How to Request a Copy of the Alien Registration Record

Foreign nationals who have resided in Japan since before July 8, 2012 (Heisei 24), or their family members, may sometimes be asked to provide a “copy of the Alien Registration Record” during various procedures. The alien registration system was abolished on July 9, 2012, and the Alien Registration Records previously stored by municipalities are now stored by the Immigration Services Agency (hereinafter, ISA). Therefore, when a copy is needed, it must be requested from the ISA, not the municipality. This article explains the difference between a “Disclosure Request” for one’s own Alien Registration Record and a “Request for Issuance of a Copy” of a deceased person’s Alien Registration Record, the necessary documents, and precautions when requesting by mail, based on official ISA information and laws, for foreign nationals, their families, and corporate HR professionals who receive inquiries from employees.

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1. Conclusion: 4 Key Points When Requesting a Copy of the Alien Registration Record

• The submission address provided by the ISA is the Immigration Information Disclosure Section, General Affairs Division, Immigration Services Agency (Yotsuya, Shinjuku-ku, Tokyo). Those who cannot visit in person can request by mail.
• A request for one’s own record is a Disclosure Request based on the Act on the Protection of Personal Information (hereinafter, Personal Information Protection Act). The fee is 300 yen in Revenue Stamp per request.
• A request for a deceased person’s record is not subject to a Disclosure Request under the Personal Information Protection Act; instead, it is a Request for Issuance of a Copy as part of administrative services. This can only be requested by relatives who were living with the deceased at the time of death, spouse, lineal ascendants/descendants, siblings, etc., and no fee is charged.
• When requesting by mail, in addition to a copy of identity verification documents, a Certificate of Residence (without individual number, copy not accepted) issued within 30 days is required. Due to the high volume of requests and the time it takes to receive the results, it is advisable to request early for procedures with deadlines.

2. What is the Alien Registration Record?

2-1. Records up to July 8, 2012

According to the ISA’s guidance, the Alien Registration Record contains the following personal information that was registered with municipalities before the Alien Registration Act was abolished:

• Name, gender, date of birth, nationality, occupation, passport number, passport issuance date
• Date of registration, registration number, date of Permission for Landing, Status of Residence, Period of Stay
• Place of birth, address or residence in the country of nationality, place of residence
• Name of household head, relationship to household head, name and location of workplace or office
• Persons constituting the household if the applicant is the household head, father, mother, or spouse in Japan
• Signature, photograph, contents of change registration, corrections

If a change in registered matters was applied for before July 8, 2012, the history of those changes (name, nationality, occupation, Status of Residence, Period of Stay, name of household head, relationship, place of residence, etc.) is also recorded. However, the ISA also states that the format of the record and registered matters have been revised many times, so not all of this information may necessarily be recorded, and it is not possible to confirm in advance whether the desired matters are recorded.

2-2. Why is it still necessary?

Foreign nationals also became able to obtain a copy of their Certificate of Residence from July 9, 2012. The Tokyo Legal Affairs Bureau’s guidance explains that this Certificate of Residence records the last address stated in the Alien Registration Record as the first address, and previous addresses are not recorded in the Certificate of Residence. This means that when you want to show changes in address before July 8, 2012, a Certificate of Residence is not sufficient, and a copy of the Alien Registration Record may be necessary.

For example, the Tokyo Legal Affairs Bureau advises that for registration of address changes for adult guardianship registration, if the notification of address transfer was made before July 9, 2012, a certificate of matters recorded in the Alien Registration Record (with address change history), etc., should be attached, and the Disclosure Request for this is to the ISA. In addition, a copy of the Alien Registration Record may be requested when confirming a deceased person’s previous address or household composition, or when a submitting agency requests past residence records. Please confirm with the submitting agency which documents are required. The overall procedures when a foreign national dies are explained in When a Foreign National Dies in Japan | Death Notification, Residence Card, Inheritance Registration.

3. Difference Between “Disclosure Request” and “Request for Issuance of a Copy”

Even for the same Alien Registration Record, the basis for the procedure, who can request it, and the fee differ depending on whether the record requested is for a living person or a deceased person.

