We have recently received many inquiries from clients living abroad who wish to obtain documents such as a Koseki Tohon (Family Register), Certificate of Acceptance of Birth Notification (出生届受理証明書), and Certificate of Acceptance of Marriage Notification (婚姻届受理証明書), and to have them apostilled and mailed internationally.
This page outlines our process, fees, estimated timeline, and important notes.
Before contacting us, please take a moment to review the information below.
(We receive many inquiries daily and may not be able to reply immediately — thank you for your understanding.)
If you plan to request our office’s support for a Certificate of Eligibility (COE) application after obtaining your certificate, please note that the procedures and fees will differ.
We will provide separate guidance for such cases.
- 1 👩💼 Process Overview
- 2 💰 Estimated Fees (as of November 2025)
- 3 ✈️ Shipping Costs (EMS, up to 500 g)
- 4 🕓 Estimated Timeline (After Receipt of Power of Attorney)
- 5 ⚠️ Important Notes
- 6 💳 Payment Methods:
- 7 🧾 Requests from Agents or Third-Party Services
- 8 🌸 Summary
- 9 ❓ Frequently Asked Questions (FAQ)
- 10 Contact Us
👩💼 Process Overview
1. Initial Consultation and Verification (Paid Service)
We first confirm the type of certificate you require and whether it can be issued.
Our office contacts the relevant City Office or Legal Affairs Bureau and reports the results in Japanese or English by email.
2. Online Meeting (Zoom or Teams)
After payment of the consultation and verification fee, we will hold an online meeting directly with the applicant for identity verification.
During the meeting, we will also confirm the purpose for which the document is needed, as some City Offices may require this information.
3. Mailing of Power of Attorney (委任状)
We will prepare the Power of Attorney (PDF) and send it by email.
Please print, sign, and mail the original document to our office in Japan.
Our address (English):
Trust Administrative Scrivener Office (Gyoseishoshi Trust Jimusho)
1-1-1-306 Kajimachi, Kokurakita-ku, Kitakyushu-shi,
Fukuoka 802-0004, JAPAN
Our address (Japanese):
郵便番号：802-0004
福岡県北九州市小倉北区鍛冶町１丁目１－１－３０６号
行政書士トラスト事務所
4. Certificate Retrieval
We will request the issuance of the certificate by mail from the relevant City Office or authority.
5. Apostille & Translation (Optional)
Upon request, our office can obtain an Apostille from the Ministry of Foreign Affairs and provide an English translation of the document.
6. Invoice
After confirming all required costs, we will send you an invoice (PDF). Please complete payment within one week.
7. Verification & International Shipping
Once payment is confirmed, we will send you a scanned copy of the certificate before mailing the original by EMS.
For privacy reasons, the original document will normally be sent only to the applicant’s registered address.
💰 Estimated Fees (as of November 2025)
The consultation & verification fee (USD 50) is paid upfront and deducted from the service fee if you proceed with the full application.
| Service | Fee (USD) | Notes |
|---|---|---|
| Consultation & Verification | 50 | Non-refundable / Includes official inquiry to City Office and English report / Deducted from total if full service is requested |
| Certificate Retrieval Only | from 250 + actual costs | No apostille or translation / Consultation fee deducted |
| Certificate Retrieval + Apostille | from 350 + actual costs | Translation not included / Consultation fee deducted |
| Certificate Retrieval + Apostille + Translation | from 450 + actual costs | Fee varies depending on document content / Consultation fee deducted |
Official Certificate Fees (City Office):
-
Koseki Tohon (Family Register): approx. USD 4
-
Certificate of Acceptance of Marriage Notification: approx. USD 3
-
Certificate of Acceptance of Birth Notification: approx. USD 3
The total cost may vary depending on the number of certificates, document type, and complexity of the case.
✈️ Shipping Costs (EMS, up to 500 g)
| Destination | Cost (USD) | Estimated Delivery Time |
|---|---|---|
| USA | approx. 28 | 13 days (California example) |
| Mexico | approx. 26 | 12 days |
| Germany | approx. 23 | 6 days |
| UK | approx. 23 | 6 days |
| India | approx. 14 | 9 days |
| Australia | approx. 23 | 9 days |
Delivery times are approximate and may vary depending on weather or customs conditions.
