Differences between Certificate of Residence and Signature verification | Inheritance Procedures for Overseas Residents

When Japanese nationals living abroad become involved in Japanese Inheritance Procedures or real estate registration, the first hurdles they encounter are the absence of a Certificate of Residence and the inability to obtain a certificate of seal registration.

The alternatives are the Certificate of Residence and Signature verification issued by Japan’s Diplomatic Missions Abroad (embassies and consulates general). Although their names are similar, their contents and application methods are entirely different. We will clarify these, including online issuance (e-certificates) and Electronic Koseki Access, which began in 2025.

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1. Conclusion: If You Live Overseas, Your Certificate of Residence and Certificate of Seal Registration Become Unusable

First, let’s summarize the key points.

• When you cancel your resident registration in Japan and move overseas, your seal registration is also canceled simultaneously with your resident registration. Therefore, Legal Affairs Bureaus and banks require Japanese nationals residing overseas to submit a Signature verification as an alternative to a certificate of seal registration.
• Certificate of Residence = Proof of “where you live (or lived)”. It serves a similar role to a Certificate of Residence. The fee is the equivalent of 1,200 JPY per copy.
• Signature verification = Proof that “the signature was indeed made in the presence of a consul”. It is an alternative to a certificate of seal registration. The fee is the equivalent of 1,700 JPY per copy.
• The decisive difference is the application method. Signature verification cannot be applied for by proxy or by mail. This is because the signature (or thumbprint) must be made in the presence of a consul.
• For the Certificate of Residence, an option has been added from May 27, 2025, to apply online and receive an electronic version (e-certificate) without visiting the counter.
• The Certificate of Residence is only issued by Diplomatic Missions Abroad. It cannot be obtained in Japan during a temporary return visit.
• Both are intended for individuals with Japanese nationality. However, for former Japanese nationals, there are cases where Signature verification can be issued for Inheritance Procedures, etc.

2. What is a Certificate of Residence: Proof of Where You Live in a Foreign Country

A Certificate of Residence is a document issued by a Diplomatic Mission Abroad with jurisdiction over the area, certifying where a Japanese national residing in a foreign country has their address (center of living) or where they had their address. The Ministry of Foreign Affairs describes it as “a type of administrative certificate” issued when a submission recipient in Japan requests proof of address in a foreign country.

2-1. When is it Required?

The main uses cited by the Ministry of Foreign Affairs are as follows:

• Real estate registration
• Procedures for pensions and annuities
• Procedures for overseas children taking entrance exams for schools in Japan, etc.

Furthermore, in explaining the reason why personal application is the principle, the Ministry of Foreign Affairs explicitly states that the Certificate of Residence is used for “important purposes for the applicant,” such as discussions on the division of the estate and real estate registration, and that it confirms the applicant’s intent and the recipient institution while also verifying the applicant’s survival. It is in this context that the Certificate of Residence appears in inheritance situations.

2-2. Conditions for Issuance

Condition	Content
Nationality	Only for individuals holding Japanese nationality (including dual nationals). Excludes those who have renounced or lost Japanese nationality, and foreign nationals including those of Japanese descent.
Period of Stay	Must have already resided locally for at least 3 months and be currently residing there. Even if the stay is less than 3 months at the time of application, it is eligible if a stay of 3 months or more is expected in the future.
Resident Registration	As a general rule, must not have resident registration in Japan.
Applicant	As a general rule, the individual requiring the certificate must visit the mission to apply in person.

It is stated that in unavoidable circumstances, application by proxy with a power of attorney may be possible, but prior consultation with the mission is a prerequisite.

3. What is Signature verification: A Certificate that Serves as an Alternative to a Certificate of Seal Registration

Signature verification is issued to Japanese nationals residing overseas who do not have resident registration in Japan, as an alternative to Japan’s certificate of seal registration for procedures in Japan. The content being certified is that the applicant’s signature (and thumbprint) was indeed made in the presence of a consul.

