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Issuance of certificates such as family register, resident certificate and Seal Registration
Copy of resident certificate, Certificate of entry in resident certificate
Claims by a person who has justifiable reason to use a copy of resident certificate

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Claims by a person who has justifiable reason to use a copy of resident certificate

Requests for a copy of resident certificate by a third party will be made at the counter or by mail. Please note that convenience store delivery and online applications are not available.

Last Updated January 25, 2024

A person who can claim

A person who has a good reason to use a copy of resident certificate

Those who are required to exercise their rights or fulfill their obligations
Those who need to submit to the national or local government agency
Those who have a good reason to use the information described in resident certificate
Special clerical staff (lawyer, etc.) who received a request from A to C above

If a person who has justifiable reason to use a copy of resident certificate (the principal or a third party other than the person and a member of the same household) requests the grant, it is necessary to clarify the name of the recipient, Address, and the specific purpose of the copy of the resident certificate. In addition, materials (copy of contract, copy of application form, etc.) that can confirm whether the request is for justifiable reasons, or materials that can confirm the relationship with the grantee (family register certification, etc.) may be required.
Based on the purpose of the disclosed use, we will examine whether or not a copy of resident certificate.

Precautions

As a general rule, a copy of the resident certificate to be issued must be issued only by Address, name, date of birth, and gender.
If you need a copy of resident certificate with the name and relationship of the head of household, the indication of family register and nationality, nationality, etc., please clarify the purpose of use.
If you need a copy of the resident certificate (all households, etc.) that includes members of the same household other than the grantee, please clarify the purpose of use.

When making a request at the counter

Billing Destination and Handling Time

If you have resident certificate in Yokohama City, you can request it at any ward office or administrative service corner.

Each ward office in Yokohama City

From Monday to Friday, 8:45 a.m. to 5:00 p.m.
From 9:00 am to noon on the second and fourth Saturday (about ward office window opening agency on the second and fourth Saturday)
※Closed on public holidays and New Year holidays

Yokohama City Administrative Service Corner

From Monday to Friday from 7:30 a.m. to 7 p.m.
Saturday and Sunday from 9:00 a.m. to 5:00 p.m.
※Closed on public holidays and New Year holidays

What you need for billing

When an individual or corporation makes a request

1. Copy of resident certificate, etc. (for window)

Yokohama City Electronic Application and Notification Service (outside site)You can download it from here.
When making a request, please state the specific purpose of using the copy of resident certificate. You may also need documentation to clarify your billing authority.

2. Identification documents for those who come to the counter

Driver's license
Passport (passport)
My Number Card (Personal Number Card) or Basic Resident Register Card with Photo
Resident card, special permanent resident certificate, etc.

3. If the person coming to the office is proxy/agent and messenger

A document that can confirm the authority of proxy, such as a power of attorney is required.
In the case of a corporation, if the representative of the corporation comes to the counter, a certificate of qualification of the representative is required, and if it is not a representative, a power of attorney or employee ID created by the representative is required.

4. Documents that can confirm billing authority

In order to confirm whether you can use a copy of resident certificate, you may need documents (copy of contract, family register certificate, etc.) to confirm your claim authority.

When making a request for duties by a specific administrative representative

1. Invoices for duties

Yokohama City Electronic Application and Notification Service (outside site)You can download it from here.
Please specify the purpose of use in resident certificate to determine if the use of the copy is legitimate. (Excluding claims to be used for proxy work in court / litigation procedures and dispute settlement procedures.)

2. Identification documents for those who come to the counter

Certificate of Eligibility
Assistant's card (if there is no assistant card, proxy from the person in charge of the specific affairs)

3. Only if the person coming to the counter is proxy/agent or messenger who has been requested by a specific administrative clerk

A document that can confirm the authority of proxy, such as a power of attorney or an assistant card

Fees

300 yen per copy

When requesting by mail

Items to be mailed

When an individual or corporation requests the grant

1. A copy of resident certificate (for mailing)

We can download from Yokohama-shi electronic application, report service (outside site).

Instead of an invoice, "any document that clarifies the following matters" is acceptable.

Name of claimant, Address (in the case of a corporation, company name, location, representative name, name of person in charge of billing, Address)
Name of recipients, Address
Purpose of Use
- When making a request, please state the specific purpose of using the copy of resident certificate. You may also need to submit materials that clarify your claim authority.
- The invoice must be signedseal. In the case of a corporation, seal, a representative name is required.
- Please do not use pencils or other writing instruments that can erase characters.
- Please be sure to fill in the Phone number which can be reached during the day. (We may contact you if you have any questions about documents or billing details. Please note that if you cannot make an inquiry without Phone number entry, we may return it. )

2. A copy of the identity verification document of the person requesting

Driver's license
Passport (passport)
My Number Card (Personal Number Card) or Basic Resident Register Card with Photo
Residence Card or Special Permanent Resident Certificate
Health insurance card, etc.

