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

A koseki tohon (戸籍謄本) is a comprehensive copy of a Japanese family register. It records the births, marriages, divorces, and deaths of everyone in one family unit. Only Japanese citizens have koseki records, so a koseki tohon also proves Japanese citizenship.

A copy costs ¥450. You can get one in four ways:

• at any local city office counter in Japan, since 1 March 2024

• by mail from your registered domicile (本籍地, honseki chi)

• at a convenience store kiosk with a My Number Card

• from overseas, by mail or through a relative in Japan

This guide explains what the koseki system records, who can get a copy of the koseki, and each way to request one in 2026.

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

The family register (戸籍, koseki) is Japan's civil registration system for Japanese nationals. It records each person's birth date, marriages in Japan, divorce, adoption, and death. The Ministry of Justice oversees it, and municipal governments keep the records.

The modern koseki system dates to 1872, in the Meiji era. Today one koseki usually covers a married couple and their unmarried children who share the family name.

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

The information recorded includes:

• each person's name and birth date

• the registered domicile (本籍地, honseki chi)

• the names of each person's parents and their relationship

• marriages, divorces, and the names of children

• name readings (furigana), added from May 2025

When two Japanese citizens marry, they leave their parents' koseki and create a new one (Family Register Act, Article 16). An adult can also leave by choice through a separation filing (分籍, bunseki).

You can request a copy with Minato Ward's 戸籍証明書等請求書 (Koseki Shoumeisho tou Seikyuu-sho).

What is honseki (registered domicile)?

Your honseki chi (本籍地) is the place where your family register is kept. It does not have to be where you live. Many families keep an old family address for generations.

Your Japanese passport shows the prefecture of your honseki under "Registered Domicile." To find it, ask for a juminhyo that shows your honseki.

Do foreign residents have a koseki?

No. Only Japanese nationals have a koseki, so foreign nationals do not get their own entry. Permanent residency does not change this. See our guide to permanent residency in Japan.

A foreign spouse of a Japanese national appears in the spouse's koseki. The entry shows the foreign spouse's name, birth date, and nationality listed. They still have no own entry. This record often supports a spouse visa application.

Foreign residents still follow the Family Register Act for events in Japan. You file these at your local municipal office:

• marriage notification (婚姻届, kon'in todoke)

• birth notification (出生届, shussei todoke), within 14 days of the child's birth

• death notification (死亡届, shibo todoke)

For Japanese citizens, these filings update the koseki. For non-Japanese citizens, they produce certificates such as a Japanese birth certificate. A child of two foreign parents usually needs a dependent visa.

If you gain Japanese nationality through naturalization, you create a new koseki or join your Japanese spouse's register (Family Register Act, Article 102-2).

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

Yes, if you are a direct descendant, such as a child or grandchild of the person listed. You must prove the family relationships with records linking you to that person. Siblings and other relatives usually need a legal reason, such as an inheritance claim, and must apply at the honseki.

Many descendants abroad use old koseki records to trace family history back to the Meiji era. See "How to get a koseki tohon from overseas" below.

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? 

You usually need a koseki tohon for:

• inheritance procedures and real estate registrations after a death, often handled by a judicial scrivener

• writing a will or claiming life insurance

• pension benefits for survivors

• a new Japanese passport, or a renewal after a name or honseki change

• filing for divorce, changing your legal name, or adopting a child

• visa, marriage, or nationality procedures in other countries

You no longer need a copy of the koseki to file a marriage outside your honseki. Since 1 March 2024, the local government office checks the koseki directly.

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.

Purpose / situation	Document usually required	Why
Inheritance procedures	Koseki tohon (戸籍謄本)	Authorities must confirm the full family structure and all legally related heirs.
Court or legal procedures (family court, lawsuits, name changes, etc.)	Koseki tohon (戸籍謄本)	A complete family record is needed to verify legal relationships.
New Japanese passport, or renewal after a name or honseki change	Koseki tohon (戸籍謄本)	Passport offices stopped accepting the koseki shohon on 27 March 2023.
Submitting documents to overseas authorities or embassies	Koseki tohon (戸籍謄本)	Full family history is typically required for international verification.
Proving family relationships for multiple family members	Koseki tohon (戸籍謄本)	Shows all members recorded in the same family register.
Submitting proof for only one person (for example, your own details only)	Koseki shohon (戸籍抄本)	Only the individual’s record is needed, not the entire family register.

