Request for the issuance of a copy of the alien registration card of a deceased foreign resident

  1. The Act on Partial Amendment to the Immigration Control and Refugee Recognition Act and the Special Act on the Immigration Control of, Inter Alia, Those Who Have Lost Japanese Nationality Pursuant to the Treaty of Peace with Japan was enacted on July 9, 2012. As a result, the Alien Registration Act was repealed. Due to this change, all of the alien registration files that had been stored at local municipalities were sent to the Ministry of Justice and are currently stored at the Immigration Services Agency.
  2. Under the law related to the protection of personal information held by public institutions (hereinafter "Act on the Protection of Personal Information Held by Administrative Organs"), the scope of "personal information" subject to disclosure requests was limited to "information regarding living individuals." As a result, information about deceased foreign nationals was not subject to disclosure requests according to the Act on the Protection of Personal Information Held by Administrative Organs.

Considering the societal role which has been played by the copies of alien registration files and the certificates of information entered in alien registration files up until now, if a person listed in point 3 uses the method described in point 4 to request the issuance of a copy of the alien registration file for a deceased person, that copy shall be issued only if it can be confirmed that the requester meets the criteria in (1) to (3) in point 3 below.

However, if the alien registration file includes personal information pertaining to those besides the deceased party and the requester, such information cannot be provided, as stipulated in the Act on the Protection of Personal Information Held by Administrative Organs. Therefore, a copy will be issued after creating a copy in which that information has been deleted. This process will not be a disclosure from the Act on the Protection of Personal Information Held by Administrative Organs. Instead, it will be a provision of information as part of government services.

  1. Those who can make the request
    • (1) A relative who lived with the deceased foreign national subject of the request at the time of their death
    • (2) The spouse who lived with the deceased foreign national subject of the request at the time of their death (including relationships in which they had not submitted a marriage license but were in a marital relationship for all intents and purposes), direct descendants, siblings, parents, and grandparents
    • (3) If the person specified in (1) or (2) is a minor or an adult ward, their legal representative (a person with parental authority or a guardian of an adult)
      * Requests from voluntary representatives will not be honored.
  2. If you wish to submit a request for issuance, please follow these steps.

    (1) Please bring or send the following items by postal mail to the counter in order to request issuance.

    ① Request for issuance form
    Please enter the required items in the issuance form below.
    Request for issuance form - Word (in Japanese)WordPDF(in Japanese)PDF

    • For examples of request for issuance form entries, please see this PDF (in Japanese).PDF
    • Please take care to complete the request for issuance form carefully and accurately.

    ② Documents for requester to confirm
    Please see the attachment for details - PDF (in Japanese)PDF
    * If you wish for submitted documents to be returned, please notify the agency by attaching a note saying so (in Japanese).

    ③ Please select the pertinent method in order to ensure prompt issuance (issuance/sending of copy, etc.).

    • Issuance of copy at an immigration office
      Select this option if the requester wishes to come to the Immigration Services Agency to either view or request issuance of a copy of the alien registration file related to the deceased foreign national.
    • Sending of copy
      Select this option if the requester wishes for a copy of the alien registration file related to the deceased foreign national to be sent by postal mail.

    If you wish for a copy to be sent, please include a letter pack for reply or a reply envelope with a postal stamp. (The postage depends on weight for standard-sized postal mail (see note); please add postage for express or registered mail).

    (Note) Postage approximations (for one request for issuance of alien registration file of a deceased foreign national)
    If the start of the request period is from 1960 or later, usually 94 yen of postage is required.
    If the start of the request period is from 1959 or earlier, 140 yen or 210 yen in postage may be required because of the larger amount of records.

    • In addition to the stamp attached to the reply envelope when sending the request, we recommend you include a spare stamp that can be used if postage is not sufficient. If the postage is sufficient, the spare stamp will be returned without being used, so please include extra postage just in case.
    • The Agency recommends using a letter pack if the requester asks for multiple copies or wishes to avoid postage issues.
    • Because the number of sheets varies depending on the request details and individual cases, the above amounts are simply an estimate.
    • Please write the return address on the reply envelope.
    • The return address is limited to the address or location entered on the copy of the residence certificate which is submitted.
    • Please understand that additional postage may be requested depending on the number of sheets.

    ④ Handling fee
    No handling fee is required.

    (2) The contact and postal address for request of issuance forms are as follows.

    Where to submit: Immigration Information Disclosure Section, Information System Management Office, General Affairs Division, Immigration Services Agency. (Map).
    * If submitting by mail, please use the Japanese recipient name found on the "Map" page above.
    Location: Yotsuya Tower 13F, 1-6-1 Yotsuya, Shinjuku-ku, Tokyo, 160-0004
    Tel: 03-5363-3005
    Hours: 9:00 a.m. to 5:00 p.m. (excluding Saturdays, Sundays, national holidays, and over the New Year's period)

  3. Other
    • (1) Please understand that it may take one to two months for a decision on whether or not to grant the request is made. However, this period may be longer depending on the number of requests and the volume of personal information in the requests. The decision period also varies by case depending on whether additional confirmations are required.
    • (2) Requests for the issuance of copies of alien registration files for deceased persons cannot be made to a Regional Immigration Services Bureau.
    • (3) If the Immigration Services Agency cannot confirm whether the requester meets the criteria for those who can make the request in point 3 above based on the submitted documents, the agency may request the submission of additional documents. If eligibility cannot be confirmed even after additional document have been submitted, the copies will not be issued.

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