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A request by a person with justifiable reason to use a copy of resident certificate (a request by a third party)

Last updated on December 6, 2024.

The text is from here.

A request by a person with justifiable reason to use a copy of resident certificate (a request by a third party)

Requests by third parties for copies of resident certificate will be made at the counter or by mail. Please note that you cannot use a convenience store grant and the online application.

A person who can claim

A person who has justifiable reason to use a copy of resident certificate

A person who needs to exercise his or her rights or fulfill his obligations
A person who needs to submit to a national or local government agency
A person who has justifiable reason to use the information described in resident certificate
Specified clerks (lawyers, etc.) requested by persons A to C above

If a person who has justifiable reason to use a copy of resident certificate (or a third party other than the person himself / herself and same household) requests the grant, it is necessary to clarify the name of the recipient, Address and the specific purpose of the use of the copy of resident certificate. In addition, you may need documents (copy of contract, copy of application form, etc.) that can confirm whether the request is for justifiable reasons, or documents that confirm the relationship with the recipient (such as family register certification).
Based on the stated purpose of use, we will examine whether a copy of resident certificate will be issued.

Notes

In principle, a copy of the resident certificate to be issued is a separate description of the recipient's Address, name, date of child birth and gender.
If you need a copy of the resident certificate with the name of the head of the household and its relationship with the head of the household, the indication of the family register, the nationality, etc., please indicate the purpose of use.
If you need a copy of the resident certificate of a person (all households, etc.) with same household members other than those eligible for grant, please clarify the purpose of use.

When making a request at the counter

Billing address and handling time

If there is a resident certificate in Yokohama, you can request it at any ward office or administrative service corner.

Each ward office in Yokohama city

From 8:45 a.m. to 5:00 p.m. Monday through Friday ※Holidays and New Year holidays are excluded.
From 9:00 am to noon on the 2nd and 4th Saturday (about ward office window opening agency of the 2nd and 4th Saturday)

Administrative Service Corner in Yokohama City

From 7:30 a.m. to 7:00 p.m. Monday through Friday
From 9:00 a.m. to 5:00 p.m. on Saturdays and Sunday
※Holidays and New Year holidays are excluded.

Notice

On Saturdays and Sunday, the Yokohama City Administrative Service Corner cannot issue a copy of resident certificate (including rejection) of a person who was erased from resident certificate due to transfer or death.

What is required for billing

When requested by individuals or corporations

1.Copy of resident certificate and other invoices

We can download request (invoice for window) (outside site) such as copies of resident certificate from Yokohama-shi electronic application, report service.
When making a request, please state the specific purpose of using the copy of resident certificate on the invoice. In addition, you may need documents that can confirm that the claim is for justifiable reasons.
If a corporation makes a request, the invoice must have a company-marked seal.

2.Identity verification documents for those who come to the office at the counter

Driver's license
Passport
My number card
Residence Card or Special Permanent Resident Certificate

Etc.

3.If the person coming to the counter is proxy/agent and the messenger

A document that can confirm the authority of proxy, such as a power of attorney, is required.
In the case of a corporation, if the representative of the corporation comes to the counter, a certificate of qualification of the representative is required, and if you are not a representative, a power of attorney or employee ID created by the representative is required.

4.Documents that can confirm whether the request is for justifiable reason

In order to confirm whether a copy of resident certificate is available, you may need documents (copy of contract, family register certification, etc.) to confirm that the request is for justifiable reasons.

When making a request for duties by a designated administrative representative

1.Invoice for duties

In order to determine whether the use of the copy is legitimate in resident certificate, please specify the purpose of use. (Excluding requests for use in proxy affairs for trial / litigation procedures and dispute settlement procedures.)
On duty, seal is required on the invoice.

2.Identification documents of the person coming to the agency at the counter

Certificate of Eligibility
Aider ID (If there is no assistant ID, a power of attorney from a specific administrative person)

3.Only when the person coming to the counter is proxy/agent or messenger who has received a request from a specific administrative representative.

Documents that can confirm the authority of proxy, such as power of attorney, or ID of assistant

Fees

300 yen per copy

When requesting by mail

What to be mailed

When an individual or corporation makes a request for grant

1.Copy of resident certificate and other invoices

We can download request (invoice for mail) (outside site) such as copies of resident certificate from Yokohama-shi electronic application, report service.

Instead of an invoice, an "arbitrary document that clarifies the following matters" is also acceptable.

The name of the claimant, Address (in the case of a corporation, the company name, location, representative name, name of the claimant, Address, seal on the invoice)
Name of the recipient, Address
Purpose of Use
- When making a request, please state the specific purpose of using the copy of resident certificate on the invoice. In addition, it may be necessary to submit documents that confirm that the request is for justifiable reason.
- The invoice must be signed or signed and seal. In the case of a corporation, seal with the name of the representative is required.
- Please do not use writing instruments that can erase characters such as pencils.
- Please fill in the Phone number where you can get in touch during the day. (We may contact you if you have any questions about documents or billing details. Please note that if you cannot make an inquiry without the entry of Phone number, we may return it. )

2.A copy of the identity verification document of the claimant

Driver's license
Passport
My number card
Residence Card or Special Permanent Resident Certificate
employee health insurance Certificate of Eligibility or Health Insurance Card

Etc.

