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.

Note: Application is by appointment only

Requirements

A. LEGITIMATE CHILD – Parents are married to each other

  1. Accomplished Report of Birth Form
  2. Child’s Shussei Todoke no Kisai jiko Shomeisho (Certified true copy of Certificate of Birth) issued by a Japanese city hall – Original and four (4) copies (including ALL attachments, IF ANY)
    • If the child was born in a Military/ Naval base, submit the child’s birth record
    issued by the Military/ Naval Hospital.
    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.
  3. PSA-issued Marriage Certificate/ Contract or Embassy-issued Report of Marriage of parents – Original and four (4) copies
  4. For Filipino mother:
    • PSA issued Birth Certificate – Original and four (4) copies; and
    • Valid passport – Original and four (4) copies.
  5. For Non-Filipino Mother:
    • Valid passport or any valid ID with picture – Original and four (4) copies
  6. For Filipino father:
    • PSA issued Birth Certificate – Original and four (4) copies; and
    • Valid passport – Original and four (4) copies.
  7. For Non-Filipino Father:
    • Valid passport or any valid ID with picture – Original and four (4) copies
  8. Affidavit of Delayed Registration – If registration is filed 1 year after date of birth
  9. Affidavit of Legitimation – If the child was born prior to the marriage of parents
  10. PSA issued Certificate of No Birth Record – For children five (5) years old and above (Original and four (4) copies)
  11. If the person is eighteen (18) years old and above, he/she shall apply for the delayed registration of his/her birth (PSA Memorandum Circular 2022-01)
  12. ¥600 Letterpack
  13. Applicable Fees (See Schedule of Fees)

B. ILLEGITIMATE CHILD – Parents are NOT married to each other

  1. Accomplished Report of Birth Form
  2. Child’s Shussei Todoke no Kisai jiko Shomeisho (Certificate of Birth) issued by a Japanese city hall – Original and four (4) copies (including ALL attachments, IF ANY)
    • If the child was born in a Military/ Naval base, submit the child’s birth record issued by the Military/ Naval Hospital.
    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.
  3. For Filipino mother:
    • PSA issued Birth Certificate – Original and four (4) copies
    • Valid passport – Original and four (4) copies
  4. For Non-Filipino Mother:
    • Valid passport or any valid ID with picture – Original and four (4) copies
  5. For Filipino father:
    • PSA issued Birth Certificate – Original and four (4) copies
    • Valid passport – Original and four (4) copies
  6. For Non-Filipino Father:
    • Valid passport or any valid ID with picture – Original and four (4) copies
  7. Affidavit of Admission of Paternity (executed at the Embassy)– If the biological father acknowledges paternity of the child
  8. Affidavit of Use of Surname of the father (executed at the Embassy) – If the mother/child agrees to use the surname of the father
  9. Affidavit of Delayed Registration – If registration is filed 1 year after birth
  10. PSA issued Certificate of No Birth Record – For children five (5) years old and above (Original and four (4) copies)
  11. If the person is eighteen (18) years old and above, he/she shall apply for the delayed registration of his/her birth (PSA Memorandum Circular 2022-01)
  12. ¥600 Letterpack
  13. Applicable Fees (See Schedule of Fees)

Application by Mail

  1. Fill-out the Report of Birth Form, print four (4) original copies, then 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.
    • ROB form link: https://tokyo.philembassy.net/downloads/forms/rob-2018.pdf
  2. Email the application form along with the required documents to civilreg@philembassy.net for pre-evaluation.
  3. After pre-evaluation is complete, bring the ROB forms to a Japanese Notary Public for notarization• Each form must have the signature of the registrants.
    • Only one (1) notarial certificate is required for the same document.
    • There is no need for the Notary Public to sign/stamp on the forms.
  4. Send these forms to the Embassy, along with the other required documents as listed above, including a self-addressed 520 letterpack• On the envelope, please write:
    Philippine Embassy – Tokyo, Japan • 5-15-5 Roppongi Minato-ku, Tokyo 106-8537
    (Attn: Civil Registration Section/ROB)Note: Registrants are NOT required to forward their original passports and/or other valid IDs to the Embassy. However, its clear and readable photocopies must be provided.
  5. 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.

Reminders

  1. All photocopies must be in A4-sized papers;
  2. Application may be submitted in person or by mail – if by mail, the application form must be notarized by a Japanese notary public;
  3. The Embassy may require additional documents, if deemed necessary;
  4. Applicable fees depend on each particular case;
  5. Processing period is 10 working days upon receipt of complete documents.