You need to open a bank account, register your marriage, buy a car, or sign a lease. The clerk at the city hall counter says you need 住民票（じゅうみんひょう）— or was it 戸籍謄本（こせきとうほん）? And what exactly is 印鑑証明書（いんかんしょうめいしょ）, and why is it definitely not a signature certificate? Japanese bureaucracy runs on a set of official documents that confuse even long-term residents. Once you understand what each document proves and who issues it, navigating city hall becomes much less stressful.
This guide covers Japan’s four most requested official documents: 住民票, 戸籍謄本（こせきとうほん）, 戸籍抄本（こせきしょうほん）, and 印鑑証明書. We explain what each one is, what information it contains, when you need it, and the key differences — including what foreign residents should know.
| Document | Japanese | Reading | What it proves | Who can get it |
|---|---|---|---|---|
| Residence record | 住民票 | じゅうみんひょう | Your current address and household info | Japanese nationals + registered foreign residents |
| Full family register copy | 戸籍謄本 | こせきとうほん | All members of your family register | Japanese nationals only |
| Partial family register extract | 戸籍抄本 | こせきしょうほん | One specific person’s register info | Japanese nationals only |
| Registered seal certificate | 印鑑証明書 | いんかんしょうめいしょ | Your registered personal seal (実印) | Japanese nationals + registered foreign residents |
Quick Answer: 住民票 vs 戸籍謄本 vs 戸籍抄本 vs 印鑑証明書
住民票 — residence record proving your address
住民票（じゅうみんひょう）is a record kept by your local city or ward office (市区町村）that shows your name, address, date of birth, and household composition. It proves where you currently live. When an institution asks you to provide proof of address, 住民票 is almost always what they want. Foreign nationals who are registered under Japan’s residence management system (在留管理制度・ざいりゅうかんりせいど) also have 住民票 records — this is one of the few official documents in Japan that covers both Japanese citizens and registered foreign residents.
戸籍謄本 — full family register copy
戸籍謄本（こせきとうほん）is a certified copy of Japan’s family register system, called 戸籍（こせき）. It contains information on every person registered in the same 戸籍 unit — typically a married couple and their unmarried children. It proves family relationships, birth, death, marriage, and divorce history. It is used for marriage registration, inheritance procedures, and first-time passport applications. Only Japanese nationals have 戸籍 — foreign nationals cannot obtain this document.
戸籍抄本 — partial family register extract
戸籍抄本（こせきしょうほん）contains the same type of information as 戸籍謄本, but only for one specific person (or a selected subset of people) within the family register. If you need to prove your own personal history without disclosing information about other family members, 抄本 is the appropriate document. In modern administrative terminology, it is also called 戸籍個人事項証明書（こせきこじんじこうしょうめいしょ）.
印鑑証明書 — registered seal certificate
印鑑証明書（いんかんしょうめいしょ）— full name 印鑑登録証明書（いんかんとうろくしょうめいしょ）— certifies that a specific physical seal (印鑑・いんかん) is your officially registered personal seal (実印・じついん). Japan uses physical seals in place of signatures for major legal transactions. Before you can obtain this certificate, you must register your seal at the city office (印鑑登録・いんかんとうろく). This document is required for real estate purchases, car purchases, loan agreements, and inheritance procedures.
Why these four documents serve completely different purposes
The key insight is that each document proves something entirely different: 住民票 proves where you live now; 戸籍謄本 and 戸籍抄本 prove who you are and your family relationships over time; and 印鑑証明書 proves that a physical seal belongs to you for use in major contracts. Submitting the wrong document — for example, bringing 住民票 when the institution needs 戸籍謄本 — is a very common mistake that will result in having to make a second trip to city hall.
What Does 住民票 Mean?
住民票 as a residence and household record
住民票（じゅうみんひょう）literally combines 住民 (resident) and 票 (record/certificate). Every person living in Japan who is registered at their local municipality has a 住民票 entry. The record is maintained by the city, ward, town, or village office (市区町村役場・しくちょうそんやくば) where you have registered your address (住民登録・じゅうみんとうろく).
住所を証明する — proving your address
The primary function of 住民票 is to prove your current address (住所・じゅうしょ). Institutions that need to verify where you live will ask for this document. Common situations include: opening a bank account (銀行口座開設・ぎんこうこうざかいせつ), applying for a phone contract, enrolling a child in school (学校への入学手続き), applying for government benefits, registering a vehicle, and signing various forms and applications.