※If you wish to send a copy of your employee health insurance qualification confirmation or health insurance card, please make sure that the insurer number and insured person symbol and number are not visible in black.

3.If the claimant is proxy/agent or the messenger

A document that can confirm the authority of proxy, such as a power of attorney, is required.
In the case of a corporation, if requested by the representative of the corporation, a certificate of qualification of the representative is required, and if it is not a representative, a copy of the power of attorney or employee ID created by the representative is required.

4.Documents that can confirm whether the request is for justifiable reason

In order to confirm whether a copy of resident certificate is available, you may need documents (copy of contract, proof of family register, etc.) to confirm that the request is for justifiable reasons.

5.Copy of documents that allow you to confirm the destination

In the case of an individual, it can be omitted if the address is indicated on the copy of the identity verification document.
In the case of a corporation, a copy of the certificate of entry, an employee ID card with the location, company information, homepage, etc. are required.

6.Fees

300 yen per copy
Please send it by fixed amount money order, ordinary money order or registered mail.

Notes

We ask that you send the same amount as the fee so that you do not get any change for fixed amount currency and ordinary exchange.
Please send the "Designated Recipient" column of the fixed amount exchange / ordinary exchange blank.
The validity period of fixed-rate small exchange and ordinary exchange is six months from the date of issuance. We ask that you send the remaining validity period of about one week.

7.Reply envelope

Please fill in the reply destination Address and attach a stamp.
Please be aware of the amount of the stamp when creating a reply envelope. If the fee is insufficient, it will be returned by "payment of the shortage fee recipient".
For more information, please refer to the following link.

When making a request for duties by a designated administrative representative

1.Invoice for duties

On duty, seal is required on the invoice.
Please specify the purpose of use in resident certificate to determine whether the use of the copy is due to justifiable reasons. (Excluding requests for use in proxy affairs for trial / litigation procedures and dispute settlement procedures.)
We may contact you if you have any questions about the contents of the request, such as the purpose of use.

2.A copy of the claimant's identity verification document

Certificate of Eligibility
Aider ID (If there is no assistant ID, a power of attorney from a specific administrative person)

3.Only proxy/agent received a request from a designated administrative agent

A copy of a document that can confirm the authority of the proxy, such as a power of attorney, or a copy of the ID of the assistant, is required.

4.Fees

300 yen per copy
Please send it by fixed amount money order, ordinary money order, or registered mail.

Notes

We ask that you send the same amount as the fee so that you do not get any change for fixed amount currency and ordinary exchange.
Please send the "Designated Recipient" column of the fixed amount exchange / ordinary exchange blank.
The validity period of fixed-rate small exchange and ordinary exchange is six months from the date of issuance. We ask that you send the remaining validity period of about one week.

5.Reply envelope

Please fill in the reply destination Address and attach a stamp.
Please be aware of the amount of the stamp when creating a reply envelope. If the fee is insufficient, it will be returned by "payment of the shortage fee recipient".
For more information, please refer to the following link.

Shipping costs

Please be aware of the amount of the stamp when creating a reply envelope. If the fee is insufficient, it will be returned by "payment of the shortage fee recipient".

Basic charge

110 yen up to 50g of standard mail

Optional services such as express delivery and simple registered mail

If you wish to use postal services such as express delivery or simple registered mail, a separate fee will be charged. It will be returned with the sent reply envelope, so please attach the necessary stamps. For details on the fee, please check the website of Japan Post Co., Ltd. (outside site).

Not available postal services

Certificates such as family register certifications and copies of resident certificate are documents that correspond to letters (Ministry of Internal Affairs and Communications “Guidelines for Letters” (external site)). Therefore, Japan Post's Yu-Pack, Yu-Mail, Yu Packet, and Click Post are not available. Please note that if you specify these services for your reply, you will be required to send a reply envelope with a stamp again.

Requests from outside Japan

If you would like to receive a reply by International Express Mail (EMS), please indicate so on the invoice. In that case, we will prepare an envelope dedicated to international speed mail (EMS), so please send the fee and postage plus the special envelope fee of 51 yen. (You do not need to enclose a reply envelope.)
For more information, please refer to the mailing request for family register certification from overseas.

Mail address (Yokohama City Mail Request Office)

〒231-8307
1-1-56, Sakuragicho, Naka-ku, Yokohama-shi
Yokohama City Mail Request Office

Number of days until receipt

For billing by mail, it takes the total number of days of processing and round-trip postal delivery.
It usually takes about 10 days from mailing to receiving the certificate, but it may take more days depending on postal circumstances and holidays, so please request in advance.
If you are in a hurry, please consider using express mail when sending and returning documents.
If you apply for more than one certificate at a time, or if you have any questions about the documents or billing details and need to be confirmed, it will take a few days to create the certificate. Please note that it will take more days to return the product than usual.