Updated 2002-05-20
Translating Koseki
by Boilerplate Translations Committee
Introduction
A koseki (戸籍) is an official document that records
details of the birth, marriage, adoption, divorce or death of
Japanese nationals. Usually several people (parents and their
children who have the same surname) are listed on the one form.
These records are compiled and held by the municipal
authorities, from whom a copy can be obtained when necessary.
戸籍謄本 is a full copy or duplicate of the original
koseki, whereas 戸籍抄本 is an extract or a copy of only
part of the original koseki (e.g., details of just one
person listed on the koseki).
Some general guidelines
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Accuracy in rendering names and addresses correctly is
particularly important with koseki. The best
approach is simply to ask the person concerned.
Fortunately, most koseki translation jobs come
directly from one of the people listed in the
koseki.
-
When there is a blank space in the koseki, leave the
space blank in the translation or write [Not stated] or
[Not applicable] or [Nil] as appropriate.
-
Square brackets may be used for the following purposes:
-
-
to make a brief comment about some aspect of the
translation: e.g., [Not stated], [Signature and seal],
[illegible], [sic].
-
to indicate that information not appearing in the
original document has been inferred by the translator
(e.g., adding ‘Japan’ after the address)
-
It is good practice to type a line of hyphens or asterisks
to indicate the end of the translation, so that no
unauthorized additions can be made.
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Full translation
If a full translation of a koseki is required, use this
Full Translation
Template, which is set out differently from the Japanese
original, or the traditional format,
which follows the format and wording of the original
koseki more closely.
If opting for the Full Translation
Template, use the Additional Essential Information field at
the bottom for items in the koseki that are not covered
elsewhere in the template, or for entering long translator’s
notes if necessary. If there is nothing to enter in this field,
write [Nil].
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Extract translation using a template
If an extract translation (a translation in which only
essential items of information appear) is sufficient for your
client’s purposes, use the Extract
Translation Template.
Alternative headings include Selective Translation of Family
Register or Extract Translation of Certified Extract of
Family Register of [Name] (nee [maiden name]).
Use the Additional Essential Information field at the bottom
for items in the koseki that are not covered in the
template, or for entering long translator’s notes if
necessary. If there is nothing to enter in this field, write
[Nil].
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Computerized koseki
Nowadays koseki are being produced as computer printouts
in a simplified horizontally written format that states the
bare facts in boxes, without the traditional wording and
vertical format. The new form also includes protection against
fraudulent copying (if the form is copied, the word 複製
appears).
これまでに使われてきた戸籍は、「改製原戸籍（電算化により改製された原戸籍)）として役場で百年間保存されます。
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The original hard copy of your koseki (whose data
has been converted into electronic media for our
computerized database) shall be retained by our office for
100 years.
全部事項証明: Complete Record
個人事項証明: Individual Record
これは、戸籍中の一部の者について記録されている事項の全部を証明した書面である。
-
This certifies that the above is a complete record of
the entry (entries) for one (some) of the persons listed in
the family register.
To translate a complete computerized (reformatted)
koseki, use the Computer
Koseki Template.
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Traditional koseki
Before the introduction of computerized koseki, family
registers were typed in vertical format and entries were
recorded in an abbreviated sentence style, using certain
standard expressions. The main parts of these traditional
koseki and common phrases used are described separately
in the sections below.
When translating traditional-style koseki, put the
parental details, date of birth and position in the family
(these occur at the bottom of the Japanese koseki)
before the registration details.
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Names
It is a good idea to type surnames in full capitals to avoid
confusion. It is also advisable to ask the client for the
correct renderings of any personal names, if known.
[Date] 母の氏を称する入籍親権者母届出 [Previous domicile]
[Name] 戸籍から入籍:
-
Notice filed on [Date] by the mother, the person
with parental rights, that the mother’s surname will be
used. Entered into this register from the family register
of [Name], [Previous domicile].
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Dates
Be particularly careful to ensure that all dates are rendered
accurately, as they are of vital importance in koseki.