世帯情報 — household information
住民票 records are organized by 世帯（せたい）— the household unit. The document typically shows the 世帯主（せたいぬし）— the head of household — along with all other members of the same household registered at that address. When you request a copy, you can choose to include all household members or only your own information (本人のみ). The head of household is recorded regardless.
住民票の写し — the issued copy
The document you actually receive from the counter is technically called 住民票の写し（じゅうみんひょうのうつし）— a certified copy of the residence record. In everyday speech, people simply say 住民票. You can obtain 住民票の写し at your local city hall counter, at convenience store kiosks (コンビニ交付・コンビニこうふ) if your municipality offers the service, or via postal mail request. Fees are typically ¥200–¥300 per copy.
外国人住民と住民票 — for foreign residents
Since July 2012, foreign nationals who hold a valid residence status in Japan (在留資格・ざいりゅうしかく) are registered in the same 住民票 system as Japanese nationals. This means that if you are a foreign resident with a valid 在留カード (residence card), you also have a 住民票 and can obtain a 住民票の写し. However, foreign nationals do NOT have 戸籍 — if an institution asks for proof of your family relationships, you will need to use documents from your home country instead.
Example sentences
▶ 銀行口座を開くために、住民票の写しが必要です。
You need a copy of your residence record to open a bank account.
▶ 引っ越したら、新しい住所に住民票を移してください。
Once you move, please transfer your residence record to your new address.
▶ 外国人住民も住民票を取得することができます。
Foreign residents can also obtain a residence record.
YukaI needed to open a bank account when I moved to Japan. The clerk asked for 住民票の写し. I didn’t know what that was at first — it’s simply the certified copy of your residence record that you get at city hall.
ReiRight. And remember — as a foreign resident, you have a 住民票 just like Japanese nationals do. You just don’t have 戸籍. Those are two completely different systems.
What Does 戸籍謄本 Mean?
戸籍謄本 as a full family register copy
戸籍謄本（こせきとうほん）breaks down as follows: 戸籍 (family register) + 謄 (complete/full copy) + 本 (document). It is a certified copy of the entire 戸籍 unit, containing the recorded information of every person registered in that family register. In modern administrative language, 戸籍謄本 is also called 戸籍全部事項証明書（こせきぜんぶじこうしょうめいしょ）— “full-item certificate of the family register.” Both names refer to the same document.
戸籍に入っている全員の情報
The 戸籍 system in Japan records vital events — birth, marriage, divorce, death, adoption — for Japanese nationals. A single 戸籍 unit typically consists of a married couple (筆頭者・ひっとうしゃ — the person listed first — and their spouse) and their unmarried children. The 謄本 includes all of these people’s recorded events. Because it reveals information about multiple family members, institutions ask for it when family relationships need to be formally verified.
本籍（ほんせき）— registered domicile
An important concept linked to 戸籍 is 本籍（ほんせき）— your registered domicile. This is the official address where your 戸籍 is registered, and it does not have to match where you currently live (住所). Many Japanese people have a 本籍 in their ancestral hometown, even if they live in Tokyo. To obtain 戸籍謄本, you must request it from the city office that manages your 本籍 — not necessarily the office near your current home.
Marriage, inheritance, and passport use cases
戸籍謄本 is required for a specific set of life events and legal procedures:
- 婚姻届（こんいんとどけ） — Marriage registration: the city office requires 戸籍謄本 to verify that both parties are legally eligible to marry
- パスポートの新規申請 — First-time passport application: 戸籍謄本 is required to confirm your Japanese nationality
- 相続手続き（そうぞくてつづき） — Inheritance procedures: required to establish family relationships between the deceased and heirs
- 離婚届（りこんとどけ） — Divorce registration: required by the city office
- 養子縁組（ようしえんぐみ） — Adoption procedures
Why foreign nationals do not have 戸籍
This is a very common source of confusion for non-Japanese residents. Japan’s 戸籍 system is exclusively for Japanese nationals. Foreign nationals registered in Japan have 住民票 records but no 戸籍. If a Japanese institution asks a foreign national for 戸籍謄本, it is likely a misunderstanding — the institution may actually need a different form of identity or family-relationship proof, such as a birth certificate or marriage certificate issued by your home country, possibly with a certified Japanese translation.
▶ 結婚するために、戸籍謄本を市役所に提出しました。
I submitted a copy of the full family register to the city hall in order to get married.
▶ 外国人には戸籍がありませんので、別の書類が必要です。
Foreign nationals do not have a family register, so a different document is needed.
What Does 戸籍抄本 Mean?
