Getting a personal or corporate hanko is just the first step in embracing Japanese administrative practices. To give your hanko legal recognition—especially for official uses like real estate transactions, legal documents, or business contracts—you must register it with your local ward office or municipal government.
This process is essential if you want your seal to be accepted for important transactions in Japan. If you’re unsure how to register your hanko, this detailed guide will walk you through every step and prepare you for what to expect.
What Is Hanko Registration?
Hanko registration is the act of submitting your personal or corporate seal to your local government so it can be officially recorded. Once registered, your seal becomes a legal identifier, just like a notarized signature in other countries.
After registration, you will be issued a certificate called Inkan Toroku Shomeisho (印鑑登録証明書), which proves the authenticity of your seal and is required for many legal activities.
Who Needs to Register a Hanko?
- Individuals: If you’re a Japanese citizen or foreign resident planning to sign property deeds, start a business, or complete legal paperwork, you need a registered personal seal (jitsuin).
- Businesses: All companies operating in Japan must register their representative hanko (daihyo-in) during incorporation.
- Foreigners: Foreign residents can register a hanko as long as they have a valid residence card and proof of address.
What Types of Hanko Require Registration?
Not every seal needs to be registered. The only type that requires it is the Jitsuin—your official, registered seal used for legally binding documents.
Other seals like Mitomein (used for everyday matters) or Ginkōin (bank seal) usually do not require government registration, although banks may require separate registration within their own systems.
Documents Required for Registration
Here’s what you’ll typically need to bring to your local ward office:
- Your hanko (the physical seal)
- Residence card (for foreign nationals)
- My Number Card or Certificate of Residence (住民票)
- Valid identification (passport or driver’s license)
- Application form for Inkan Registration (provided by the ward office)
Note: Requirements can vary slightly by city, so it’s a good idea to check your local municipality’s website in advance.
Step-by-Step: How to Register Your Hanko
- Visit Your Local Ward Office Go to the city hall or ward office that corresponds to your registered address.
- Fill Out the Application Form Ask for the 印鑑登録申請書 (inkan toroku shinseisho) and complete the required fields. Include your name, address, and the seal you intend to register.
- Present Your ID and Seal Submit your seal along with your ID. The clerk may stamp a test document to verify the impression and ensure it matches the application.
- Receive Your Inkan Card After successful registration, you’ll receive an 印鑑登録証 (inkan toroku-shō), a small plastic card that proves your registration.
- Apply for Certificate When Needed When you need to submit your registered seal for official use, return to the ward office with your inkan card and request a seal certificate (印鑑証明書).
Fees and Processing Time
- Fee for registration: Usually between 200 to 300 yen
- Fee for certificate issuance: Around 300 yen per document
- Processing time: Same-day service in most cases
Make sure to keep your inkan card safe—if it’s lost or stolen, you’ll need to report it and potentially re-register your seal.
Tips and Cautions
- Don’t use your registered hanko casually. Since it’s your legal seal, store it securely and use it only for important matters.
- Use the correct script and name. The name engraved must exactly match your official documents. If your name is in Roman letters on your residence card, use the same version on your seal unless the office allows katakana.
- Check seal size and style. Some ward offices may reject seals that are too small, overly decorative, or difficult to read.
When Is a Registered Hanko Required?
- Real estate contracts
- Marriage and divorce registration
- Company formation documents
- Power of attorney filings
- Loan applications
Without a registered hanko and certificate, these processes may be delayed or rejected.
Final Thoughts
Registering your hanko with your local ward office is a key step in becoming fully equipped to handle legal and business matters in Japan. It provides your seal with official status and is a gesture of respect for Japanese administrative systems.
If you haven’t yet created your hanko, now is the perfect time. Visit HankoHub.com to customize a seal that matches your legal name and preferred style. With high-quality materials, fast shipping, and expert engraving, HankoHub makes it easy to get started.
Your journey to official recognition in Japan starts with one stamp—make it count with HankoHub.
