You are filling out a form at the city office, and the instructions say: 住民票の写しを提出してください. You think, “I already have a copy of my residence card — can I just use that?” Not so fast. In Japanese paperwork, there are four distinct words for “copy” and “original,” and mixing them up can get your application rejected on the spot.
This guide explains the difference between 原本（げんぽん）, コピー, 写し（うつし）, and 控え（ひかえ） — four words that look similar in English but carry very different meanings in Japanese bureaucracy, business, and everyday life.
| Word | Reading | Meaning | Typical Use |
|---|---|---|---|
| 原本 | げんぽん | The original document | Passports, certificates, contracts — the real thing |
| 写し | うつし | Formal/official copy | Certified copies from city offices (e.g., 住民票の写し) |
| コピー | コピー | Casual photocopy or duplicate | Photocopier output; informal duplication |
| 控え | ひかえ | Your personal record copy | Receipt stubs, application duplicates you keep |
Quick Answer: 原本 vs コピー vs 写し vs 控え
Before diving into details, here is the short version you can use right away.
What is 原本（げんぽん）?
原本 is the authentic, one-of-a-kind original. Think of a notarized contract, a birth certificate, or a passport — the document that was issued once and cannot simply be reprinted by you. When a Japanese form says 原本を提出してください (げんぽんをていしゅつしてください — “Please submit the original”), it means this exact object must be handed over. A photocopy will be refused.
The word itself breaks down neatly: 原（もと, “source/origin”) + 本（ほん, “document/book”) = the source document.
写し（うつし）as a Formal Copy
写し is an officially issued copy of an official document. The key point: it is not something you make on a photocopier. A 写し is produced by the issuing authority and carries the same legal weight as the original for most purposes. The most common example is 住民票の写し (じゅうみんひょうのうつし), which is the official copy of your residence record that you request at the city office. The city office creates it fresh for you — it is not your old registration card run through a machine.
コピー as a Casual or Loanword Copy
コピー is borrowed from English “copy” and refers to a photocopy or informal duplicate you make yourself — typically on a photocopier or scanner. When a form says コピー可 (コピーか — “Copies accepted”), you can submit your own photocopied version. When it says 原本のみ or コピー不可 (コピーふか — “No copies”), you cannot.
控え（ひかえ）as Your Personal Record Copy
控え is the copy that you keep — not the one you submit. When you mail a tax return, the duplicate you put in your own files is your 控え. When a shop tears a receipt into two halves and hands one back to you, that piece is your お客様控え (おきゃくさまひかえ — “customer’s copy”). The word itself means “to hold back” or “to retain,” which hints at its meaning: it is the portion held back for your own records.
YukaSo 住民票の写し isn’t something I make on a photocopier — I have to go to the city office and request it?
ReiExactly. 写し sounds like “copy,” but for official documents it means an officially issued copy. The city office prints it out and stamps it — that document is the 写し.
写し — The Formal Word for Copy
写し is one of the most misunderstood words for learners because it looks like it should mean “photocopy” — but it almost never does in a bureaucratic context.
住民票の写し（じゅうみんひょうのうつし）
This is the phrase you will encounter most often. 住民票 (じゅうみんひょう) is Japan’s resident registration system — every person registered as a resident has a record. The 写し is a printed copy of that record, issued on demand at the city or ward office (市区役所 / しくやくしょ), many convenience stores (via the My Number card), or sometimes online. It costs a small fee (typically ¥300) and is usually required for apartment rental applications, job applications, and government procedures.
Example sentence:
住民票の写しを一通、取得してください。
じゅうみんひょうのうつしをいっつう、しゅとくしてください。
“Please obtain one copy of your residence certificate.”
免許証の写し（めんきょしょうのうつし）
In some contexts — particularly in legal and formal business documents — 免許証の写し (driver’s license copy) can mean a certified copy of the license issued by the relevant authority, rather than your personal photocopy. However, in practice, many modern forms use 免許証のコピー when they want a simple photocopy. Always read the full form instruction to confirm which is needed.
写しを提出する（うつしをていしゅつする）
When a form says 写しを提出してください, it is typically asking for an officially issued copy, not something you reproduced yourself. The difference matters:
- 戸籍謄本の写し（こせきとうほんのうつし）— An officially issued copy of the family register extract
- 登記事項証明書の写し（とうきじこうしょうめいしょのうつし）— An officially issued copy of the property registration certificate
How 写し Differs from コピー
| 写し | コピー | |
|---|---|---|
| Who creates it | The issuing authority (city office, court, etc.) | You (photocopier, scanner) |
| Legal weight | Equivalent to the original for most purposes | Usually not accepted in place of the original |
| Register type | Formal/written (公用語的 / こうようごてき) | Casual/everyday (口語的 / こうごてき) |
| Example | 住民票の写し, 戸籍の写し | パスポートのコピー, 書類のコピー |
控え — The Copy You Keep for Yourself
控え (ひかえ) appears constantly in Japanese paperwork, receipts, and forms — but it always refers to the copy that stays with you, not the one you hand in.