戸籍抄本 as a partial family register extract
戸籍抄本（こせきしょうほん）uses 抄 (extract/partial copy) instead of 謄 (full copy). While 戸籍謄本 includes all people in the family register unit, 戸籍抄本 contains only the information relating to one specific individual — or a selected group of individuals — within that register. The modern official name is 戸籍個人事項証明書（こせきこじんじこうしょうめいしょ）— “individual-item certificate of the family register.”
戸籍謄本 vs 戸籍抄本 — full vs partial
| 戸籍謄本（謄本） | 戸籍抄本（抄本） | |
|---|---|---|
| Modern name | 戸籍全部事項証明書 | 戸籍個人事項証明書 |
| Reading | こせきぜんぶじこうしょうめいしょ | こせきこじんじこうしょうめいしょ |
| Scope | All persons in the 戸籍 unit | One specific person only |
| Privacy | Reveals all family members’ info | Reveals only selected person’s info |
| Use when | Family relationship proof needed | Only your own record is needed |
| Fee (typical) | ¥450 | ¥450 |
When to choose 抄本 over 謄本
Choose 戸籍抄本 when the institution only needs to verify information about you as an individual — for example, to confirm your birth record, nationality, or personal status — and does not need information about your parents, siblings, or spouse. In practice, many Japanese institutions still default to requesting 謄本 because it contains more information. If you are unsure which to request, ask the institution directly: 謄本と抄本、どちらが必要ですか？(“Which do you need, the full copy or the partial extract?”)
▶ 戸籍謄本は全員の情報が含まれますが、戸籍抄本は一人分の情報だけです。
The full family register copy includes everyone’s information, while the partial extract contains only one person’s information.
▶ 自分だけの情報が必要な場合は、戸籍抄本で十分です。
If you only need your own information, a partial register extract is sufficient.
YukaI once requested 戸籍抄本 when the bank actually needed 戸籍謄本 for an inheritance procedure. The difference is subtle but it matters — always double-check which one the institution needs before going to city hall.
ReiA good rule of thumb: if the procedure involves multiple family members — inheritance, marriage registration — ask for 謄本. If it only involves you personally, 抄本 will likely be fine. When in doubt, 謄本 covers everything 抄本 covers, so it’s the safer choice.
What Does 印鑑証明書 Mean?
印鑑証明書 as a registered seal certificate
印鑑証明書（いんかんしょうめいしょ）— full name 印鑑登録証明書（いんかんとうろくしょうめいしょ）— is a certificate issued by the city office confirming that a specific physical seal (印鑑・いんかん) is registered in your name. The registered seal is called 実印（じついん）— your “official” personal seal. This document proves that the impression (ink mark) of the seal on a contract or document was made by the specific seal registered to you.
実印（じついん）— the registered personal seal
Japan uses two main types of personal seals (印鑑・はんこ):
| Type | Japanese | Reading | Use |
|---|---|---|---|
| Registered seal | 実印 | じついん | Major legal contracts (real estate, car, loans, inheritance) |
| Everyday seal | 認印 | みとめいん | Everyday use: deliveries, internal approvals, casual documents |
Only the 実印, which has been formally registered at the city office, can be certified by 印鑑証明書. Your everyday 認印 (the inexpensive pre-made seal you use to sign for packages) cannot be certified — and using the wrong seal for a major contract is legally ineffective.
印鑑登録 — the seal registration process
Before you can ever obtain 印鑑証明書, you must first register your seal through 印鑑登録（いんかんとうろく）at your local city office. The process typically involves:
- Bringing your seal (印鑑) and a government-issued photo ID to the city hall counter
- Completing a registration form
- Receiving an 印鑑登録証（いんかんとうろくしょう）— a plastic card (similar to a membership card) that you must present every time you request 印鑑証明書
Foreign residents with a valid 在留カード can also register a seal and obtain 印鑑証明書 in most municipalities, although requirements vary slightly by location.
Real estate, car purchase, and loan use cases
印鑑証明書 is required for any transaction where Japan’s legal system demands proof that a physical seal was genuinely used by its registered owner. Common situations include:
- 不動産の売買（ふどうさんのばいばい） — Buying or selling real estate
- 自動車の購入（じどうしゃのこうにゅう） — Purchasing a vehicle
- ローン契約（ローンけいやく） — Loan agreements
- 相続手続き（そうぞくてつづき） — Inheritance procedures
- 会社設立（かいしゃせつりつ） — Company incorporation
印鑑証明書 is NOT a signature certificate
This is the single most important point for English speakers to understand. In many countries, a “signature certificate” or notarized signature confirms that a written signature belongs to you. Japan’s 印鑑証明書 is NOT about signatures at all — it certifies a physical carved stamp. When you sign a major contract in Japan with your 実印, you are pressing an inked physical object onto paper, and 印鑑証明書 proves that specific object is registered to you. If a Japanese institution asks for 印鑑証明書 and you provide a notarized signature certificate from your home country, it will not be accepted as a substitute.