All dates should be converted to the Western calendar. There is
no need to add the traditional Japanese date in parentheses.
同日: Repeat the actual date or write on the same day.
In traditional koseki some numbers used in dates are
written with non-standard characters to prevent fraudulent
alterations:
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Addresses
本籍 is one’s legal or registered permanent domicile, and is
in the municipality where one’s koseki is held. It does
not necessarily coincide with one’s 住所 or current address.
謄本籍地: permanent domicile
An excellent website for verifying the correct reading of place
names is 郵次郎.
Sometimes addresses have been amended by a clerk crossing out
the old address in the 本籍 space and adding the new address to
the right. The date of the change is sometimes noted on the
left. These changes are often based on the 区画整理法 (Land
Readjustment Law) of 1967, which redrew boundaries, amalgamated
town names and reduced their number. Translate this as New
address as amended by the Land Readjustment Law on [date]
(formerly, [previous address]).
転籍 is the transfer of one’s permanent domicile.
[Date] [Address] から転籍届出: Transfer of domicile from
[Address] notified on [Date].
従前本籍: previous permanent domicile
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Compilation of a new register
[Date] 編製
-
This register was made on [Date].
Register created on [Date].
Register established on [Date].
Compiled on [Date].
Made on [Date].
昭和32年法務省令第27号により[Date] 改製につき [Date]
日本戸籍編製
-
This register was made on [Date], following an
amendment on [Date] in accordance with Ordinance No.
27 of the Ministry of Justice in 1957.
昭和参拾弐年法務省令二十七号により改製 [Date] 同所同番地 [Name]
戸籍から本戸籍編製
-
This register was made on [Date] from the
register of [Name] of the same domicile, following
an amendment in accordance with Ordinance No. 27 of the
Ministry of Justice in 1957.
出生の届出により [Date] 父母につき本戸籍編製
-
This register was made with the parents on [Date],
upon notification of the birth.
婚姻の届出により [Date] 夫婦につき本戸籍編製
-
This register was made with the married couple on
[Date], upon notification of their marriage.
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Removal from register
Individuals listed in a koseki are removed from that
koseki when a new family register is created upon
marriage or if they transfer to a different family register
(e.g., through adoption) or die. Here ‘removal’ does not mean
that the entry is obliterated, but that a note is included to
the effect that the person has died or transferred to another
register - i.e., the entry is closed, rather than actually
deleted. Koseki in which all of the entries have been
closed are called joseki (除籍).
消除: cancellation.
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Family relationships
夫の氏名: Husband
妻の氏名: Wife
父の氏名: Father
母の氏名: Mother
長女: First daughter (not eldest daughter). The
same applies for 長男 and other positions in the family (e.g.,
third son, not third eldest son).
母の氏を称する: takes mother’s surname.
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Births
出自: birth, place of birth, origins, descent
年月日: date of birth
[Date] [Address] で出生同月 [Date] 父届出入籍
-
Born on [Date] at [Address], and notice of
birth filed by the father, [Name].
…で出生父 [Name] 届出同年 [Date] X区長受附同月 [Date] 送付入籍
-
Born at [Address] and notice of birth filed by
the father, [Name]. Accepted by the Head of X Ward
Office on [Date], and forwarded and registered
on [Date].
[Date] [Address] で出生同月 [Date] 父届出同月 [Date]
市長から送付入籍
-
Born on [Date] at [Address] and notice of
birth filed by the father, [Name], on [Date].
Accepted by the Mayor, and forwarded and registered
on [Date].
[Date] [Overseas address] で出生同月 [Date]
父国籍保留とともに届出同年 [Date] [Place] 総領事から送付入籍
-
Born on [Date] at [Overseas address], and
notification of the birth and claim to Japanese citizenship
filed by father on [Date]. Accepted by the Consul
General of Japan in [Place], and forwarded and
registered on [Date].
[Date] [Address] [Name] 認知届出.
-
Acknowledged by [Name] of [Address] as his
child on [Date].
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Marriages
[Name] と婚姻届出
-
Notice filed of marriage to [Name].