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. A simple renewal with no koseki changes needs no family register at all.

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.

	Koseki (戸籍)	Juminhyo (住民票)
What it records	Family lineage and relationships	Current personal and household details
Who it covers	Japanese citizens only	All residents, including foreigners
What's included	Births, deaths, marriages, parentage	Name, address, date of birth, nationality, pension/healthcare status
Issued by	Any city office (counter), or your honseki by mail	City office of your current address (現住所)
Proves	Citizenship and family relationships	Current residency and identity
Records kept for	150 years after removal	Until you deregister or move

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 new 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?

These people can request a copy of one's family register:

• the person listed, and their spouse

• direct ascendants, such as parents and grandparents

• direct descendants, such as children and grandchildren

• a foreign spouse of a Japanese citizen (Family Register Act, Article 10)

Other people, such as a sibling who is an heir, can request a copy at the honseki if they need it for a legal right or a court filing.

A proxy (代理人, dairinin) needs a signed power of attorney. Lawyers and scriveners can also request copies for legal work.

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

Yes, since 1 March 2024. Under nationwide issuance (広域交付, koiki kofu), any local city hall can issue a koseki tohon for any registered domicile in Japan. A few old paper registers are excluded.

The rules are strict:

• you must apply in person at the counter, not by mail or proxy

• only you, your spouse, and direct ascendants or descendants can apply

• you must show photo ID, such as a driver's license or My Number Card

• the office can issue only the full koseki tohon, not a koseki shohon

• siblings cannot use it

Some offices check with the honseki first, so you may collect the copy later. For a shohon, apply to your honseki by mail or at a convenience store.

If you don't know your honseki, ask for a certificate of residence (住民票, juminhyo) that shows it.

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.

At your honseki office only: 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. 

Each city has its own koseki tohon application form. Most post it online. Search your city name with "戸籍謄本 請求書" (koseki tohon request form).

You can also fill in the form at the counter. If you cannot read Japanese, bring a Japanese-speaking friend or ask staff for a sample.

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

If your required documents are in order, you get the koseki tohon on the spot. A koseki tohon costs ¥450. A removed or older register costs ¥750.

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 your 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 (¥450 per koseki tohon, ¥750 per removed or older register).

Step 4. Prepare a return envelope with your name, address, and a ¥110 stamp.

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. 

Postage rose on 1 October 2024. A standard letter now costs ¥110. Add more postage if you request several copies.

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 that case, apply in person at any city office counter.

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

If your city takes part, you can print a koseki tohon or koseki shohon at a convenience store kiosk (マルチコピー機, multi-copy machine). You need a My Number Card. It takes about five minutes.

Each city decides whether to offer this. Minoh City, for example, started in April 2021. The Japan Agency for Local Authority Information Systems (J-LIS) runs the service at Seven-Eleven, Lawson, FamilyMart, and Ministop.

Many cities charge less at the kiosk. Hiroshima and Shizuoka, for example, charge ¥100 less than at the counter.

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. The fee is up to ¥450 per copy, and often ¥100 less than at the 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 runs daily from 6:30 AM to 11:00 PM, including weekends and holidays. Pre-registration for a different honseki takes about 5 business days, so register before you need it.

• 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.

How to get a koseki tohon from overseas

You can get a koseki tohon from abroad in two ways. Check your honseki city's own page first, since rules differ.

Option 1: Ask a relative in Japan

Your spouse, parents, children, or grandchildren in Japan can request the copy for you. They need no power of attorney, but may need to prove the family relationship. Other people need your signed power of attorney.

Option 2: Request it by mail from abroad

Send these to your honseki city office:

• the city's koseki tohon application form

• a copy of your passport or other photo ID

• proof of your overseas address, such as a utility bill, since a passport shows no address

• payment for the fee and return postage

• a return envelope with your address

How to pay from abroad

Cities usually accept one of these:

• Japanese postal money orders (定額小為替, teigaku kogawase), bought by someone in Japan

• international reply coupons, which cities exchange for Japanese postage

• Japanese yen in cash, sent by registered international mail

• online or cashless payment, in some cities such as Shinjuku and Ichikawa

US international postal money orders ended on 27 March 2020, so cities cannot accept them.

