Step-by-step how to request a family register by postal mail

Most cities allow you to submit the family register form by postal mail. If your registered domicile's city office permits this, these are the general steps:

Step 1. Download the koseki application form from your municipality's website. 

Downloadable application forms for official documents and certificates are often available on the city office's website. Fill it out and set it aside. Also, make note of the municipality address to which you must send your paperwork. 

If your permanent domicile (honseki) is outside Minato Ward and you need you're full family register certificate, you can fill out the Application for Certificate of Residence for Non-Minato City Residents.

Step 2. Make photocopies of the required ID-verifying documents to include. 

Usually, one of the following: My Number Card, driver's license, health insurance card, residence card, etc.

Step 3. Create a fixed amount postal money order (定額小為替 = teigaku kogawase) issued by Japan Post Bank

This is a common payment method for official documents and certificates issued by the government sent by mail. In the case of family registers, the fee will depend on how many copies you need and the type of family register you are requesting (1 family register form = ¥350 to ¥450).

Step 4. Prepare a return envelope with your name, postal address, and 94-yen stamp affixed.

The required documents and submission methods may differ slightly depending on your registered domicile's prefecture, municipality, or city. Be sure to check the city office's website for which documents and submission methods are accepted. 

Step 5. Receive a copy of your koseki tohon or koseki shohon in the mail. 

If all your papers are in order, expect to receive a copy of your family register within one week to 10 business days. However, because this option can take some time to process, it may not be suitable if you're pressed for time and need the document immediately. In which case, apply in person at your registered domicile's city office. 

Step-by-step: How to get a koseki tohon from a convenience store kiosk

Since the Family Register Act was revised on March 1, 2024, My Number Card holders can obtain a koseki tohon or koseki shohon directly from multi-copy machine kiosks (マルチコピー機) at convenience stores nationwide. This is the fastest option, only taking about five minutes, and the document prints on the spot.

The service is available at Seven-Eleven, Lawson, FamilyMart, and Ministop locations that have a multi-copy machine. As of early 2025, around 56,000 stores across Japan support the service. It's operated by the Japan Local Government Information System Organization.

Before you start: check these two things

1. Does your municipality participate? Not all city offices have enabled the convenience store issuance service. Search your city's name plus "コンビニ交付" on Google to confirm. If your municipality is not enrolled, you will need to apply in person or by mail instead.

2. Is your registered domicile different from your current address? If your honseki (registered domicile) and your current residential address are in different municipalities, you must complete a one-time pre-registration before using the kiosk. See the note at the bottom of this section.

What you need

• A My Number Card (マイナンバーカード) with a valid electronic certificate. Note: the paper notification card is not accepted.

• Your 4-digit user authentication PIN.

• Cash or, at Seven-Eleven locations, nanaco electronic money.

Step 1. Go to the multi-copy machine and select "行政サービス."

At the kiosk touchscreen, tap the button labelled 行政サービス (Government Services). If prompted to review terms of use, select 同意する (Agree).

Step 2. Select "証明書の交付" (Certificate Issuance)

On the next screen, select 証明書の交付. Then select 証明書交付サービス on the following screen. Note that the exact screen layout varies slightly between Seven-Eleven and other chains.

Step 3. Place your My Number Card on the card reader

Set your card on the designated card reader on the machine. The kiosk will verify that your card is compatible with the service.

Step 4. Select your municipality

Choose the municipality that issued your family register. If your registered domicile and current address are in the same municipality, select お住まいの市区町村の証明書 (Certificate from your municipality of residence). If they differ and you have completed pre-registration, select the relevant option for non-resident domicile holders.

Step 5. Enter your 4-digit PIN

Enter the 4-digit user authentication PIN you set when you received your My Number Card. After entering your PIN, remove your card from the reader and keep it safe. You will not need it again for the rest of the process.

Step 6. Select the document type

From the list of available documents, select 戸籍全部事項証明書 (koseki zenbu jikou shomeisho) for a full family register, or 戸籍個人事項証明書 (koseki kojin jikou shoumeisho) for an individual extract. Choose the number of copies you need.

Step 7. Review and confirm

The machine displays a summary of your request. Check the document type, number of copies, and fee before confirming. If anything needs correcting, you can go back to the relevant screen.

Step 8. Pay the fee

Insert the required amount into the machine. The fee is typically ¥350 to ¥450 per copy, the same as at the city office counter. Payment is by coin or cash at most locations. Seven-Eleven kiosks also accept nanaco.

Step 9. Collect your document

The document prints immediately. The machine will sound an alert to remind you to collect both the certificate and your change. The certificate is printed on tamper-proof paper with an encoded pattern on the reverse, which can be used to verify its authenticity online.

If your registered domicile is in a different municipality: pre-registration required

If your current address and honseki are in different municipalities, you need to register your domicile details in advance before the kiosk will issue your koseki. Here is how to do it.

Option A: Register at a convenience store kiosk. At the kiosk, go to 行政サービス and look for the registration application option (利用登録申請). You will need your My Number Card and your registered domicile address. The registration takes around 5 business days to process. This option is available at Seven-Eleven, Lawson, FamilyMart, and Ministop, though not at Seicomart.

Option B: Register online. You can also apply via the J-LIS registration site at https://www.lg-waps.go.jp, though this requires an IC card reader for your computer to read your My Number Card.

Once your registration is confirmed (you will receive a notification), you can use any compatible convenience store kiosk to obtain your koseki, regardless of which municipality it is registered in.

Things to keep in mind

• The service is available daily from 6:30 AM to 11:00 PM, including weekends and public holidays. This makes it considerably more flexible than the city office counter.

• You cannot use this service on the day you receive your My Number Card. It becomes available the following business day, and in some cases two business days later.

• If your koseki has been recently updated due to a birth, marriage, or death notification, there may be a delay of several days before the new information appears in the kiosk system.

• Documents obtained at a convenience store are printed on different paper than those issued at the city office counter but are equally valid for official use.

• Refunds are not available once a document has been printed. Double-check the document type and number of copies before confirming payment.

Frequently asked questions

What is Japan's family register system (戸籍 = koseki)? 

A family register is an official document that notes births, deaths, and marriages in Japan.

Do foreign residents have a koseki?

Foreign residents are not subject to Japan's family register system. Therefore, they are not required to have a koseki.  

What is the difference between koseki tohon and koseki shohon?

A koseki tohon is a comprehensive copy of a family register that includes all family records. Whereas a koseki shohon is an extract of a family register that contains a portion of the family register, such as information for 1 family member.

Can I get an English translation of koseki tohon?

Services are available that provide English translations of the koseki tohon. Immigration lawyers and certified translators typically provide these services.

What is the purpose of the koseki tohon?

Family registers (koseki tohon) proves Japanese citizenship, verifies a person's identity, and determines familial relationships.

In closing

If you are a Japanese descendant, getting a copy of your family registry may prove enlightening and help you with the creation of a family tree.

If you need further assistance with communicating with a local government office, consider signing up to MailMate for exclusive access to our bilingual concierge service and your very own address in Japan.