Report of Death (ROD)

The death of Filipino nationals within the jurisdiction of the Embassy (Akita, Aomori, Chiba, Fukushima, Gunma, Hokkaido, Ibaraki, Iwate, Kanagawa, Miyagi, Saitama, Tochigi, Tokyo, and Yamagata Prefectures) has to be reported within one year from its occurrence.

Note: Application is by appointment only

Requirements

  1. Duly accomplished Report of Death application form
  2. Shibo Todoke no Kisai jiko Shomeisho (Certificate of Death) – Original and four (4) copies (including ALL attachments, IF ANY)
  3. If cremated – Kaso kyokasho (Cremation Permit) – Original and four (4) copies
  4. Passport or any ID of the deceased – if the Passport is not available, PSA Birth Certificate may be submitted – Original and four (4) copies
  5. Valid Passport or any ID of the Informant
  6. Affidavit of Delayed Registration of Death – if the Report is made 1 year beyond date of Death
  7. Applicable Fees. (See Schedule of Fees)
  8. ¥600 Letterpack

Application by Mail

  1. Fill-out the Report of Death 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.
    • ROD form link: https://tokyo.philembassy.net/downloads/forms/rod-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 ROD 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/ROD)
    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 7 working days upon receipt of complete documents.