Complete Guide to Required Documents and

Complete Guide to Required Documents and Translation Tips for Naturalization Applications in Japan

When applying for Japanese naturalization, two major challenges often arise: preparing the required documents and translating foreign-language materials. For foreign nationals, obtaining documents from their home country and understanding the correct translation standards can be time-consuming and confusing. Based on real-world experience, Gyoseishoshi Ishinagi Office provides clear guidance on how to handle each document and translation effectively.

For the Japanese version of this article, please see こちらの記事をご覧ください（日本語版）.

目次

📄 List of Required Documents and How to Obtain Them

Application for Naturalization

• How to Obtain: Provided only to the applicant during a pre-consultation at the Legal Affairs Bureau. Not available online. Not obtainable by proxy.
• Notes: Personalized forms; must be signed by the applicant.
• Administrative Scrivener Role: Support with drafting and checking the contents (but cannot obtain the form).

Resume

• How to Obtain: Distributed during the interview at the Legal Affairs Bureau.
• Notes: List academic and work history accurately; avoid gaps.
• Administrative Scrivener Role: Support drafting based on interviews; check for consistency.

Passport & Residence Card (Copy)

• How to Obtain: Applicant makes their own color copies.
• Notes: Copy both sides of the Residence Card; all pages of the passport.
• Administrative Scrivener Role: Review for completeness and accuracy.

Resident Record (Juminhyo)

• How to Obtain: At city hall or via convenience store (requires My Number card).
• Notes: Must include relationship details; exclude My Number; issued within 3 months.
• Administrative Scrivener Role: Can obtain with a power of attorney.

Tax Certificates

• How to Obtain: From the tax office (national tax) or city hall (resident tax).
• Notes: Typically last 2-3 years; some need a proxy form and stamp.
• Administrative Scrivener Role: Help draft proxy forms, guide application, and apply on your behalf with authorization.

Proof of Income (Taxation Certificate)

• How to Obtain: At city hall; can also use My Number card at convenience stores in some areas.
• Notes: Check which years are needed; must be issued within 3 months.
• Administrative Scrivener Role: Confirm necessary years and assist with proxy application.

Certificate of Employment

• How to Obtain: Request from your HR department.
• Notes: Should include job title, employment type, and period. Company seal may be required.
• Administrative Scrivener Role: Provide a request letter template and review contents.

Bankbook Copy

• How to Obtain: Copy your bankbook (6 months’ records recommended). PDFs acceptable for online banking.
• Notes: Show deposit/withdrawal history, not just the balance.
• Administrative Scrivener Role: Advise which pages to copy and help with supplementary notes.

Rental Contract Copy

• How to Obtain: Copy your lease agreement.
• Notes: Include pages showing your name and address; add renewal documents if applicable.
• Administrative Scrivener Role: Confirm content and recommend additional materials if needed.

Family Relationship Certificate (Foreign Language)

• How to Obtain: Obtain from home country or through embassy/consulate.
• Notes: Includes birth, marriage, or divorce certificates; translation required.
• Administrative Scrivener Role: Guide on how to obtain documents and check translations.

Translations

• How to Obtain: Self-made or commissioned to a scrivener or translator.
• Notes: Errors can negatively impact the application; translator’s name and signature required.
• Administrative Scrivener Role: Provide translations and verify consistency with the full application.

Statement of Purpose

• How to Obtain: Created based on applicant’s motivations; often supported by scrivener interviews.
• Notes: Use positive, specific language; provide context if Japanese skills are limited.
• Administrative Scrivener Role: Help structure and align the statement with the entire application.

📌 How to Organize and Submit the Documents

📄 Standard Order of Documents

Note: An official checklist will be provided at your consultation, but this is a common structure:

🩷 Submission Tips

• No stapling: Submit documents loose in a clear file or envelope
• Use A4 paper: Do not fold or damage the papers
• Maintain correct order: Misordering can cause delays or rejection
• Attach originals with copies when required
• Translations and originals: Present together without stapling (side-by-side)

📂 Document Volume and Checks

• Applications typically exceed 100 to 200 pages
• Create a checklist to prevent omissions
• Keep copies of all documents for your records

📆 Recommended Submission Materials

• Clear file (A4 size) to organize documents in order
• No need for a cover page unless instructed
• If mailing, use a Kaku-2 envelope and write your name clearly on the front