Complete Guide to Required Documents and Translation Tips for Naturalization in Japan

Complete Guide to Required Documents and Translation Tips for Naturalization Applications in Japan

When applying for Japanese naturalization, two major challenges often arise: preparing the required documents and translating foreign-language materials. For foreign nationals, obtaining documents from their home country and understanding the correct translation standards can be time-consuming and confusing. Based on real-world experience, Gyoseishoshi Ishinagi Office provides clear guidance on how to handle each document and translation effectively.

For the Japanese version of this article, please see こちらの記事をご覧ください（日本語版）.

📄 List of Required Documents and How to Obtain Them

Application for Naturalization

• How to Obtain: Provided only to the applicant during a pre-consultation at the Legal Affairs Bureau. Not available online. Not obtainable by proxy.
• Notes: Personalized forms; must be signed by the applicant.
• Administrative Scrivener Role: Support with drafting and checking the contents (but cannot obtain the form).

Resume

• How to Obtain: Distributed during the interview at the Legal Affairs Bureau.
• Notes: List academic and work history accurately; avoid gaps.
• Administrative Scrivener Role: Support drafting based on interviews; check for consistency.

Passport & Residence Card (Copy)

• How to Obtain: Applicant makes their own color copies.
• Notes: Copy both sides of the Residence Card; all pages of the passport.
• Administrative Scrivener Role: Review for completeness and accuracy.

Resident Record (Juminhyo)

• How to Obtain: At city hall or via convenience store (requires My Number card).
• Notes: Must include relationship details; exclude My Number; issued within 3 months.
• Administrative Scrivener Role: Can obtain with a power of attorney.

Tax Certificates

• How to Obtain: From the tax office (national tax) or city hall (resident tax).
• Notes: Typically last 2-3 years; some need a proxy form and stamp.
• Administrative Scrivener Role: Help draft proxy forms, guide application, and apply on your behalf with authorization.

Proof of Income (Taxation Certificate)

• How to Obtain: At city hall; can also use My Number card at convenience stores in some areas.
• Notes: Check which years are needed; must be issued within 3 months.
• Administrative Scrivener Role: Confirm necessary years and assist with proxy application.

Certificate of Employment

• How to Obtain: Request from your HR department.
• Notes: Should include job title, employment type, and period. Company seal may be required.
• Administrative Scrivener Role: Provide a request letter template and review contents.

Bankbook Copy

• How to Obtain: Copy your bankbook (6 months’ records recommended). PDFs acceptable for online banking.
• Notes: Show deposit/withdrawal history, not just the balance.
• Administrative Scrivener Role: Advise which pages to copy and help with supplementary notes.

Rental Contract Copy

• How to Obtain: Copy your lease agreement.
• Notes: Include pages showing your name and address; add renewal documents if applicable.
• Administrative Scrivener Role: Confirm content and recommend additional materials if needed.

Family Relationship Certificate (Foreign Language)

• How to Obtain: Obtain from home country or through embassy/consulate.
• Notes: Includes birth, marriage, or divorce certificates; translation required.
• Administrative Scrivener Role: Guide on how to obtain documents and check translations.

Translations

• How to Obtain: Self-made or commissioned to a scrivener or translator.
• Notes: Errors can negatively impact the application; translator’s name and signature required.
• Administrative Scrivener Role: Provide translations and verify consistency with the full application.

Statement of Purpose

• How to Obtain: Created based on applicant’s motivations; often supported by scrivener interviews.
• Notes: Use positive, specific language; provide context if Japanese skills are limited.
• Administrative Scrivener Role: Help structure and align the statement with the entire application.

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📌 How to Organize and Submit the Documents

📄 Standard Order of Documents

Note: An official checklist will be provided at your consultation, but this is a common structure:

1. Application for Naturalization
2. Resume
3. Statement of Purpose
4. Residence Card (both sides)
5. Passport (all pages)
6. Resident Record (with all household members, relationship info)
7. National Tax Certificate
8. Resident Tax Certificate
9. Taxation Certificate (proof of income)
10. Most recent Gensenchoshuhyo (withholding slip)
11. Employment Certificate / Contract
12. Recent Payslips
13. Bankbook (last 6 months)
14. Rental Contract
15. Proof of Dependents / Remittances
16. Foreign Documents (birth, marriage, etc.)
17. Translations (for all foreign-language docs)
18. Any other documents requested by the Legal Affairs Bureau

🩷 Submission Tips

• No stapling: Submit documents loose in a clear file or envelope
• Use A4 paper: Do not fold or damage the papers
• Maintain correct order: Misordering can cause delays or rejection
• Attach originals with copies when required
• Translations and originals: Present together without stapling (side-by-side)

📂 Document Volume and Checks

• Applications typically exceed 100 to 200 pages
• Create a checklist to prevent omissions
• Keep copies of all documents for your records

📆 Recommended Submission Materials

• Clear file (A4 size) to organize documents in order
• No need for a cover page unless instructed
• If mailing, use a Kaku-2 envelope and write your name clearly on the front

▶︎ See our complete guide to naturalization in Japan｜Ishinagi Immigration Legal Office (Osaka)

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▼ Popular Articles on Naturalization in Japan

• Thinking About Naturalization in Japan? Start Here with a Practical Guide
• How to Write a Statement of Purpose for Naturalization in Japan
• 7 Common Reasons for Naturalization Denial in Japan

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