Item	Record of the Person Themselves, etc. (Disclosure Request)	Record of a Deceased Person (Request for Issuance of a Copy)
Basis	Article 76 of the Personal Information Protection Act (Right to Request Disclosure)	Not disclosure under the Personal Information Protection Act, but provision of information as part of administrative services
Who can request	The person themselves / Legal representative (parental authority holder, adult guardian) if the person is a minor or an adult ward / Voluntary agent	Relatives who were living with the deceased at the time of death / Spouse at the time of death (including those in a de facto marital relationship), lineal ascendants, lineal descendants, siblings / Their legal representatives (parental authority holder, adult guardian) if these persons are minors or adult wards / Their authorized agents
Fee	300 yen in Revenue Stamp per request (do not cancel the stamp)	No fee (do not affix a Revenue Stamp)
Form	Request for Disclosure of Retained Personal Information (for Alien Registration Record)	Request for Issuance of Alien Registration Record for Deceased Foreign National
Time until decision	Legally, within 30 days from the date of request (actual period varies by case)	Takes a long time (varies by case depending on whether additional confirmation is needed, etc.)
Information of others	Generally not disclosed	Information of persons other than the deceased and the requester is redacted before issuance

3-1. Even for a family member’s record, the record of a living person cannot be requested.

The Immigration Services Agency’s “Frequently Asked Questions” explains that even relatives cannot request the disclosure of an Alien Registration Record for a living person (a family member who is not a minor, etc.). The request must be made by the person themselves or by an authorized agent who has been delegated by the person. Requests by authorized agents became possible from April 1, Reiwa 4 (2022).

Please note that your own information recorded in another person’s record can be requested. For example, if you are listed as a member of a household in a relative’s record, the Immigration Services Agency states that even if you request one copy of your own record and one copy of a relative’s record that contains your information, it can be requested as one item for 300 yen as your own information.

3-2. Records of deceased persons are provided as “administrative services.”

Since “personal information” under the Act on the Protection of Personal Information is limited to information concerning living individuals (Article 2, Paragraph 1 of the same Act), information of deceased persons is not subject to disclosure requests. The Immigration Services Agency, considering the social role that copies of Alien Registration Records have played to date, provides copies only when it can be confirmed that the requester is eligible to receive them.

4. Required Documents (In-person/Mail)

The identity verification documents, etc., indicated in the Immigration Services Agency’s guidance are as follows (the same documents are required for the requester when requesting the record of a deceased person).

Requester	Request in person at the counter	Request by mail
Applicant (for records of deceased persons, the cohabiting relative, spouse, etc.)	Driver’s license, etc., documents that can confirm identity	Identity verification document (double-sided copy) + Certificate of Residence
Statutory Agent	Identity verification document of the statutory agent + Family Register, etc., documents proving the qualification of the statutory agent	Identity verification document of the statutory agent (double-sided copy) + Certificate of Residence + documents proving the qualification of the statutory agent
Arbitrary Agent	Identity verification document of the authorized agent + Power of attorney + Seal registration certificate of the delegator (if a registered seal is affixed to the power of attorney) or double-sided copy of the delegator’s driver’s license, etc.	Documents for in-person application (identity verification document is a double-sided copy) + Certificate of Residence

Each document has the following points of caution:

1. Identity verification document: Limited to driver’s licenses, individual number cards, Residence Cards, etc., that contain the same address as the Certificate of Residence. When sending a copy of an individual number card, copy only the front side without the individual number. Notification cards are not accepted as identity verification documents.
2. Certificate of Residence: Limited to those issued within 30 days and without the individual number; copies are not accepted.
3. Power of attorney, seal registration certificate, documents proving the qualification of a statutory agent: All must be issued within 30 days, and copies are not accepted. If a power of attorney is received from overseas, a copy of the postal item showing that it was sent from overseas (showing the dispatch date) or a delivery certificate must also be submitted.
4. If name, etc., has changed: If the name, nationality, date of birth, etc., differ between the present and the time of the requested period due to naturalization, etc., attach documents that show the circumstances (e.g., an abridged family register). If the name or address on the document differs due to marriage or relocation, prepare other documents that contain the name and address written on the request form.
5. If living overseas and without a Certificate of Residence: As documents that can substitute for a Certificate of Residence, a Certificate of Residence issued by a Japanese diplomatic mission abroad (embassy/consulate) or a certificate of residence/accommodation issued by the administrator of the facility where the requester is located are listed (must be issued within 30 days and copies are not accepted). Regarding Certificates of Residence from Japanese diplomatic missions abroad, please refer to Certificate of Residence and Certificate of Signature.

If the agent is a corporation, instead of a Certificate of Residence, submit a certified copy of the corporation’s registered matters (original issued within 30 days) and identity verification documents (double-sided copy) of the person registered on the certificate.