Japanese nationals living abroad

A Japanese embassy or consulate cannot issue a koseki tohon. However, it accepts koseki filings, such as a birth notification. Report a child born abroad within 3 months, with a nationality reservation, or the child may lose Japanese nationality.

Furigana in the koseki: the 2025 to 2026 change

Since 26 May 2025, the koseki records name readings (氏名の振り仮名, shimei no furigana) in katakana. Before this, a koseki showed only the kanji of family names and given names.

• 2025: every honseki city mailed each Japanese national a notice of their planned reading.

• 25 May 2026: the deadline to correct a wrong reading passed.

• 26 May 2026 to about May 2027: cities add uncorrected readings to the koseki automatically.

You can change an automatically added reading once, by notification. After that, you need family court approval. New koseki tohon copies will show the furigana once your city adds it.

Can I get a koseki tohon in English?

No. The Japanese government issues the koseki tohon only in Japanese. Authorities in other countries usually ask for a certified copy plus an English translation.

• Who can translate: a professional translator, or yourself in some cases. Check what the receiving office accepts.

• When you need certification: visa, marriage, and nationality cases abroad often require a certified translation.

• Where to start: see our guide to Japanese document translation services, or find immigration lawyers in our directory.

A translation should keep the original layout, including names, birth date, honseki, and each person listed.

Frequently asked questions

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

The koseki (戸籍) is Japan's family register system, the civil registration system for Japanese nationals. It records each person's birth, marriage, divorce, adoption, and death within one family unit. Municipal governments keep the records under the Ministry of Justice. The modern system dates to 1872, in the Meiji era.

Do foreign residents have a koseki?

No. Only Japanese nationals have a koseki, and permanent residency does not create one. A foreign spouse appears in the Japanese spouse's koseki, with name, birth date, and nationality, but has no own entry. Foreign residents still file births, marriages, and deaths that happen in Japan at their local municipal office.

What is the difference between koseki tohon and koseki shohon?

A koseki tohon (戸籍謄本) is a comprehensive copy of the whole family register. A koseki shohon (戸籍抄本) is an extract for one individual family member. Inheritance, court, and passport procedures need the tohon. Passport offices have accepted only the tohon since 27 March 2023.

Can I get an English translation of koseki tohon?

The Japanese government issues the koseki tohon only in Japanese. You can order an English translation from a professional translator, and many offices abroad require a certified translation. Check what the receiving office accepts before you order. Immigration lawyers can also arrange translations.

What is the purpose of the koseki tohon?

A koseki tohon proves Japanese citizenship, verifies identity, and shows family relationships. You usually need one for inheritance, real estate registrations after a death, a new Japanese passport, divorce, or adoption. Since March 2024, you no longer need one to file a marriage outside your honseki.

Can I get a koseki tohon at any city office?

Yes, since 1 March 2024. You, your spouse, and your direct ascendants or descendants can request a koseki tohon at any city office counter in Japan. You must apply in person with photo ID, and the office can issue only the full tohon. Siblings cannot use this route, and mail or proxy requests are not accepted.

How do I get a koseki tohon from overseas?

Ask a spouse, parent, child, or grandchild in Japan to request it, or apply by mail to your honseki city office. By mail, send the application form, a copy of your ID, proof of your overseas address, payment, and a return envelope. Cities accept Japanese postal money orders, international reply coupons, or cash by registered mail. US international postal money orders ended in March 2020.

Does my koseki now show furigana?

Yes, or it will soon. Since 26 May 2025, the koseki records name readings in katakana. Readings not corrected by 25 May 2026 are being added automatically through about May 2027. You can change an automatically added reading once by notification.

In closing

A koseki tohon proves Japanese nationality and family relationships. Since 2024, you can get one at any city office counter, or at a convenience store if your city takes part.

Living abroad? Ask a relative in Japan, or request it by mail from your honseki. MailMate can receive and translate mail from your local government office while you are away.