Once your company is officially registered in Japan, you’ll need to prove it—often sooner than you think. Banks, visa authorities, and potential investors will typically request a 登記事項証明書 (Tōkijikō Shōmeisho), known in English as a Certificate of Registered Matters or Certificate of Incorporation. This simple document is your company’s official proof of legal existence in Japan.
Key Takeaways:
- The 登記事項証明書 (Tōkijikō Shōmeisho) (commonly referred to in English as a Certificate of Incorporation or Certificate of Registered Matters) is the official proof of company registration in Japan.
- You must actively request the certificate from the Legal Affairs Bureau. It is not issued automatically, even after new incorporation.
- The certificate is required for key business activities like opening a bank account, visa applications, investor due diligence, and licence approvals.
- You can request it in person or online, and fees typically range from ¥490 to ¥600 depending on how and where it’s issued.
- Newly incorporated companies and overseas founders can access the certificate via proxy, and apostille services are available for international use.
- Most institutions require a certificate issued within the last 3 months, even though the document itself does not technically expire.
What exactly is Japan’s “Certificate of Registered Matters”?
The 登記事項証明書 (Tōkijikō Shōmeisho) is an official document issued by Japan’s Legal Affairs Bureau that certifies the registration details of a company. While not literally called a “Certificate of Incorporation” under Japanese law, it serves the same function in practice: it proves that your entity has been duly incorporated and registered under the Companies Act.
The document includes key information such as:
- Company name (in Japanese)
- Registered office address
- Date of incorporation
- Directors or executive members
- Stated business purpose
- Capital amount
In English contexts, it may be referred to as:
- Certificate of Registered Matters
- Company Registration Certificate
- Certificate of Incorporation (colloquial but widely used in legal/financial translation)
This certificate is often required when dealing with banks, immigration services, business partners, or government agencies. Essentially, any situation where third parties need official confirmation that your company exists and is in good standing.
When do you need this certificate?
The Certificate of Registered Matters isn’t just a one-time formality—it’s a document you’ll need repeatedly throughout the life of your business in Japan. Here are the most common scenarios where it’s required:
Opening a corporate bank account
Nearly all Japanese banks will ask for a recent 登記事項証明書 (usually dated within the last 3 months) before they’ll allow you to open a business bank account. This helps verify your company’s legal status, address, and representative director.
Visa applications and renewals
If you’re applying for or renewing a Business Manager Visa or sponsoring work visas for employees, immigration authorities will require a current certificate to confirm the company is still operating and properly registered.
Investor due diligence & KYC checks
Whether you’re raising funds, signing a lease, or engaging new vendors, third parties may request the certificate as part of their Know Your Customer (KYC) or compliance process. It’s standard documentation in Japanese dealmaking.
Government contracts and licensing
If you plan to bid on public tenders, apply for business licences, or register with certain ministries, you’ll often be required to submit a recent certificate as part of your application file.
Do newly registered companies need to request their first certificate?
Yes, and this point trips up many first-time founders and representatives from overseas companies.
When your entity is successfully registered with the Legal Affairs Bureau, your details are entered into the official corporate registry, and your entity legally exists from that moment. However, the bureau does not automatically issue or mail you a certificate.
If you need a 登記事項証明書 (Certificate of Registered Matters), whether it’s your first copy or your fifteenth, you must actively request it, either in person or online. The process is exactly the same whether your company was registered yesterday or ten years ago.
In short? Registration is automatic, but the certificate is not. You have to order it any time you need a formal, stamped copy.
Where can you request the certificate and what documents do you bring?
You can request a Certificate of Registered Matters either in person at a Legal Affairs Bureau office or online via Japan’s corporate registry system. Both methods are widely used and accessible, though procedures vary slightly depending on how you apply.
Requesting at the Legal Affairs Bureau (法務局)
Visit the Legal Affairs Bureau branch that oversees your company’s registered address.
- Fill out the standard application form (available at the counter).
- Bring your company seal (inkan) or personal ID if acting as an individual.
You can request a certified hard copy of the certificate on the spot.
Note: Anyone can request the certificate. You do not need to be a director or company representative to obtain it, as it is part of Japan’s public company registry.
Requesting online via the 登記・供託オンライン申請システム (tōkihō jōhō cungyo service)
Access the Ministry of Justice’s Corporate Registration Information Disclosure Service (available only in Japanese).
