In Japan, INKAN (印鑑) – imprint of seal, can be often used as a stamp of authentication or confirmation instead of signature.
If you are a resident in Japan and RESIDENCE CARD holder, you can register your own INKAN at the city/ward office in your residence area. Those who register their own INKAN can receive INKAN CERTIFICATE (印鑑証明書) at the city/ward office. INKAN CERTIFICATE is to confirm whether the imprint put on the documents surly matches the person’s registered INKAN and to certify the holder/registrant of the INKAN. Registered INKAN is also called as JITSU-IN (実印).
TIPS
Japanese nationals are not even sure for the difference but INKAN and HANKO is different.
- INKAN is referred to the imprint/impression of HANKO
- HANKO is the instrument itself.
REQUIREMENT for INKAN to be REGISTERED
There are some rules of INKAN to be registered. The rule may be different depending on the city/ward office, so you should confirm them what types of INKAN can be registered there.
In case of you are a foreign national, generally, you can use your name in alphabet or your katakana name in RESIDENCE REGISTRY. You cannot use the combination of alphabet and katakana.
You should ask the city/ward office in your area for further details.
INKAN to be Registered
- Size: within a square with sides 8mm – 25mm. No limitation for the shape
- Letters: sir name + first name / first name / sir name / combination of abbreviated sir name and first name
- Letters (your name) has to be the same as shown on RESIDENCE CARD and CERTIFICATE of RESIDENCE
- Kanji can be used only in case your Kanji name is sated on your RESIDENCE CARD. Example of INKAN is as follows;
Generally, the most popular INKAN would be round shape with a diameter of 16.5 – 18mm, full name in alphabet or Katakana or sir name in alphabet or Katakana.
INKAN not to be Registered
- Made of rubber or materials which can change the shape easily.
- Nonstandard sizes of Inkan
- Blurred imprint
- Imprint without a rim/border
- Extremely designed and/or hardly recognized as the person’s name
- Including letters other than the person’s name (e.g. date of birth etc.)
- Inkan which is already registered by other person, etc.
INKAN REGISTRATION
Where to Apply You can register your INKAN at the city/ward office in your residence area. The registration is completed on the same day of application and you will receive INKAN CARD (印鑑登録証・印鑑カード) for the INKAN registered. You can receive INKAN CERTIFICATE (印鑑証明書) after the registration if necessary.
What to Bring
- Hanko/Seal to be registered.
- One of the following items; RESIDENCE CARD, Japanese Driver’s License or MyNumber Card
- Registration fee; 0 – 300 yen per registration, depending on the city/ward
You should ask the city/ward office in your area for further details.
INKAN CERTIFICATE
You can receive INKAN CERTIFICATE at the city/ward office on the same day of application.
What to Bring
- INKAN CARD (印鑑カード or 印鑑登録証)
- One of the following items; RESIDENCE CARD, Japanese Driver’s License or MyNumber Card
- Issuance fee; 250 – 350 per copy depending on the city/ward
No need to bring the HANKO itself. Depending on your residence area, you also can receive it via copier installed at a convenience store by using MyNumber Card.
You should ask the city/ward office in your area for further details.
INFORMATION LISTED on INKAN CERTIFICATE
- INKAN (imprint/impression of your HANKO registered)
- Registration number and date of registration
- Full name
- Date of birth
- Registered residence address
- Sex
The format of INKAN CERTIFICATE is different depending on the city/ward.
In most cases, you need the one issued within 3 months before the date of use if you are requested to provide the original.