How to File a Report of Birth (ROB) in Japan (for Filipinos)

Living overseas involves experiencing certain important life events such as getting married, settling down, and having a family. Whether planned or not, it’s important to know the general requirements of the government to make sure that as a foreigner living in Japan, you are adhering to all the requirements imposed by the state to make sure that your stay is well documented, and by all accounts legal. This may also prove very important should you eventually decide to come back home to the Philippines in the future.

For Filipinos who decide to start a family in Japan, you will need to file your child’s birth in the Japanese Civil Registry through the Philippine Embassy to make sure that your child has a right to stay with you in the country. Here’s how:

Filing a report of Birth (ROB) in Japan

The Philippine Embassy in Tokyo, Japan has provided certain lists of documents for parents (one being Filipino) to file a report of birth (ROB) of their child.

Requirements

For children born in Marriage (Legitimate)

• Report of Birth Forms available at the Philippine Embassy or the Embassy website.
• The child’s original birth certificate or Shussei Todoke no Kisai Shomeisho (both of which should have legal stamps from the hospital and the City Hall), plus four (4) copies of each.
• The original copy of the parent’s marriage certificate or report of marriage, plus four (4) copies of each.
• For the Filipino parent(s): NSO-issued birth certificate and a valid passport (original + four copies of each)
• For the non-Filipino parent(s): An original and valid passport or any valid ID (plus four copies of each)
• If the Report of Birth is filed a month (30 days) after the child’s birthday, an Affidavit of Delayed Registration will be required
• If the child is already five years old and above, an original and four (4) copies of an NSO-issued Certificate of No Birth Record will also be required.

For children born out of wedlock (Illegitimate)

• Report of Birth Forms available at the Philippine Embassy or the Embassy website.
• The child’s original birth certificate or Shussei Todoke no Kisai Shomeisho (both of which should have legal stamps from the hospital and the City Hall), plus four (4) copies of each.
• For the Filipino parent(s): NSO-issued birth certificate and a valid passport (original + four copies of each)
• For the non-Filipino parent(s): An original and valid passport or any valid ID (plus four copies of each)
• If the Report of Birth is filed a month (30 days) after the child’s birthday, an Affidavit of Delayed Registration will be required
• If the child is already five years old and above, an original and four (4) copies of an NSO-issued Certificate of No Birth Record will also be required.
• If the child’s biological father recognises paternity of the child, an Affidavit of Admission of Paternity is to be submitted.

Note:

• All copies of documents should be in A4 size paper only.
• If the application is to be submitted by mail, the application forms should be typewritten and officially notarized by a Japanese Public Notary.

Procedures

1. The parent/s could personally visit the Philippine Embassy in Tokyo to submit the requirements at the Consular Section of the Embassy or send them through mail.

If the application will be submitted by mail, send your application to:

5-15-5 Roppongi Minato-ku, Tokyo 106-8537

Reminder: Include a self-addressed LetterPack 500 envelope which you can purchase in most convenience stores and at the Post Office. The Philippine Embassy in Tokyo will mail back your documents upon receipt of payment and after your file has been processed.

 

Important: Payment for applications sent by mail can be settled via Postal Payment (genkin kakitome) at the Post Office.

 

The processing period will usually take up to five (5) business days.

2. Settle the service fees for your application listed as follows:
   1. Report of Birth
   2. Translation
   3. Affidavit

 

The Consular Services Section of the Philippine Embassy in Tokyo is open from Monday to Friday only from 9:00 am to 5:00 pm. Please be guided that applications are usually received from 9:00 am – 3:00 pm, and the release of documents are facilitated from 3:00 pm – 5:00 pm only.

Fax No.: (03) 5562-1597

Tel. No.: (03) 5562 1600 + 8 + 131 + # + 0

Email: consular@philembassy.net

Email (in Japanese): ryoujibu@philembassy.net