※When sending a copy of your health insurance card, please send the insurer number and the insured symbol / number so that they cannot be seen by black paint.

3. If the claimant is proxy/agent or messenger

A document that can confirm the authority of proxy, such as a power of attorney is required.
In the case of a corporation, if the representative of the corporation requests it, a certificate of qualification of the representative of the corporation, and if it is not a representative, a copy of the power of attorney or employee ID created by the representative is required.

4. Documents that can confirm billing authority

In order to confirm whether you can use a copy of resident certificate, you may need documents (copy of contract, family register certificate, etc.) to confirm your claim authority.

5. A copy of the document confirming the destination

In the case of an individual, it can be omitted if the address is indicated on the identity verification document.
In the case of a corporation, a copy of the registration certificate, an employee ID card with the location, a copy of the company information, a copy of the website, etc. are required.

6. Fees

300 yen per copy
Please send it by fixed-amount exchange, ordinary exchange, or registered mail.

Precautions

Please send the same amount as the fee for fixed-amount small exchange and ordinary exchange so that you do not get change.
Please send the "Designated Recipient" column of the fixed amount small exchange / ordinary exchange as blank.
The validity period of fixed-amount exchange and ordinary exchange is six months from the date of issue. Please send us the remaining validity period of about one week.

7. Reply envelope

Please fill in the reply destination Address and attach a stamp.
When creating a reply envelope, please pay attention to the amount of the stamp. If the fee is insufficient, it will be returned by "payee of the underpaid fee recipient".
For more information, please refer to the following link.

When making a request for duties by a specific administrative representative

1. Invoices for duties

Yokohama City Electronic Application and Notification Service (outside site)You can download it from here.
Please specify the purpose of use in resident certificate to determine if the use of the copy is legitimate. (Excluding claims to be used for proxy work in court / litigation procedures and dispute settlement procedures.)
If you have any questions about the billing details, such as the purpose of use, we may contact you.

2. A copy of the claimant's identity verification document

Certificate of Eligibility
Assistant's card (if there is no assistant card, proxy from the person in charge of the specific affairs)

3. Only proxy/agent received a request from a designated administrative representative

A copy of a document that can confirm the authority of proxy, such as a power of attorney, or a copy of the assistant's card is required.

4. Fees

300 yen per copy
Please send it by fixed-amount exchange, ordinary exchange, or registered mail.

Precautions

Please send the same amount as the fee for fixed-amount small exchange and ordinary exchange so that you do not get change.
Please send the "Designated Recipient" column of the fixed amount small exchange / ordinary exchange as blank.
The validity period of fixed-amount exchange and ordinary exchange is six months from the date of issue. Please send us the remaining validity period of about one week.

5. Reply envelope

Please fill in the reply destination Address and attach a stamp.
When creating a reply envelope, please pay attention to the amount of the stamp. If the fee is insufficient, it will be returned by "payee of the underpaid fee recipient".
For more information, please refer to the following link.

Shipping costs

When creating a reply envelope, please pay attention to the amount of the stamp. If the fee is insufficient, it will be returned by "payee of the underpaid fee recipient".

Basic charge

Up to 25g of standard mail 84 yen
Up to 50g of standard mail, 94 yen

Optional services such as express delivery and simple registered mail

If you wish to use postal services such as express delivery or simple registered mail, a separate fee will be charged. We will return it with the returned envelope sent, so please attach the necessary stamp. For details on rates, please check the website of Japan Post Co., Ltd. (external site).

Postal services that cannot be used

Certificates such as family register Certificate and copies of resident certificate are documents corresponding to letters (Guidelines for Ministry of Internal Affairs and Communications (outside site)). Therefore, Japan Post's Yu-Pack, Yu-Mail, Yu-Packet, and Click Post are not available. Please note that if you specify these services for your reply, you will be asked to send you a reply envelope with a new stamp.

Claims from abroad

If you would like to receive a reply by International Speed Mail (EMS), please indicate so on your invoice. In that case, we will prepare an envelope for International Speed Mail (EMS), so please send the fee and postage plus 51 yen for the special envelope fee and postage. (It is not necessary to enclose a reply envelope.)
For more information, please refer to the mailing request for family register certification from overseas.

Mail address (Yokohama City Mail Request Office)

〒231-8307
1-1-56, Sakuragicho, Naka-ku, Yokohama-shi
Yokohama City Mail Request Office

Number of days until receipt

Requests by mail will take the total number of days of processing and round-trip mail delivery days.
It is usually expected to take about 10 days from the time of posting the certificate, but it may take more days depending on factors such as postal circumstances and holidays, so please request in advance.
If you are in a hurry, please consider using express mail when sending or returning documents.
If you apply for more than one certificate at a time, or if you have any questions about the documents or billing details and need to be confirmed, it will take a few days to create the certificate. Please note that it will take more days to return than usual.