▶ 不動産を購入するとき、実印と印鑑証明書が必要です。
When purchasing real estate, you need your registered seal and the registered seal certificate.
▶ 印鑑登録をしないと、印鑑証明書は取得できません。
Without registering your seal first, you cannot obtain a registered seal certificate.
住民票 vs 戸籍謄本 — Side-by-Side Comparison
Address proof vs family register proof
The most common mistake people make is submitting 住民票 when 戸籍謄本 is required, or vice versa. The distinction comes down to what each document proves:
| 住民票 | 戸籍謄本 | |
|---|---|---|
| Issued by | City office of your current address | City office of your 本籍 (registered domicile) |
| What it proves | Your current address and household | Your family relationships and vital events |
| Covers foreign residents | Yes | No (Japanese nationals only) |
| Shows current address | Yes | No (shows 本籍, not 住所) |
| Shows family history | No (household info only) | Yes (births, marriages, divorces) |
| Typical fee | ¥200–¥300 | ¥450 |
| Validity period | Often required within 3 months | Often required within 3 months |
本籍 vs 住所 — a crucial distinction
住民票 records your 住所（じゅうしょ）— your current, physical, registered address. This changes when you move. 戸籍謄本 is linked to your 本籍（ほんせき）— your registered domicile in the family register — which does not change automatically when you move. Many Japanese people have a 本籍 in a city they have never lived in, inherited from their parents or grandparents. This means you may need to request 戸籍謄本 by mail from a city office far from where you currently live.
Common mistakes
- Mistake 1: Bringing 住民票 to a marriage registration appointment when 戸籍謄本 is required. → Marriage registration requires 戸籍謄本 to verify your eligibility and family status.
- Mistake 2: A foreign national attempting to obtain 戸籍謄本 at city hall. → Foreign nationals have no 戸籍; you need 住民票 or home-country documents instead.
- Mistake 3: Going to the city hall nearest to your home to get 戸籍謄本, only to find out your 本籍 is registered in a different city. → Request 戸籍謄本 from the office that manages your 本籍 location, or use the national online request system.
Related City Hall Document Words
住民票の写し — the official issued copy
住民票の写し（じゅうみんひょうのうつし）is the certified copy issued to you at the counter or kiosk. 写し (うつし) means “copy.” The underlying 住民票 record exists in the city’s database; 写し is the paper you hold in your hand. In everyday conversation, most people simply say 住民票.
戸籍全部事項証明書 — modern name for 謄本
戸籍全部事項証明書（こせきぜんぶじこうしょうめいしょ）is the formal modern name printed on official forms, replacing the older term 謄本. They are the same document. When you see either name on a form, they refer to the full family register copy. Similarly, 戸籍個人事項証明書 is the modern name for 抄本.
実印 vs 認印 — which seal matters
実印（じついん）is your registered personal seal, used for major legal transactions. 認印（みとめいん）is an everyday unregistered seal, used for package delivery signatures and casual approvals. Only 実印 can be paired with 印鑑証明書. Never use your everyday 認印 for real estate contracts or loan agreements — and never lend your 実印 to anyone.
世帯主（せたいぬし）— head of household
世帯主（せたいぬし）is the person designated as the head of the household unit (世帯・せたい). When you register your address, you designate a 世帯主. This person appears prominently on 住民票. Single-person households have only one member who is automatically the 世帯主. Some forms and applications ask for the 世帯主名（せたいぬしめい）— the name of the head of household — even when the applicant is not the 世帯主.
委任状（いにんじょう）— authorization letter for proxy pickup
If you cannot go to city hall yourself, another person can pick up your documents on your behalf using a 委任状（いにんじょう）— a written authorization letter. You must write and sign (or seal) the 委任状 yourself, specifying the document type, the person authorized to collect it, and the purpose. City hall staff will ask the proxy to present valid ID alongside the 委任状. Templates for 委任状 are often available on city office websites.
Decision Rule: Which City Hall Document Do You Need?