[Name] 戸籍より同日入籍
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Entered into this register from the family register
of [Name] on the same day.
[Date] [Name] と婚姻届出 [Address] [Name] 戸籍から入籍
-
Notice filed of marriage to [Name] on [Date].
Entered into this register from the family register
of [Name], [Address].
[Date] [Name] と婚姻届出同月 [Date] X県Y郡Z町長から送付
[Address] [Name]戸籍から入籍
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Notice filed of marriage to [Name] on [Date].
Forwarded by the Head of Z Town, Y County, X Prefecture,
and entered into this register from the family register
of [Name], [Address] on [Date].
[Name] と結婚夫の氏を称する旨届出 [Date] 受附 [Address]
に新戸籍編製につき除籍
-
Notice of marriage to [Name] and intention to
take husband’s surname received on [Date]. Removed
from this register due to creation of new family register
at [Address].
[Date] [Name] とアメリカ合衆国ニュー・ヨーク州の方式により婚姻
[Date] 婚姻証明書提出 [Date] 在ニュー・ヨーク総領事から送付
[Address] に夫の氏の新戸籍編製につき除籍
-
Married [Name] on [Date], pursuant to the
laws of the State of New York. Marriage certificate
presented on [Date]. Forwarded by the Consul General
of Japan in New York on [Date]. Removed from this
register due to creation of new register in husband’s name
at [Address].
[Date] 国籍アメリカ合衆国 [Name] (西暦 [Date]
生)と同国ニューヨーク州の方式により婚姻同月 [Date] 証書提出同年
[Date] 在ニューヨーク総領事から送付[Address] [Name]
戸籍から入籍
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Married [Name] (American nationality, born
[Date]) on [Date], pursuant to the laws of the
State of New York. Marriage certificate presented on
[Date]. Forwarded by the Consul General of Japan in New
York on [Date]. Entered in this register from the
family register of [Name], [Address].
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Parental rights
[Date] 親権者を母と定める旨父母届出
-
Notice filed by parents on [Date] that the mother
will have parental rights.
親権者の氏名: Person with parental rights.
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Adoptions
養子: adopted child
養母: adoptive mother
[Date] [Name] 同人妻 [Wife’s name] の養子となる縁組届出
[Address] [Name] 戸籍から入籍
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Notice filed on [Date] of adoption as a
[son/daughter] of [Name] and his wife
[Wife’s name]. Entered in this register from the family
register of [Name], [Address].
代諾養子: This refers to an adoption that is formalized by
means of the legal representative of a child under 15 years of
age consenting to the adoption on the child’s behalf.
Alternatively, it refers to the person adopted as a result of
this process.
The legal representative can be referred to as the
guardian, or the person giving consent [on behalf of
the adoptee].
代諾離縁: This refers to the dissolution of an adoption,
whereby when an adopted child is under 15 years of age the
child’s legal representative formalizes the dissolution with
the adoptive parents.
縁組承諾者: person consenting to the adoption.
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Divorces
[Date] 妻 [Name] と協議離婚届出
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Notice of divorce from his wife, [Name], by
mutual consent, on [Date].
[Date] [Name] と協議離婚届出同月 [Date] X区長から送付 [Address]
[Name] 戸籍から入籍
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Notice of divorce from her husband, [Name], by
mutual consent, on [Date]. Forwarded by the Head of
X Ward Office on [Date], and entry made in this
register from the family register of [Name], [Address].
Types of divorce:
協議離婚: divorce by mutual consent
調停離婚: mediated divorce; divorce by mediation
審判離婚: divorce by Family Court arbitration
判決離婚: divorce by District Court decree
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Deaths
死亡: Deceased
[Date] [Time] [Place] で死亡同月 [Date] 親族 [Name] 届出除籍
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Died at [Place] on [Date], at [Time;
or time of death unknown]. Notice of death filed by
relative, [Name], on [Date] and name removed
from register.
