Postal Applications for Documents Related to Family Registers, Resident Records, ID (etc)

We accept postal applications for documents related to Family Registers (complete and individual records), Certificates of Identification, Resident Records (etc). 

1. Required Items

Ensure your application form is full and complete, and send us the following items in one envelope:

• Note Regarding Postage Fees
  The revision of consumer’s tax on October 1, 2019 resulted in a change in postage fees. Please double check the value of the postage stamp on return envelopes when making an application via post. If the amount of postage paid is not sufficient, the document you applied for will be sent to you stamped with  “不足料金受取人払” (Insufficient fees paid by recipient). For more information about postage fees, please see the Japan Post Website＜外部リンク＞.

1. Application form (application forms can be downloaded here)
2. Processing fee (please buy a fixed amount postal money order (定額小為替//Teigaku kogawase) from a post office, and send it to us blank. We cannot accept stamps, or municipal or national revenue stamps (収入証紙・収入印紙//Shūnyū shōshi/shūnyū inshi)) (Information about processing fees can be found here)
3. A form of identification (copy) (e.g. drivers’ license, certificate of credentials, or other form of ID issued by a public body or private enterprise; see Regarding Verification of Identity for more options (Japanese))
4. Return envelope (a self-addressed(1) and stamped(2) envelope)
   (1) As a general rule, the return address must be the address registered on the applicant’s Resident Record. However, regarding certificates related to Resident Records, we can send documents to an address other than that registered on the applicant’s Resident Record provided that 1) a reason is provided on the application form explaining why a document cannot be received at this address, and 2) you provide documents that can be used as proof of address (such as a copy of a lease agreement, a copy of a utility bill receipt, a copy of an employee ID card that clearly displays your address, etc (please note that business cards are not accepted)). For further information, please contact the Citizens Affairs Division of the ward office or the branch office to which you are going to send the application form. 
   (2) Given necessary delivery time and processing time involved in postal applications, it may take about 10 days for your documents to be delivered. This may take longer due to a variety of other factors, such as how busy the postal service is, national holidays, etc. Please take this into account when making an application. If you have an urgent application, be sure that the stamp you use on you return envelop covers express delivery. Furthermore, those who would like their documents to be delivered via registered mail (etc) should be sure to use the appropriate stamp. For more information about postage fees, please see the Japan Post Website＜外部リンク＞.

Note: If the relationship (direct blood relation) between the applicant and those listed on the requested Family Register cannot be verified via a City of Hiroshima Family Register, we will require a copy (etc) of a Family Register (complete record) that verifies the relationship. This document is not required in cases where the applicant is listed on the requested Family Register, or if the relationship can be verified via a different City of Hiroshima Family Register.  

2. Where to Apply

See Municipal Organizations for a list of ward/branch office contact details.

Note: Verification of identity has been a legal requirement since May 1, 2008, in accordance with the revised Family Registration Act and the Basic Resident Register Act. Please also note that processing fee amounts vary according to municipality; please confirm processing fee amounts beforehand if you are applying to a municipality other than the City of Hiroshima.

3. Applying from Overseas

The following methods are available for overseas applications:

1) Via family member (direct blood relations only) living in Japan (limited to documents related to Family Registers)
2) Via proxy (a Letter of Proxy is required from the applicant)
3) Via post (applicants can apply directly from overseas)

• Regarding options 1) and 2), the required items are the same as those listed above in "1. Required Items". For option 2) please also include a Letter of Proxy.
• Regarding option 3), the required items are listed below, which differ slightly from those listed in "1. Required Items".

1. Application form (application forms can be downloaded here)
   Please be sure to include contact information (email address and telephone number) as we may need to contact you to confirm the parts of your application form (etc).
2. Processing fee and return postal fee (information about processing fees can be found here)
   Please pay for processing fees in cash (Japanese yen)
   Please send Japanese yen via registered or insured mail if it is possible to send money overseas via post (we recommend inquiring at a post office in your country of residence to confirm beforehand) .
3. Form of identification (copy) (passport, etc)
4. Return envelope (a self-addressed envelope)
5. Proof of address
   Copy of an official document that serves as proof of address overseas (for example, an overseas driver’s license or other official document). Please note that we require a Japanese translation of this document.
   (The Japanese translation of this document can be done by anyone. Please include the name and stamp or signature of the translator at the end of the translation.) Please direct any inquiries to the Citizens Affairs Division of the ward office (etc) to which you are applying. Please see here for contact details of ward office Citizens Affairs Divisions.

Related Information

• Documents Related to Family Registers, Resident Recored, and Personal Seal Registration (etc)
• Application Forms for Documents Related to Family Registers and Resident Records (etc)
• Municipal Organizations