In Japan, the submission of a certificate of seal registration is required in various situations, such as real estate registration, bank loans, and vehicle title transfers. However, when you cancel your resident registration in Japan and live in a foreign country, your seal registration is also canceled simultaneously with your resident registration. Therefore, the background of this system is that Legal Affairs Bureaus, banks, and other institutions require the submission of Signature verification as an alternative to a certificate of seal registration.

3-1. Differences Between Format 1 and Format 2

There are two types of certification methods. The format depends on the requirements of the submitting authority. Please confirm with the submitting authority before applying.

Format	Content	Image
Format 1	The certificate issued by the Diplomatic Missions Abroad and the private document signed by the applicant in the presence of the consul are bound together and sealed across the binding.	Becomes an integral part of the document itself, such as a written agreement on the division of the estate.
Format 2	Certifies the applicant’s signature independently.	Only the certificate is issued independently.

If you have received a document from Japan with a request to “sign this,” Format 1 is often assumed. In that case, you will need to take that document to the Diplomatic Missions Abroad.

3-2. This is the biggest pitfall.

• Neither proxy application nor postal application is permitted. This is because the signature (or thumbprint) must be made in the presence of the consul.
• Please bring the document without signing it beforehand. If you bring a document that has already been signed (or thumbprinted), you will need to erase the prior signature and re-sign it in the margin in the presence of the consul.
• Consular officers cannot certify signatures on all private documents like a notary. Signature verification is issued solely as a substitute for a seal impression certificate when a Japanese national residing overseas requires one.
• Foreign nationals are not eligible; they will need to request a local notary. This is because a local notary is generally responsible for certifying an individual’s signature.

Please note that the format of the Signature verification certificate was changed on April 1, 2009 (Heisei 21), adding the signatory’s personal details (date of birth, Japanese passport number) which were not previously included. Please be careful if you are referring to an old format sample.

4. Overview of the Two Differences

Item	Certificate of Residence	Signature verification
What is certified	Where in a foreign country one’s address is (or was)	That the signature was made in the presence of the consul
What it substitutes for in Japan	Proof of address (similar role to a Certificate of Residence)	Seal impression certificate
Fee (per copy)	Equivalent to JPY 1,200	Equivalent to JPY 1,700
Payment	Cash (local currency). Credit card payment also available for online applications.	Cash (local currency)
Proxy application	May be possible with a power of attorney if there are unavoidable circumstances	Not permitted
Postal application	Accepted (but personal appearance at the counter is required for pickup)	Not permitted
Online application / e-certificate	Many Diplomatic Missions Abroad are eligible	Not eligible in the case of the Embassy of Japan in the U.S.
Eligible persons	Japanese nationality (including dual nationality)	Japanese nationality. Former Japanese nationals require individual consultation.

※Fees are stated as “equivalent to JPY ◯◯,” and actual payment will be in the equivalent amount in local currency.

5. How Different Are the Required Documents?

5-1. Certificate of Residence

1. Documents proving Japanese nationality and identity (e.g., valid Japanese passport)
2. Documents confirming address (e.g., residence permit, driver’s license, tax certificate, utility bills with address, or residence certificate issued by local police, all issued by local public authorities)
3. Documents confirming the start date (period) of stay. If the period of stay is less than 3 months, documents confirming a future stay of 3 months or more (e.g., rental agreement, utility bills).
4. Family Register if you wish to include not only the prefecture name but also the street number in the ‘Registered Domicile’ field of the certificate.

Item 4 is an easily overlooked point. Since inheritance and inheritance registration may require the street number, please confirm with the submitting authority beforehand whether the ‘Registered Domicile’ needs to include the street number before applying. If you realize this later, you will have to re-apply.

5-2. Signature verification

1. Documents proving Japanese nationality and identity (e.g., valid Japanese passport)
2. If you wish for certification by binding in Format 1, the document to be signed (or thumbprinted) that was sent from Japan.

While the required documents for Signature verification are few, the hurdle of “personal appearance” remains. If you reside in an area where the competent Diplomatic Missions Abroad is distant, securing an appointment will be the greatest cost.