[Date] [Time] [Place] で死亡同月 [Date] 同居者 [Name] 届出同月
[Date] X市長から送付除籍
-
Died at [Place] on [Date], at [Time].
Notice of death filed by [Name] of the same
address on [Date]. Forwarded by the mayor of X City
on [Date], and name struck from register.
Strike through the deceased person’s name in the entry.
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Amendments
過誤につき出生事項中出生の月及び入籍の月訂正
-
Errors in the month of birth and month of registration
corrected.
If an amendment is made to the kanji used in a name:
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[Date] ｢X｣に文字更正: Character changed to [X]
on [Date].
壱字加入: One character added.
昭和参拾弐年法務省令二十七号により改製 [Date] 受附
-
Amended in accordance with Ordinance No. 27 of the
Ministry of Justice of 1957 and received on [Date].
平成６年法務省令第51号附則第2条第1項
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Para. 1, Article 2, a supplementary provision to Item
No. 51, Ministry of Justice Ordinance, 1994
[Date] 日本戸籍改製
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Japanese family register amended on [Date].
改製年月日: Date of reformat; Date of amendment
母氏変更につき[Date]母欄更正
-
Column for mother’s name amended on [Date] due
to change in mother’s surname.
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Official titles
区長: Head of the ward
市長職務代理者: Per the Mayor
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Inkan
Whenever an inkan appears on a koseki, simply
write [Signature], [Signed], [Seal] or [Official stamp], using
editorial square brackets. There is no need to transliterate
the actual name or to add an explanatory footnote.
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Certification of authenticity
At the end of the koseki there is a boilerplate phrase
from the mayor (followed by the date, name and title) saying
-
この謄本[or
抄本]は、戸籍の原本と相違ないことを認証する。
I certify this to be an exact copy of the original
document.
OR: I hereby certify that this is a true and correct
copy of the original record.
OR: This and the preceding [four (4)] pages certified as
a true copy of the original.
[Name in block letters]
[Title]
[Date]
Another form is:
-
この謄本[or
抄本]は、除籍の原本と相違ないことを認証する。
I certify this to be an exact copy of the closed
register.
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Certification of the translation
Hints and suggestions for wording
your certification or statutory declaration.
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Prewar koseki
内地戸籍 were family registers located in a jurisdiction on the
Home Islands (Hokkaido, Honshu, Shikoku, and Kyushu) prior to
World War II. This can be translated as registered in
Japan or Japanese Home Islands registry.
外地戸籍 is another pre-World War II term. It refers to
registers located in a Japanese possession - i.e., Southern
Sakhalin, Korea, Dalian (a leased territory in the Liaodong
Peninsula in China), Taiwan, or the Pacific Islands. The Ainu
were the only people in Southern Sakhalin who had a domiciliary
register in the Home Islands.
朝鮮国籍 refers to registers made in Korea while it was a
Japanese colony (1910-45).
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Other common phrases
市役所: city office; municipal office
届出人及び事件本人: notifying party(ies) and party(ies) to
be registered
戸籍の表: Family register displayed at ...
筆頭者氏名: Name of head of the household; head of the
family (This is the person whose name is listed first on
the koseki.)
届出事項の要旨: Details of notification
戸籍法七十七条の二: Family Registration Law, Article 77.2;
Article 77-2 of the Family Register Law; Family Register Law,
Article 77-2.
LCR: Local Civil Registrar. For instance,
-
Married on June 23, 1995 to XXX, Filipino, born on
October 6, 1971, under Philippine Law, and duly notified
LCR in Japan on July 6, 1995.
以下余白: Blank below here; Rest of page blank; End of
document; No entries below this line.
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Legal disclaimer
The information contained herein or in any linked pages that
constitute part of these guidelines is presented only for
general knowledge and educational purposes, and should by no
means be construed as legal advice. Persons interested in
applying the general information presented here to a specific
set of circumstances should consult with a qualified attorney
or solicitor. Note that there are no ‘rules’ about how to
translate koseki, and the translations above are simply
examples of possible wording.
This site has been prepared by JAT volunteers. If it has been
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