Registering the Death of a Foreign National in Japan

Who can file the notification, where to submit it, and when it is due

When a family member dies in Japan, registering the death is one of the first practical steps you will need to take. For families unfamiliar with the language or local procedures, knowing where to begin can make the arrangements easier to manage.

A death notification must generally be filed within seven days of learning of the death. This guide explains where to submit it, who can sign it, and what to consider if you plan to bring your loved one home. It also covers returning a residence card and contacting the relevant embassy or consulate.

When to File a Death Notification

The deadline is seven days from the day the person responsible for reporting the death learns of it.

Although the deadline is seven days, we recommend filing the notification as soon as possible. Doing so helps arrangements proceed more smoothly, whether you plan to repatriate your loved one’s body or arrange cremation in Japan.

The form normally combines the death notification with a medical certificate of death or a postmortem examination certificate. A doctor completes the medical section, while the person reporting the death completes the notification section. The form is then submitted to a city, ward, town, or village office.

The basic filing process for a foreign national is largely the same as for a Japanese national.

Where to Submit a Death Notification

For a foreign national who dies in Japan, the notification can generally be submitted to either of the following:

• The municipal office for the place where the death occurred.
• The municipal office for the current address of the person reporting the death.

If you are staying in Japan as visitors, the address of your accommodation is treated as your current address.

Who Can Sign and Submit the Form

The person named on the notification as reporting the death is called the declarant. A relative or someone who lived with the deceased may act as the declarant. Other legally eligible people include certain landlords, property managers, and court-appointed or voluntary guardians. The municipal office can confirm who is eligible in your circumstances.

Someone else may help complete the form in Japanese, but the declarant must sign it. A funeral director or specialist repatriation provider may also be able to assist with it.

If you intend to return the body or cremated remains overseas, contact a repatriation provider early. The destination country or embassy may require particular certificates, and knowing which documents to request can help avoid additional visits to the municipal office.

Other organizations to contact

Registering the death is only part of the process. Depending on your loved one’s circumstances and your plans, you may also need to contact the following organizations.

Organization	What to arrange	Timing
Municipal office	File the death notification. Obtaining the cremation permit, and official certificates needed for repatriation.	File the notification within seven days of learning of the death.
Immigration Services Agency of Japan	Return the deceased’s residence card, if they held one. A relative or household member can return it in person or by post.	Within 14 days of death. If the card is found later, within 14 days of finding it.
Embassy or consulate	Confirm how to report the death and which documents are required to return the body or cremated remains to the home country.	Contact the relevant embassy or consulate promptly. Requirements and reporting deadlines vary. For example, the Philippine Embassy advises that a Report of Death (ROD) should be filed within one year of the death of a Filipino national in its consular jurisdiction. For more information, see our guide to repatriation to the Philippines.
International repatriation provider	Arrange documents, embassy procedures, preparation of the deceased, flights, and applicable departure and clearance formalities.	Contact a provider as early as possible if you need assistance.

This civil registration deadline should not be treated as a timetable for repatriation: transport arrangements may require embassy documents much sooner.

Preparing to bring your loved one home

Filing a death notification in Japan does not, by itself, complete the arrangements for international repatriation. The body or cremated remains must also meet the documentation and transport requirements of the destination country, the relevant embassy or consulate, and the airline.

These requirements can differ according to nationality, destination, and whether you plan to repatriate the body or arrange cremation in Japan. A specialist repatriation provider can help coordinate the steps and check the paperwork before travel is booked. JEC can also assist families who choose cremation in Japan and wish to carry their loved one’s ashes home with them on their flight. We help prepare the necessary documents and confirm airline and destination requirements in advance, so families can travel with greater peace of mind.

Sources and further information

• Ministry of Justice — Death notification (Japanese)
• Shinjuku City — Death notification (English)
• Shinjuku City — Filing requirements and eligible declarants (Japanese)
• Immigration Services Agency of Japan — Residence card questions and answers, Q72 (Japanese)
• Philippine Embassy in Tokyo — Report of Death (English)