6. Online Applications and e-Certificates (from May 27, 2025)

Certificates issued by Diplomatic Missions Abroad accept online applications using the “Online Notification of Residence (ORR-net)”. Furthermore, from May 27, 2025 (Reiwa 7), at Diplomatic Missions Abroad that have introduced online certificate applications (excluding those located in Iran and Russia), applicants can now choose between receiving a paper certificate at the counter or receiving an electronic certificate (e-certificate) online.

If an e-certificate is chosen, applicants can receive the certificate without visiting the counter of the Diplomatic Mission Abroad even once.

6-1. Three Conditions for e-Certificates

1. Apply online via the “Online Notification of Residence (ORR-net)”
2. Pay fees via online credit card payment
3. When applying for a certificate that requires the original Family Register (full or abstract), enter the “Electronic Koseki Access (Identification Code for Providing Electronic Koseki Certificate)”

6-2. Eligible Certificates Vary by Mission

The types of certificates eligible for e-certificates vary by Diplomatic Mission Abroad. As an example, the Embassy of Japan in the United States of America provides the following breakdown:

Category	Certificate
Main Eligible Certificates	Certificate of Residence, Birth Certificate, Marriage Certificate, Divorce Certificate, Certificate of Entry in Family Register, etc.
Not Eligible	Signature verification, Death Certificate, Passport Possession Certificate, Driver’s License Extract Certificate, Police Certificate

According to the Embassy’s guidance, it generally takes 3 to 5 business days for the review to be completed, and early issuance is not provided, so if urgent, counter application is recommended. Furthermore, applications cannot be made from within Japan, and must be made from within the consular jurisdiction. These are operational policies specific to each mission, so please check the website of your consular jurisdiction.

7. “Electronic Koseki Access” Usable in Place of Family Register (from March 24, 2025)

When a Family Register (full or abstract) is required for a certificate from a Diplomatic Mission Abroad, from March 24, 2025 (Reiwa 7), it can be substituted with “Electronic Koseki Access (Identification Code for Providing Electronic Koseki Certificate)”. It is also possible to submit a paper Family Register (full or abstract) as before.

The Electronic Koseki Access is a password for administrative agencies to confirm the contents of an electronic Family Register (electronic Koseki certificate), consisting of 16 digits and valid for 3 months from issuance. The Ministry of Justice explicitly states that it has no relation to My Number.

Item	Content
Where to Obtain	MynaPortal (free) / Municipal counter (fee required)
Validity Period	3 months from issuance. Can be used for multiple procedures within the period.
Submission Method (Counter Application)	Submit a paper with the Electronic Koseki Access (handwritten is also acceptable)
Submission Method (Online Application)	Enter the Electronic Koseki Access at the time of application
Who Can Obtain Online	Applicant (15 years or older only)
Who Can Obtain at Municipal Counter	Applicant, etc. (those listed in the Family Register, Spouse, lineal ascendants, lineal descendants), etc.

Considering the effort required to obtain a Family Register from a Japanese municipality while overseas, this is a highly effective change. Please note that obtaining it at a municipal counter incurs a fee, but if obtained simultaneously with a Koseki certificate, no fee is charged.

In addition to certificate procedures at Diplomatic Missions Abroad, the Electronic Koseki Access can also be used for passport applications, changes to registered domicile information on a driver’s license (for those holding only a My Number driver’s license), procedures for reporting heirs for registration, and requests for issuance of property ownership record certificates.

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8. Apostille and Authentication (Koin-Kakunin) are the opposite direction

Although their names are similar and often confused, organizing them as follows makes them easier to understand.

When a person residing overseas participates in Inheritance Procedures in Japan, Certificate of Residence and Signature verification are required. Conversely, when submitting a Japanese family register or certificate of registered matters to a foreign government office, Authentication (Koin-Kakunin) and Apostille are required. There are also cases where both are needed simultaneously.