申込書の控え（もうしこみしょのひかえ）
When you fill out an application form in Japan, the form often comes in two or three layers of carbon-copy paper. You submit the top copy; the remaining sheet(s) is your 控え. Keep it safe — if there is a dispute about what you wrote, your 控え is your proof.
Example sentence:
申込書の控えは大切に保管してください。
もうしこみしょのひかえはたいせつにほかんしてください。
“Please keep the copy of the application form somewhere safe.”
領収書の控え（りょうしゅうしょのひかえ）
Businesses that issue receipts (領収書 / りょうしゅうしょ) by hand keep a 控え for their own accounting records. This is the duplicate portion of the receipt book that the issuer retains. As a customer you receive the original receipt; the shop keeps the 控え.
お客様控え（おきゃくさまひかえ）
At convenience stores, ticket machines, and delivery offices you will see the phrase お客様控え printed on one part of a slip. This literally means “customer’s retained copy.” Do not throw it away until you have confirmed the transaction is complete. For parcel deliveries, the お客様控え is your shipping confirmation.
Business and Shopping Examples
Here are common 控え phrases you will see in real life:
- 納品書控え（のうひんしょひかえ）— Delivery note copy (the seller keeps this)
- 請求書控え（せいきゅうしょひかえ）— Invoice copy (the issuer’s retained copy)
- 確定申告の控え（かくていしんこくのひかえ）— Your copy of the annual tax return you filed
- 予約確認書の控え（よやくかくにんしょのひかえ）— Your copy of the reservation confirmation
原本 vs コピー
The 原本 / コピー distinction is the one that causes the most problems for people navigating Japanese bureaucracy. Getting it wrong means a wasted trip.
原本のみ有効（げんぽんのみゆうこう）
When you see 原本のみ有効 (“Only the original is valid”) or 原本を提出してください, you must hand over the actual document. Common situations:
- Bank account opening — passport 原本
- University enrollment — academic certificate 原本
- Visa applications — certificate of eligibility 原本
- Real estate contracts — registered seal certificate (印鑑証明書 / いんかんしょうめいしょ) 原本
コピー可（コピーか）
When the form says コピー可, コピーで構いません (コピーでかまいません — “A copy is fine”), or 写しで可, you can submit a photocopy or a formally issued copy. Always check which phrase is used — コピー可 and 写し可 are subtly different. コピー可 means your home photocopy is acceptable; 写し可 typically means a formally issued copy is acceptable.
原本を返却してもらう（げんぽんをへんきゃくしてもらう）
Sometimes an office requires the original but will return it to you after checking. You can ask:
原本を確認後、返却していただけますか？
げんぽんをかくにんご、へんきゃくしていただけますか？
“After checking the original, could you return it to me?”
This is a polite, standard request and offices will often comply — especially for passports and similar irreplaceable documents.
Common Mistakes
Here are the errors learners — and even non-native residents of Japan — make most often:
- Confusing 写し with コピー — If the form says 住民票の写しを提出, bringing a photocopy of your old 住民票 will not work. You must request a freshly issued 写し from the city office.
- Submitting a copy when 原本のみ is written — No matter how official your photocopy looks, if the instruction says 原本のみ, only the genuine document will be accepted.
- Throwing away your 控え — Your 控え is your only proof that you submitted or paid. Keep it until the process is fully resolved.
- Assuming an old 住民票の写し is still valid — Most offices require a 写し issued within the past three months (発行から3ヶ月以内 / はっこうから3かげつ いない). Always check the validity window.
YukaI once brought a photocopy of my 住民票 to the real estate office and they turned me away! I had no idea 写し meant an official copy from the city office.
ReiThat happens to so many people! The word 写し looks like it means “copy,” and it does — but it’s a specific, officially issued copy, not something you make yourself. Once you know that, the whole system makes a lot more sense.
Document Submission Words You Must Know
Japanese forms use a compact vocabulary for submission instructions. Learning these phrases will let you read any form accurately.
原本提出 vs 原本提示（げんぽんていしゅつ vs げんぽんていじ）
These two are easy to confuse but very different in practice:
| Phrase | Reading | Meaning | What happens to the document |
|---|---|---|---|
| 原本提出 | げんぽんていしゅつ | Submit the original | You hand it over; they keep it |
| 原本提示 | げんぽんていじ | Show the original | You show it; you get it back immediately |
提出（ていしゅつ）means to hand something in. 提示（ていじ）means to present or show something for inspection. If a bank asks for パスポートの原本提示, you just need to hold it up for them to see — you do not surrender it.