Once the document has been issued and shipped, our service is considered complete.
We will provide the EMS tracking number by email so you can check the status directly.
Our office cannot respond to delivery inquiries — please contact the postal carrier directly.
EMS Tracking Website:
https://trackings.post.japanpost.jp/services/srv/search/input?locale=en
🕓 Estimated Timeline (After Receipt of Power of Attorney)
| Step | Duration |
|---|---|
| Document preparation | Approx. 2–3 days |
| Certificate issuance (City Office) | Approx. 2–3 weeks |
| Apostille (MOFA) | Approx. 2–3 weeks |
| International shipping | Approx. 1–2 weeks |
| Total | Approx. 6–8 weeks |
⚠️ Important Notes
-
The consultation and verification fee is non-refundable under any circumstances, even if the requested certificate no longer exists.
-
If you proceed with the full retrieval service, this fee will be deducted from the total amount.
-
The online identity verification meeting will be held after payment of the consultation fee.
-
The original Power of Attorney must be mailed to our office in Japan (scanned copies are not accepted).
-
A scanned copy of the certificate will be provided only after full payment.
-
Our office cannot assume responsibility for international delivery once dispatched. We will provide a tracking number for you to check directly with the postal carrier.
-
Please contact the delivery carrier directly for shipping inquiries; our office is unable to assist after dispatch.
EMS Tracking Website:
https://trackings.post.japanpost.jp/services/srv/search/input?locale=en
💳 Payment Methods:
Bank transfer, credit card, or PayPal are accepted.
Please note that a 4% processing fee will be added to the total amount for payments made by credit card or PayPal.
📘 Case Example: Total Cost Estimate
Here is an example to help you understand how the fees are calculated.
Scenario:
A client living in Australia requests the Certificate of Acceptance of Birth Notification and pays by credit card.
Breakdown:
・Consultation & Verification Fee: USD 50
・Certificate Retrieval Fee: USD 250
(Consultation fee is deducted → 250 – 50 = 200)
・City Office Certificate Fee: approx. USD 3
・International Shipping (EMS to Australia): approx. USD 23
Subtotal: 200 + 3 + 23 = approx. USD 226
If paying by Credit Card or PayPal:
A 4% processing fee is added.
→ 226 × 1.04 = approx. USD 235.04
Total Payment:
＝ approx. USD 235.04
Note: This example reflects certificate retrieval only.
If you request apostille or translation services, additional fees will apply.
🧾 Requests from Agents or Third-Party Services
To ensure safety and accurate identity verification, our office requires direct confirmation with the applicant (the person whose name appears on the certificate).
Therefore, requests made solely by agents, representatives, or intermediaries will not be accepted.
Even if a family member or representative handles communication or payment, we must conduct an online identity verification meeting (Zoom or Teams) directly with the applicant before proceeding.
Thank you for your understanding and cooperation in protecting personal data and ensuring authenticity.
🌸 Summary
For overseas residents who need official certificates from Japan,
our system — which includes prior consultation and transparent identity verification — provides a safe and reliable process.
No matter where you are in the world, our office offers courteous, professional support via Zoom.
We also accept consultation or verification-only requests; in such cases, only the consultation and verification fee will apply.
📩 For inquiries or consultation requests, please contact us through the official contact form.
❓ Frequently Asked Questions (FAQ)
Q1. Can I request a Japanese certificate if I live abroad?
Yes. Our office can obtain Japanese birth, marriage, or family registry certificates on your behalf, including apostille and translation if needed.
Q2. How long does the process take?
The total process usually takes about 6–8 weeks after our office receives the original Power of Attorney.
Q3. Can you send the document to someone other than the applicant?
For privacy reasons, we can only mail the original certificate directly to the applicant’s address.
Q4. Do you provide support in English?
Yes. All communication, reports, and documents can be handled in English.
Updated: November 2025
Contact Us
Office Name: Trust Administrative Scrivener Office
Administrative Scrivener: Keiko Utsunomiya
Email: info@trust-gyosei.com