• Related article: Differences between Apostille and Authentication (Koin-Kakunin) | 2026 Edition

9. Impact on Foreign Nationals and Families in International Marriages

Both Certificate of Residence and Signature verification are for Japanese nationals, so foreign nationals themselves do not directly use them. However, they may be involved in the following ways:

• Families in international marriages: If a Japanese Spouse resides overseas, Signature verification and Certificate of Residence for that Japanese Spouse may be required for Inheritance Procedures or real estate procedures in Japan. Schedule adjustments will be necessary, so please act promptly.
• Signature verification for foreign nationals: Foreign nationals are not eligible for Signature verification at Diplomatic Missions Abroad and will need to request it from a local notary. If such documents are to be used in Japan, separate arrangements such as Authentication (Koin-Kakunin) or Apostille may be required.
• If a person who acquired Japanese nationality through naturalization or other means later moved overseas: Since they have Japanese nationality, they are eligible for Certificate of Residence and Signature verification.
• Former Japanese nationals who have renounced or lost Japanese nationality: Regarding Signature verification, it is stated that in some cases, it can be issued for Inheritance Procedures or procedures related to the organization of property owned in Japan, if an expired Japanese passport or Family Register (e.g., removed Family Register) is presented. For Certificate of Residence, it is stated that in exceptional cases, a “certificate of residence” may be used. Both are individual cases, so please contact the Diplomatic Missions Abroad where you intend to obtain the certificate directly.

10. Impact on Business Representatives

While this may seem like a different topic from accepting foreign talent, it has practical implications for companies sending personnel overseas.

• Executives and employees on overseas assignments: If their resident registration has been removed for the assignment, their seal registration certificate cannot be used for real estate registration, vehicle title transfer, or financial institution procedures in Japan. Signature verification will be required, but since the individual must visit the Diplomatic Missions Abroad in person, please factor in the schedule, including travel from the assignment location to the mission.
• Cannot be obtained during temporary return to Japan: Certificate of Residence is issued only by Diplomatic Missions Abroad, and the Ministry of Foreign Affairs (Tokyo and Osaka branch offices) does not handle application reception or issuance. It is not possible to arrange to obtain them all at once in Japan during a return visit.
• If “proof of overseas residence” is required after returning to Japan: You will need to directly present and consult with relevant domestic institutions using documents such as tax certificates issued by local public authorities, utility bills, local driver’s licenses, or entry/exit stamps from foreign immigration authorities stamped in your passport. Which documents are accepted as a substitute for Certificate of Residence is determined by the recipient institution.
• Situations requiring translation of a certificate of registered matters: Diplomatic Missions Abroad also handle translation certificates (equivalent to 4,400 yen per document) and authentication of seals on public documents. This is an option when a translation of a Japanese certificate of registered matters is required for company establishment overseas or local corporate procedures.

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11. Frequently Asked Questions

Q1. Can both Certificate of Residence and Signature verification be obtained on the same day?

Since both are handled by the same Diplomatic Missions Abroad, it is possible to apply for both on the same day. However, Signature verification requires signing in the presence of a consul, so please first confirm whether you have brought the documents to be signed. Required documents and reception hours vary by mission, so please inquire in advance.

Q2. I already signed the documents sent from Japan.

If you bring a document that has been pre-signed (or thumb-printed), the procedure will be to cancel the prior signature and then re-sign in the margin in the presence of the consul. While the document will not become unusable, if you wish to avoid a messy appearance, you may consider requesting the Japanese side to resend it.

Q3. Which should I choose, Form 1 or Form 2?

It depends on the recipient’s preference. Please confirm with the recipient of the document, such as the Legal Affairs Bureau, financial institutions, or Judicial Scriveners. If documents requiring a signature have been sent from Japan, Form 1 is often assumed, but the final decision rests with the recipient.

Q4. Can I obtain a Certificate of Residence by mail?

If you live in a remote area or find it difficult to visit the diplomatic mission due to illness or other circumstances, applications by mail are accepted. However, since the completed certificate is handed over at the counter after payment of the fee, the applicant themselves or an agent (power of attorney required) must visit the Diplomatic Missions Abroad at least once. If the diplomatic mission offers e-certificates via online application, you can receive it without visiting the counter.