- Submit the request using a gBizID or e-Tax certificate.
- You can choose to receive the certificate by post or pick it up at a bureau counter.
This system is ideal if you need to request certificates frequently or from overseas, especially through a Japanese representative or legal proxy.
How much does it cost and how long does it take?
The cost of obtaining a Certificate of Registered Matters in Japan is modest, but it varies depending on how you request it and how it’s delivered.
| Method | Delivery Option | Fee (per certificate) |
| In-person at Legal Affairs Bureau | Printed & stamped on-site | ¥600 |
| Online request → postal delivery | Delivered to registered address | ¥520 |
| Online request → in-person pickup | Printed at bureau | ¥490 |
Turnaround times:
- In-person request: Typically processed same day—you’ll receive the certificate within minutes if the application is complete.
- Online request (by post): Usually arrives within 3 to 5 business days, depending on region and postal volume.
- Online request (counter pickup): Ready in 1–2 days; you’ll be notified when it’s available.
Certificates don’t technically expire, but most banks, immigration offices, and government agencies will ask for one issued within the past 3 months. It’s common to keep several copies on file.
Can you order the certificate from overseas?
Yes, if your company is registered in Japan but you’re based abroad, you can still obtain a Certificate of Registered Matters. However, you won’t be able to request it directly unless you have a Japanese tax ID and access to the online registry system in Japanese. Instead, you’ll typically use one of the following options:
Appoint a proxy
You can authorise someone in Japan—such as your representative director, a colleague, or a judicial scrivener (司法書士)—to request the certificate on your behalf. They can visit the Legal Affairs Bureau in person or apply online through the disclosure system.
Use online application + international courier
If your proxy applies online, they can request that the certificate be sent to your overseas address, although this may require arranging an international courier separately. In some cases, documents are sent to the registered office in Japan and forwarded from there.
Need it for use abroad? Request an apostille
If you’re submitting the certificate to a foreign authority—for example, for banking, legal, or tax purposes in another country—you may be asked to provide an apostille. This is an official government stamp authenticating the document for international use.
To get one:
- First, request the certificate
- Then, apply for an apostille at the Ministry of Foreign Affairs in Japan
If you plan to use the certificate outside Japan, let your proxy know in advance so they can request the correct format and handle the apostille in one go.
Frequently Asked Questions About Getting a Japanese Certificate of Incorporation
Can I use an English-language address when requesting the certificate?
No. When filling out the request form either online or at the Legal Affairs Bureau, you must use the registered Japanese address of your company in Japanese characters (kanji or kana). English-language addresses or Romanised text will not be accepted. This applies even if you’re a foreign-owned business or filing from overseas.
Always double-check the spelling and formatting of your registered address as it appears in the Corporate Registry (登記簿) to avoid processing delays.
How many copies of the Certificate of Registered Matters should I order?
There’s no legal limit, and you can order as many copies as needed at the time of your request. Most companies request 2–5 copies to have on hand for common tasks like:
- Opening a Japanese business bank account
- Submitting documents for a Business Manager Visa or work visa sponsorship
- Providing proof of registration to investors, landlords, or legal partners
Remember, each copy is stamped and official, so digital photocopies may not be accepted by banks or immigration offices.
Does the Japanese Certificate of Incorporation expire?
Technically no, the certificate doesn’t have a fixed expiration date. However, in practice, many institutions (especially banks, immigration authorities, and investors) will only accept certificates issued within the past 3 months.
To avoid issues, it’s best to:
- Request a fresh copy whenever you’re submitting the document to a third party
- Check the issue date on the certificate before using it in any formal process
Ready to incorporate in Japan and get your first certificate?
A Certificate of Registered Matters is the legal proof that your company exists in Japan and is properly registered with the authorities. Whether you’re opening a bank account, applying for a visa, or preparing to raise funding, this document will be one of your first (and most frequently requested) assets.
If you’re just getting started with the incorporation process, weConnect can help you get it right from the beginning. Our team supports foreign companies through every step of registering a KK, GK, or branch office in Japan, including preparing your documents, navigating the Legal Affairs Bureau, and ensuring you receive your certificate as quickly as possible.
Book a free incorporation consultation and speak with a local expert about your Japan setup.