Koseki (Family Register) Apostille
Koseki (Family Register) Apostille
The Koseki Tohon (family register) is Japan's foundational civil status document. It records births, marriages, divorces, adoptions, and deaths within a family unit. For Japanese nationals in the UAE, Koseki extracts are required for visa applications, family sponsorship, marriage registration, and legal proceedings.
Japan is a member of the Hague Apostille Convention, so Japanese documents receive an apostille from the Japanese Ministry of Foreign Affairs (MOFA) rather than traditional embassy attestation. The apostille confirms the document's authenticity for use in other Hague member countries. However, since the UAE is not a Hague Convention member, additional steps may be required depending on the UAE authority requesting the document.
GreenAttest handles the entire process: obtaining certified Koseki copies from the relevant municipal office, arranging MOFA apostille, providing certified English translation, and managing any additional authentication required by UAE authorities. We navigate the specific nuances of Japanese document processing that foreign applicants and overseas Japanese residents find challenging.
Documents Required
- Koseki Tohon (full family register) or Koseki Shohon (individual extract)
- Japanese passport copy
- Jyuminhyo (resident registration) if currently registered in Japan
- UAE visa or Emirates ID copy (if applicable)
- Authorization letter (Ininjo) for representative processing
- Request form specifying which family register entries are needed
Special Requirements
- • Koseki extracts for adoption cases require specific consent documentation and may involve sealed records that require court authorization to access.
- • Family registers that have been reconstructed after natural disasters (common in areas affected by the 2011 earthquake) carry a reconstruction notation that may need explanation in an accompanying letter.
How It Works
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1Provide GreenAttest with your family register details and the specific extract needed.
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2We obtain the certified Koseki copy from the relevant municipal office (if not already obtained).
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3The Koseki extract is submitted to the Japanese MOFA for apostille.
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4A certified English translation is prepared by an approved translator.
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5The apostilled document and translation are delivered to your UAE address.
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6Additional UAE-side authentication is arranged if required by the receiving authority.
Insider Tips
Insider Tips
- Specify exactly which Koseki entries you need before ordering. A full Koseki Tohon contains extensive family history that may not be necessary for your specific UAE purpose, and a targeted Koseki Shohon is faster to process.
- If your family register is held by a small municipal office in rural Japan, allow extra processing time. Some smaller offices have limited staffing and process requests less frequently than major city offices.
- Japanese documents have a convention of listing dates in the Japanese calendar (Reiwa, Heisei, etc.). Ensure the certified translation converts these to the Gregorian calendar that UAE authorities use.
Frequently Asked Questions
Koseki Tohon is the complete family register showing all family members and events. Koseki Shohon is an individual extract showing only the specific person's records. UAE authorities typically accept either, but GreenAttest recommends confirming which format the requesting authority requires before ordering.
Japanese MOFA apostille processing takes 5-7 business days for standard applications. Express processing is available in 1-3 business days. Total end-to-end processing including Koseki procurement and translation takes 15-20 business days.
The UAE is not a Hague Convention member, so the apostille alone may not be sufficient for all UAE authorities. Some UAE entities accept the apostille directly, while others require additional authentication through the UAE Embassy in Tokyo. GreenAttest determines the correct pathway based on the receiving UAE authority.
Yes. Japanese nationals abroad can request Koseki copies through the nearest Japanese Embassy or Consulate, or authorize a representative in Japan to obtain them from the municipal office. GreenAttest coordinates both approaches through our Japan office.
Yes. Koseki documents are issued exclusively in Japanese. A certified English translation is required for UAE authorities. GreenAttest arranges translations by MOFA-recognized translators who specialize in Japanese civil documents.
Quick Facts
- Processing Time
- 10-15 business days
- Pricing From
- AED 350
- Country
- Japan
- Delivery
- Free across the UAE
Questions About This Service?
Our specialists know Japan requirements inside out — call or message for free guidance.
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