Q5. I just moved to the location and it hasn’t been three months yet.

The condition for issuing a Certificate of Residence is “having resided in the local area for three months or more and currently residing there,” but even if it’s less than three months at the time of application, it is considered eligible for issuance if a stay of three months or more is expected in the future. In such cases, please prepare documents that can confirm a stay of three months or more in the future, such as a rental agreement or utility bills.

Q6. If I have Electronic Koseki Access, do I no longer need a Family Register?

For certificate applications at Diplomatic Missions Abroad, it is now possible to submit Electronic Koseki Access instead of a Family Register (full or partial copy). However, it is still possible to submit a paper Family Register (full or partial copy) as before. Furthermore, Electronic Koseki Access for removed family registers cannot be obtained via MyNa Portal (it must be obtained at the municipal office counter). If the recipient is not a Diplomatic Missions Abroad, please confirm whether that recipient supports Electronic Koseki Access.

Q7. How much is the fee in local currency?

The Ministry of Foreign Affairs’ guidance states “equivalent to ◯◯ Japanese Yen,” and payment is in cash (local currency). The actual local currency amount is determined by the diplomatic mission, so please check the amount on the website of the relevant diplomatic mission. If an online application is made, online payment in Japanese Yen by credit card is also possible (excluding Diplomatic Missions Abroad located in Iran and Russia).

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12. Summary: 4 Points to Confirm in Advance

The details of the system are as described in Sections 1-7, but confirming the following four points before proceeding can help avoid rework.

1. Ask the recipient ‘Form 1 or Form 2?’ The format of the Signature verification is determined by the recipient.
2. Ask the recipient ‘Is the registered domicile required down to the house number?’ If the house number is required, a Family Register (full or partial copy) (or Electronic Koseki Access) is needed for the Certificate of Residence application.
3. Ask the recipient ‘Can an e-certificate be accepted?’ A paper certificate may be requested.
4. Secure an appointment for Signature verification in advance. Neither proxy applications nor mail applications are possible; the applicant must visit the Diplomatic Missions Abroad in person. This can take the most time in regions far from the relevant diplomatic mission.

A common point for all of these is to ask the recipient of the document, rather than ‘asking the government office’. The fees are approximately 1,200 yen for one Certificate of Residence and 1,700 yen for one Signature verification (cash, local currency), and the amounts themselves are not large. What truly matters in practice is the time spent traveling back and forth if a re-application is necessary.

This article is written based on publicly available information as of September 2026. The details and operation of the system may change in the future. Fee amounts, required documents, and eligibility for online applications vary by Diplomatic Missions Abroad, so for actual applications, please confirm with the official information of the Diplomatic Missions Abroad from which you intend to obtain the certificate, or with 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

Source (Primary Information)

• Ministry of Foreign Affairs ‘Certificates at Diplomatic Missions Abroad’ https://www.mofa.go.jp/mofaj/toko/page22_000554.html
• Ministry of Foreign Affairs “Regarding the Start of Issuance of Electronic Certificates (e-certificates) at Diplomatic Missions Abroad” https://www.mofa.go.jp/mofaj/toko/pagew_000001_01362.html
• Ministry of Foreign Affairs “Regarding Online Application and Payment for Certificates” https://www.mofa.go.jp/mofaj/toko/page23_004157.html
• Ministry of Foreign Affairs “Regarding the Handling of Family Register (Full or Abstract) Required When Applying for Certificates at Diplomatic Missions Abroad” https://www.mofa.go.jp/mofaj/toko/pagew_000001_01426.html
• Ministry of Justice “What is Electronic Koseki?” https://www.moj.go.jp/MINJI/denshikoseki/index.html
• Embassy of Japan in the United States of America “Information on Online Application Procedures for Certificates (e-certificates)” https://www.us.emb-japan.go.jp/itpr_ja/e-shomeisho.html