Report of Birth (ROB)

A Filipino parent is required to report the birth of his/her child in the Embassy within one year from the date of birth. Filipino children born from the following prefectures in Japan must be reported in the Philippine Embassy in Tokyo: Akita, Aomori, Chiba, Fukushima, Gunma, Hokkaido, Ibaraki, Iwate, Kanagawa, Miyagi, Saitama, Tochigi, Tokyo and Yamagata.

The application may be done in two (2) ways, either:

1. In-Person Application

OR

2. Application by Mail

Requirements

  1. Accomplished Report of Birth Form (click here to download the form)
  2. Child’s Shussei Todoke no Kisai Jiko Shopmeisho (Certified true copy of Certificate of Birth) issued by a Japanese city hall – Original and four (4) copies (including ALL attachments, IF ANY)
    • Note: The Child’s Shussei Todoke no Kisai Jiko Shomeisho may also be requested from the Legal Affairs Bureau, where the Japanese city hall is under, 2-3 months after its registration.
    • If the Shussei Todoke no Kisai Jiko Shomeisho is unavailable due to the disposal of the Japanese Legal Affairs Bureau, applicants should provide the following:
      • Original Boshi Techo (Baby Book)
      • Juri Shomeisho (Certificate of Acceptance of Birth) – original and four copies
      • Koseki Tohon (Family Registry) of Japanese parent, if applicable – original and four copies
    • If the child was born in a Military/ Naval base, submit the child’s birth record
      issued by the Military/ Naval Hospital.
  3. For Filipino parent (either or both Mother and Father):
    • PSA issued Birth Certificate – Original and four (4) copies; and
    • Valid passport – Original and four (4) copies.
  4. For Non-Filipino Parent (either Mother or Father):
    • Valid passport or any valid ID with picture – Original and four (4) copies
  5. ¥600 Letterpack

Additional Requirements:

1. For Delayed Registration (If registration is filed one (1) year after birth)

  • Affidavit of Delayed Registration (executed at the Embassy) – please link
  • Affidavit of Delayed Registration of Own’s Birth – please link
    • This affidavit is required of individuals above eighteen (18) years old who will report their birth (PSA Memorandum Circular 2022-01)

2. If the child falls under any of these categories:
For Legitimate Child (Parents are Married)

  • PSA-issued Marriage Certificate/ Contract or Embassy-issued Report of Marriage of parents – Original and four (4) copies

For Illegitimate Child (Parents are not Married)

  • If the father is to be included in the birth registry of the child:
    • Affidavit of Admission of Paternity (executed at the Embassy) – If the biological father acknowledges paternity of the child
    • Affidavit of Use of Surname of the father (executed at the Embassy) – If the mother/child agrees to use the surname of the father
      ▪ The AUSF shall be executed by the mother if the child is aged six (6) years old and below.
      ▪ The AUSF shall be executed by the child, if aged 7 – 17 years old with the attestation of the mother.
      ▪ The AUSF shall be executed by the person himself, if of aged, without need of attestation from the mother

For Legitimation of the Child (If the child was born prior to the marriage of the parents)

  • Affidavit of Legitimation (executed at the Embassy) [download]

For Reporting a Child Above five (5) years old

  • PSA issued Certificate of No Birth Record (Original and four (4) copies)

Procedure:

1. In-Person Application

  1. Book Your Appointment with Philippine Embassy in Tokyo, Japan;
  2. Personal appearance of all affiants is required for in-person applications;
  3. Arrive on the date of your appointment with the complete requirements;
    ◦ It is recommended that all the requirements are sorted before your appointment
  4. Submit the requirements to the Consular Officer once your number has been called;
  5. Fill out the necessary forms if needed;
  6. Once completed, you will be advised to return to your seat while the documents are verified and finalized by the Civil Registry Unit;
  7. Once verified and completed, you will be called to check the documents created and for you and to sign the documents for finalization.
  8. Once signed and finalized the document will be released to the registrant via the ¥600 Letterpack

2. Application by Mail

  1. Send scanned copies or photos of the requirements above to the Civil Registry Unit email: civilreg@philembassy.net for pre-evaluation. This includes the completed Report of Birth Form.
    • The Report of Birth Form (click here) must be printed in four (4) original copies, the client is requested to sign on each form.
      • All the details must be true and accurate.
      • All the details must be type-written and in BLOCK letters.
      • The forms must be printed in A4-sized paper.
  2. Once documents have been pre-evaluated and approved, bring the ROB forms to a Japanese Notary Public for notarization
    • Only one (1) Report of Birth needs to be notarized. There is no need to have the other three (3) forms to be notarized.
    • Each form must have the original signature of the registrants.
    • There is no need for the Notary Public to sign/stamp on the forms itself.
  3. Send the requirements above, including the notarized Report of Birth to the Embassy, including a self-addressed ¥600 Letterpack.
    • The address of the Embassy is as follows:

      Philippine Embassy – Tokyo, Japan
      5-15-5 Roppongi Minato-ku, Tokyo 106-8537
      (Attn: Civil Registration Section/ROB)

    • Please ensure that your address is included in the self-addressed ¥600 Letterpack.
    • Note: Registrants are NOT required to forward their original passports and/or other valid IDs to the Embassy. However, clear and readable photocopies of the IDs must be provided.
  4. Once the physical documents have been verified to be complete and authentic, an officer will contact the registrants, either by email or through phone, to inform about the necessary consular fees which will be paid through Genkin Kakitome.
  5. Once payment through Genkin Kakitome is verified, the Civil Registry Unit will finalize the documents and send the completed Report of Birth to the registrant via the self-addressed ¥600 Letterpack submitted.

Reminders

    1. All photocopies must be in A4-sized papers;
    2. The Embassy may require additional documents, if deemed necessary;
    3. The regular processing period is 10 working days upon receipt of complete documents by the Civil Registry Unit.
    4. The express processing period is 5 working days upon receipt of complete documents by the Civil Registry Unit.

For questions or inquiries, you may use the feedback / inquiry form.

Fees:

SERVICE

COST
Basic Fees per Application:
Report of Marriage

¥3,750
Verification and Translation

¥3,750
Additional Costs as Necessary:
Affidavit of Admission of Paternity

¥3,750
Affidavit of Use of Surname of the Father

¥3,750
Affidavit of Delayed Registration

¥3,750
Affidavit of Legitimation

¥3,750
General Affidavit

¥3,750
Express processing fee (for release by 5 working days)

¥1,500 per document required