Use this flowchart to decide which document to request before heading to city hall.
START: What do you need to prove?
|
+-- Your current address / household info
| --> Request: 住民票の写し (Residence record copy)
| Available at: city hall of your current address, or convenience store kiosk
|
+-- Family register information / relationships / eligibility to marry / inheritance
| |
| +-- Need ALL members of the family register?
| | --> Request: 戸籍謄本 / 戸籍全部事項証明書 (Full family register copy)
| |
| +-- Need only YOUR OWN info from the register?
| --> Request: 戸籍抄本 / 戸籍個人事項証明書 (Partial family register extract)
|
| NOTE: 戸籍 is for Japanese nationals only.
| Foreign nationals: use 住民票 + home-country documents instead.
|
+-- Your registered personal seal (for real estate / car / loan / inheritance contract)
--> Request: 印鑑証明書 (Registered seal certificate)
Prerequisite: Must first complete 印鑑登録 at your city office
Bring: 印鑑登録証 (your seal registration card) + ID
WHICH OFFICE DO YOU GO TO?
- 住民票 --> City office of your CURRENT ADDRESS (住所)
- 戸籍謄本/抄本 --> City office of your 本籍 (registered domicile) — may differ from current address
- 印鑑証明書 --> City office of your CURRENT ADDRESS (印鑑登録 is address-based)
| Situation | Document you need |
|---|---|
| Opening a bank account | 住民票の写し |
| Changing your registered address after moving | File 転居届（てんきょとどけ）→ then get 住民票の写し |
| Marriage registration | 戸籍謄本（for each party） |
| Passport application (first time) | 戸籍謄本 |
| Inheritance procedure | 戸籍謄本 + 印鑑証明書 |
| Signing a real estate purchase contract | 実印 + 印鑑証明書 |
| Proving your own nationality/personal status (no family member info needed) | 戸籍抄本 |
| Foreign national: proving address | 住民票の写し |
| Foreign national: proving family relationships | Home-country document + certified Japanese translation |
Looking to expand your practical Japanese vocabulary for daily life situations? Quick Quiz Test your understanding. Choose the correct document or fill in the blank. Q1. You need to open a bank account in Japan and prove your current address. Which document do you request? Q2. You are a Japanese national getting married. The city hall asks for your family register document including all members. Which do you bring? Q3. You are a foreign national (non-Japanese citizen) living in Japan. A friend tells you to get 戸籍謄本 for your visa renewal. What is wrong with this advice? Q4. You are signing a contract to buy a car. The dealership asks for 印鑑証明書. Before you can get this certificate, what must you have already done? Q5. What is the modern official name for 戸籍謄本? Q6. You need to prove only your own birth record from the family register — not your parents’ or siblings’ information. Which document is most appropriate? ——— Answers ——— A1. (B) 住民票の写し — This is the standard proof-of-address document in Japan, available at your local city hall. A2. (C) 戸籍謄本 — Marriage registration requires the full family register copy to verify eligibility for all members of the 戸籍 unit. A3. (B) Foreign nationals do not have 戸籍 in Japan. The 戸籍 system is exclusively for Japanese nationals. Foreign residents use 住民票 and home-country documents instead. A4. 印鑑登録（いんかんとうろく）— You must register your seal at the city office before you can obtain 印鑑証明書. A5. (C) 戸籍全部事項証明書 — This is the modern administrative name for the document traditionally called 戸籍謄本. A6. (C) 戸籍抄本 (戸籍個人事項証明書) — When you only need one person’s information from the family register, the partial extract is the appropriate choice. Did this guide help you make sense of Japanese city hall documents? Leave a comment below and let us know which document confused you the most — we read every message!
(A) 戸籍謄本 (B) 住民票の写し (C) 印鑑証明書 (D) 戸籍抄本
(A) 住民票 (B) 戸籍抄本 (C) 戸籍謄本 (D) 印鑑証明書
(A) Foreign nationals must get 戸籍抄本, not 謄本
(B) Foreign nationals do not have 戸籍 in Japan and cannot obtain 戸籍謄本
(C) 戸籍謄本 is only available at the central government office, not city hall
(D) 戸籍謄本 is only valid for 30 days
Fill in the blank: You must have completed ＿＿＿＿＿ at your local city office.
(A) 戸籍個人事項証明書 (B) 住民票の写し (C) 戸籍全部事項証明書 (D) 印鑑登録証明書
(A) 戸籍謄本 (B) 住民票 (C) 戸籍抄本 (D) 委任状Keep Learning
