How to Get Your Baby’s Birth Certificate Translated
If you have just welcomed a baby in Japan, congratulations! One important task for international families is translating their child’s Japanese birth certificate into English. This step is essential for applying for your baby’s passport, registering the birth at an embassy or applying for citizenship. Although the process may seem daunting, it’s relatively straightforward once you understand the steps involved.
Understanding the Japanese Birth Certificate System
When a baby is born in Japan, two official documents are issued:
First is the Shussho Shomeisho, also known as the Notification of Live Birth. The hospital or attending doctor handwrites this document, listing the child’s name, birth details, and parents’ names; its format may vary between hospitals.
Second is the Juri Shomeisho or Certificate of Acceptance. Your local city hall or ward office issues this document after you formally register the birth; it serves as the official record of the child’s birth registration in Japan.
Depending on your embassy or government’s requirements, you may need to have one or both of these documents translated. Contact your embassy or consulate ahead of time to confirm which documents you need for your passport or citizenship application.
Why a Certified Translation Is Required
Most countries require that translations of official Japanese documents, such as birth certificates, be certified. A certified translation is a complete and accurate rendering of the original document, provided by a qualified translator. The translator must also include a signed declaration stating that the translation is accurate to the best of their knowledge, along with their contact information and, if available, a company or personal seal.
Certified translations are typically needed for:
- First-time passport applications
- Citizenship registration for children born abroad
- Embassy or consulate processing
- Visa or immigration applications
- School enrollment or government services in your home country
Step-by-Step: How to Get the Birth Certificate Translated
1. Register the Birth at Your Local City Office
Within 14 days of your child’s birth, you must submit the Notification of Live Birth to your city or ward office. The registry office issues the Certificate of Acceptance (Juri Shomeisho) after you register, confirming that it has officially recorded the birth in Japan.
2. Make Copies of Both Documents
Most embassies require clear scans or photocopies of the Japanese originals. Keep a digital and physical copy of both the Notification of Live Birth and Certificate of Acceptance.
3. Confirm Requirements with Your Embassy
Reach out to your home country’s embassy or consulate in Japan. Ask whether they require a certified translation of one or both birth-related documents. Confirm the accepted format; some countries require original paper translations with official stamps, while others may accept PDF versions.
4. Find a Professional Translator or Translation Company
Look for a translator who specializes in official document translation from Japanese to English and provides certification. The translator should have experience with legal or government documents, as formatting and terminology need to be precise.
5. Submit Your Documents for Translation
Provide the translator with high-quality scans or photocopies of the required documents. Also include the correct spelling of all names in English (especially for names in katakana), as this is critical for official use.
6. Receive and Review the Certified Translation
The certified translation should include a signed statement from the translator confirming its accuracy. Double-check that all names, dates and details match the Japanese original. Keep at least one hard copy and a digital backup for your records.
7. Submit Translated Documents with Your Application
Use the certified translation when applying for your child’s passport, birth registration or citizenship through your country’s embassy or consulate. Be prepared to present original documents upon request.
Cost and Turnaround Time
Certified translators typically charge between ¥8,000 and ¥25,000 to translate a Japanese birth certificate, depending on how many documents you submit, the formatting, and whether you request additional copies. Most translators offer turnaround times of 3 to 5 business days, though expedited services may be available for an additional fee.
Final Tips for New Parents in Japan
New parents in Japan should make sure to register the birth at their local city or ward office within 14 days to avoid any administrative delays. It’s a good idea to keep multiple copies, both physical and digital, of all official documents and their translations.
When preparing names for translation or embassy submission, ensure that spellings are consistent across every document to prevent mismatches or rejections. If you plan to travel internationally soon after the baby’s birth, begin the translation process as early as possible to allow time for embassy appointments and processing. Taking these steps in advance will make the post-birth paperwork smoother and far less stressful.