5. Request Process and Points of Caution When Requesting from Miyazaki

5-1. How to Write the Request Period and Return Mail

On the disclosure request form, write the request period for the record. The Immigration Services Agency advises confirming the request period with the institution that submitted the Alien Registration Record, and if the specific period is unknown, it is possible to request for a period with some leeway (Alien Registration Records only contain records up to July 8, 2012). If address history is required, write the period during which you lived at the required address, or a period with some leeway from before that period.

If you wish to have a copy mailed to you, enclose a return Letter Pack or a self-addressed, stamped envelope with the necessary postage. According to the Immigration Services Agency’s guidelines (per disclosure request, for standard ordinary mail), if the start of the requested period is after 1960, approximately 110 yen in stamps may be required. If it is before 1959, more records may be involved, requiring 180 yen or 270 yen in stamps. If you opt for express or simplified registered mail, add the corresponding fees. It is advisable to enclose extra stamps in case of insufficient postage, which can then be used if needed.

5-2. Time until Decision and Inquiry on Progress

The Act on the Protection of Personal Information stipulates that a disclosure decision must be made within 30 days from the date of the disclosure request (Article 83, Paragraph 1). However, this period can be extended by up to 30 days for legitimate reasons (Paragraph 2 of the same article), and the Immigration Services Agency also states that the actual time until a disclosure decision varies by case. Delivery (including viewing) on the same day is not possible.

The Immigration Services Agency advises that it takes time for results to arrive due to the large number of requests, and that they cannot answer phone calls to check on the progress. If there are any matters to confirm or missing documents, the Immigration Services Agency will contact you by phone or letter.

5-3. For Residents of Miyazaki Prefecture

The submission address provided by the Immigration Services Agency is the Immigration Information Disclosure Section, General Affairs Division, Immigration Services Agency, Yotsuya, Shinjuku-ku, Tokyo. Local Immigration Services Bureaus in Miyazaki Prefecture are not listed as submission points. Therefore, for residents of Miyazaki Prefecture, requesting by mail is the practical option. Please note the following points when requesting by mail:

• The Certificate of Residence is only valid if obtained within 30 days. Once you obtain it, gather your request documents and send them immediately.
• For mail requests, the mailing address for copies will generally be the address listed on your Certificate of Residence.
• If you need it for procedures with deadlines, such as registration, request it early, allowing time for the results to arrive.

6. Also Check “Records of Entry/Departure”

Separate from the Alien Registration Record, the Immigration Services Agency also handles disclosure requests for Records of Entry/Departure. According to the Immigration Services Agency’s “Frequently Asked Questions,” if a person who naturalized in Japan requests entry/departure records from their time as a foreign national, they should request foreign national entry/departure records. If records after becoming a Japanese national are needed, they should request Japanese national entry/departure records. If both are required, it will be two requests (600 yen).

If the requesting party asks for confirmation of “period of stay” or “period of departure,” it is efficient to confirm with them whether the Alien Registration Record or the Records of Entry/Departure are needed before making the request.

7. For Foreign Nationals, Their Families, and Business Representatives

For Foreign Nationals and Their Families

• If you need records of your address or household before July 8, 2012, you must request a copy of the Alien Registration Record from the Immigration Services Agency. It can no longer be obtained from municipal offices.
• If a family member has passed away and you need records of their previous address or household, a cohabiting relative, spouse, or child at the time of death can request a copy without a fee. However, delivery may take a long time.
• For records of living family members, the family member themselves must request it, or an authorized representative can request it with a power of attorney from the individual.

For HR Professionals at Companies

• If a foreign national employee consults you because they “were asked for a document proving their address history” or “needed records of a deceased family member,” informing them that records prior to July 8, 2012, must be requested from the Immigration Services Agency will help expedite the employee’s procedures.
• Since requests can be made by mail, employees do not need to go to the Tokyo office. However, attention must be paid to the validity period of documents such as the Certificate of Residence (within 30 days) and the time it takes for results to arrive.

8. Frequently Asked Questions

Q1. Can I obtain a copy of the Alien Registration Record at the city hall?

A. No, you cannot. With the abolition of the Alien Registration System (July 9, 2012), Alien Registration Records kept by municipalities were sent to the Ministry of Justice and are now stored at the Immigration Services Agency. If you need a copy, you must request it from the Immigration Information Disclosure Section, General Affairs Division, Immigration Services Agency.

Q2. How much is the fee?