How to Read Form Instructions: コピー可 / 原本のみ / 写し可
Here is a complete reference for the most common form instructions you will encounter:
| Instruction on form | Reading | What it means |
|---|---|---|
| 原本のみ / 原本に限る | げんぽんのみ / げんぽんにかぎる | Only the original document is accepted |
| コピー可 / 写し可 | コピーか / うつしか | A copy (photocopy or official copy) is accepted |
| コピー不可 | コピーふか | Photocopies are not accepted |
| 原本と写しを一部ずつ | げんぽんとうつしをいちぶずつ | Submit one original and one copy |
| 発行から3ヶ月以内のもの | はっこうから3かげつ いないのもの | Must have been issued within the last 3 months |
| 原本確認後、返却します | げんぽんかくにんご、へんきゃくします | We will check the original and return it to you |
Common Errors When Reading Form Instructions
Misreading 住民票の写し as “a photocopy of my 住民票” — This is the number-one mistake. The document titled 住民票の写し is itself the official copy. Its name contains the word 写し, which is part of the document’s official title, not an instruction for you to make a copy of something.
Treating 写し可 and コピー可 as identical — In strict usage, 写し可 means an officially issued copy is accepted; コピー可 means your personal photocopy is accepted. However, many modern institutions use both phrases interchangeably. When in doubt, call ahead and ask: コピーでも大丈夫ですか？ (コピーでもだいじょうぶですか？ — “Is a photocopy okay?”)
Decision Rule: Which Word Should You Use?
Use this simple set of questions to choose the right word every time.
Is it the actual original? → 原本（げんぽん）
The authentic document, issued once, irreplaceable. Passport, birth certificate, notarized contract, official seal certificate.
Is it a casual duplicate you made yourself? → コピー
A photocopy or scanned print-out you produced on your own equipment. Accepted only when the form explicitly says コピー可.
Is it a formal copy issued by an authority? → 写し（うつし）
An officially issued copy from a government office or court. Created by the authority, not by you. 住民票の写し, 戸籍謄本の写し, 登記事項証明書の写し.
Is it the copy you keep for yourself? → 控え（ひかえ）
The portion of an application, receipt, or invoice that is retained by you for your own records. お客様控え, 申込書の控え, 確定申告の控え.
Quick Flowchart
Is it the genuine, one-of-a-kind document?
├── YES → 原本（げんぽん）
└── NO → Is it a copy?
├── Did an official authority (government, court) issue it?
│ ├── YES → 写し（うつし）
│ └── NO → Did you make it yourself (photocopier / scanner)?
│ └── YES → コピー
└── Is it the copy that you retain for your own records?
└── YES → 控え（ひかえ）Here are a few more real-world examples to solidify your understanding:
| Situation | Correct word | Notes |
|---|---|---|
| Your actual passport | 原本 | Irreplaceable; do not submit unless required |
| Photocopy of your passport you made at a convenience store | コピー | Accepted for many ID verification steps |
| 住民票document issued at the city office today | 写し | Its official name is 住民票の写し |
| Your half of the delivery slip | 控え（お客様控え） | Keep until delivery is confirmed |
| The tax return form you filed but kept a duplicate of | 控え（確定申告の控え） | Essential for checking if there is a discrepancy |
Ready to take your Japanese to the next level? Practicing with a native tutor is one of the fastest ways to get comfortable with real paperwork vocabulary. italki connects you with professional Japanese teachers and community tutors — many of whom can walk you through actual form-filling scenarios in your lessons.
Quick Quiz
Test your understanding. Choose the correct word for each blank.
Question 1. The form at the city office says: 住民票の _____ を一通ご持参ください。
a) コピー b) 控え c) 写し d) 原本
Question 2. You made a photocopy of your driver’s license at a convenience store to include with a job application. What do you call this document?
a) 原本 b) コピー c) 写し d) 控え
Question 3. After filling out a rental application form, you are handed back the carbon-copy layer to keep for your records. What is this called?
a) 控え b) 原本 c) 写し d) コピー
Question 4. The visa office says: パスポートの _____ 提示をお願いします。 They will hand it back after looking at it.
a) 原本 b) コピー c) 写し d) 控え
Question 5. A form instruction reads: コピー _____。 This means photocopies are not accepted.
a) 可 b) 不可 c) のみ d) 返却
Question 6. You filed your tax return and kept a duplicate for yourself. What do you call this duplicate?
a) 原本 b) コピー c) 控え d) 写し
✔ Answers:
- Q1: c) 写し — 住民票の写し is the standard name for the officially issued residence certificate.
- Q2: b) コピー — A photocopy you made yourself is a コピー.
- Q3: a) 控え — The carbon copy returned to you is your 申込書の控え.
- Q4: a) 原本 — 原本提示 means you show the real passport and get it back.
- Q5: b) 不可 — コピー不可 = photocopies not accepted.
- Q6: c) 控え — 確定申告の控え is your personal copy of the filed tax return.
Have you ever had to figure out whether to submit 原本 or a 写し? Share your experience in the comments below — questions about specific Japanese forms or office procedures are very welcome!
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