Registering a foreign family's residence: proof of relationship to the head of household, and translations

Sources checked: 27 October 2026

When foreign family members register their address in the same household and the head of household is also a foreign resident, they need a document proving their relationship to the head of household (spouse, child and so on). If the document is in a foreign language, it needs a Japanese translation that identifies the translator.

When a relationship document is needed

The Basic Resident Registration Act requires a foreign resident who is not the head of household, and whose head of household is also a foreign resident, to attach a document proving the relationship when making an address notification.

世帯主でない外国人住民であつてその世帯主が外国人住民であるものは、第二十二条第一項、第二十三条、第二十五条、第三十条の四十六又は第三十条の四十七の規定による届出をするときは、世帯主との続柄を証する文書を添えて、これらの規定に規定する届出をしなければならない。ただし、政令で定める場合にあつては、この限りでない。

Basic Resident Registration Act, Article 30-49

The first notification after arriving in Japan and settling at an address
Moving in from another municipality, moving within the same municipality, or a change of household
Someone already living in Japan becoming a mid- to long-term resident

If the relationship to the head of household changes (for example, marrying the head of household or the birth of a child), it must also be notified within 14 days with a document proving the relationship (Article 30-48). This isn't needed if a family register notification for that change (such as a marriage or birth registration) has been filed with and accepted by a Japanese municipality (Enforcement Order, Article 30-18).

The document may also not be needed in some other cases, for example when the family moves together and the relationship was already registered at the previous address (Enforcement Order, Article 30-19). Meguro City, for instance, doesn't require it if the relationship is shown on the moving-out certificate (転出証明書). These rules apply where the head of household is a foreign resident. If the head of household is Japanese, ask your municipality.

Documents that prove the relationship

The Ministry of Internal Affairs and Communications asks for the original of a document issued by a public body such as the home-country government, for example a birth or marriage certificate.

お住まいの市区町村への転入の届出の際、外国人住民である世帯主の方と同じ世帯の外国人住民の方につきましては、世帯主の方とご本人との続柄を証明できる文書（本国の政府等公的機関が発行したもので、出生証明書、婚姻証明書などの原本）が必要となります。

Ministry of Internal Affairs and Communications: moving in and out (Japanese)

A birth certificate, marriage certificate or family relationship certificate issued by the home-country government
If a birth or marriage was registered in Japan, the certificate of acceptance (受理証明書) or certificate of entries (記載事項証明書) for it
If the home-country government doesn't issue such documents, a document from another public body that shows the relationship

Many municipalities ask you to bring the original (for example Shinjuku, Ota, Meguro and Minato). Ota City also asks for a document showing the change if the name on the certificate differs from the name on the residence card.

What the translation must show

A document written in a foreign language needs a translation that identifies the translator.

法第三十条の四十八又は第三十条の四十九に規定する世帯主との続柄を証する文書で外国語によって作成されたものについては、翻訳者を明らかにした訳文を添付しなければならない。

Basic Resident Registration Act Enforcement Regulations, Article 49

The regulation requires the translator to be identified, but sets no translator qualification. Some municipalities also ask for the following:

The translator's name and the date of translation (Ota, Sendai)
A translation of everything on the document, not just the parts showing the family relationship (Ota, Sendai)
If a company translated it, the company's name and address (Ota)

Requirements differ between municipalities, so check your municipality's guidance before you file.

If you can't provide a document

Without a relationship document, the relationship on the residence record is entered not as "spouse" or "child" but as a general category such as 縁故者 (relative or dependant). Ota City explains it like this:

提出いただけない場合、続柄は「縁故者」または「同居者」と記載されることになります。

Ota City: documents proving the relationship (Japanese)

Questions

Will I get the original back?

A 2012 notice from the Ministry of Internal Affairs and Communications says the municipality may return the document on request after taking a copy. Ask at the counter if you want it back.

My home country doesn't issue family relationship certificates.

The same notice says the municipality should ask for a document from another public body that shows the relationship. It also says the relationship may be recorded if it can be confirmed from the residence status on the residence card (Dependent, 家族滞在, or Spouse or Child of Permanent Resident, 永住者の配偶者等).

Can I translate the document myself?

The regulation requires the translator to be identified but sets no qualification. Some municipalities ask for the translator's name and the date of translation, so follow your municipality's guidance.

This page is general information. The documents required and the format of translations differ by country and office, and can change. Check the current guidance of the office you are submitting to before you file.