A. For disclosure requests of your own or another person’s record, affix a 300 yen Revenue Stamp to the application form (do not cancel it). For requests for copies of deceased individuals’ records, there is no fee, so no Revenue Stamp is required. In both cases, if you wish to have it mailed, separate postage fees will apply.

Q3. Can a child request the Alien Registration Record of their deceased parent?

A. Direct descendants (such as children) of a deceased foreign national are included among those who can request a copy. Spouses, direct ascendants, siblings, and cohabiting relatives at the time of death can also make a request. However, if the record contains information about individuals other than the deceased and the requester, a copy with those parts redacted will be provided.

Q4. I live overseas and do not have a Certificate of Residence. What should I do?

A. The Immigration Services Agency lists a Certificate of Residence issued by Japanese diplomatic missions abroad (embassies/consulates) or a certificate of residence/accommodation issued by the administrator of the facility where the applicant resides as documents that can substitute for a Certificate of Residence. Both must have been created within 30 days, and copies are not accepted.

Q5. How long will it take to receive it?

A. By law, a disclosure request is to be decided within 30 days from the date of the request, but this period may be extended by up to 30 days, and the actual period varies depending on the case. Requests for the Alien Registration Record of a deceased person are said to take a long time. The Immigration Services Agency advises applicants to allow ample time for the procedure due to the large number of requests.

9. Summary: Records prior to July 8, 2012, are with the Immigration Services Agency

The Alien Registration Record contains records of address, household, and Status of Residence up to July 8, 2012, when the alien registration system was abolished. These records are currently stored by the Immigration Services Agency. An individual’s own record can be obtained through a disclosure request (300 yen per case), and a copy of a deceased person’s record can be requested by a cohabiting relative, spouse, or child (no fee). Since there is only one counter in Tokyo, it is practical for residents of Miyazaki Prefecture to request it by mail. Please prepare early, taking into account the 30-day validity period of documents such as the Certificate of Residence and the time it takes to receive the results.

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As an Administrative Scrivener Corporation in Miyazaki City, Miyazaki Prefecture, our office assists foreign nationals and their families with Status of Residence procedures and the preparation of necessary documents.

For procedures that can be filed online, such as applications for a Certificate of Eligibility, change of status of residence and extension of period of stay, we accept requests from clients nationwide. Meetings are held online (Google Meet, LINE) and documents are exchanged by mail or electronically, so there is no need to visit our office. Applications for Permission for Permanent Residence and for Permission of Naturalization cannot be filed online and must be submitted at the counter, so they are limited to residents of Miyazaki Prefecture. Depending on the procedure and its urgency, you may need to collect your Residence Card at the counter of the immigration office covering the area where you live. Online applications cannot be filed on the last day of your period of stay, so please consult us as early as possible.

• Preparation of documents for Application for Change of Status of Residence, Application for Extension of Period of Stay, and Application for Permission for Permanent Residence
• Guidance on procedures such as the return of Residence Cards after the death of a foreign national
• Management of Status of Residence for foreign employees
• Prior consultation for Application for Permission of Naturalization (for residents within Miyazaki Prefecture)

Please feel free to use our free consultation service first.

📩 Contact us here

📞 To book a phone consultation: 0985-68-0851

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This article is written based on publicly available information as of October 2026. The details and operation of the system may change in the future. For actual requests, please confirm with the official information of the Immigration Services Agency or our office.

Author of this article: Administrative Scrivener Authorized to File Applications, Satoshi Nakayama

Representative, Administrative Scrivener Corporation Miyazaki International Legal Office

Location: Miyazaki City, Miyazaki Prefecture

Sources (Primary Information)

• Immigration Services Agency “About Disclosure Requests for Alien Registration Records” https://www.moj.go.jp/isa/publications/privacy/foreigner.html
• Immigration Services Agency “About Requests for Issuance of Alien Registration Records for Deceased Foreign Nationals” https://www.moj.go.jp/isa/publications/privacy/foreigner_death.html
• Immigration Services Agency “Frequently Asked Questions” (Disclosure Request Procedures, Alien Registration Records, Entry/Exit Record Master File) https://www.moj.go.jp/isa/publications/privacy/q-and-a.html
• Tokyo Legal Affairs Bureau “About Attached Documents for Registration Applications for Address Changes of Foreign Nationals” https://houmukyoku.moj.go.jp/tokyo/static/gaikokujin.htm
• e-Gov Law Search “Act on the Protection of Personal Information” (Articles 2, 76, 83, 89) https://laws.e-gov.go.jp/law/415AC0000000057