Report of Death (ROD)

The death of Filipino nationals in the following prefectures in Japan must be reported to the Philippine Embassy in Tokyo within one (1) year from the date of death:

(Akita, Aomori, Chiba, Fukushima, Gunma, Hokkaido, Ibaraki, Iwate, Kanagawa, Miyagi, Okinawa, Saitama, Tochigi, Tokyo, and Yamagata Prefectures)

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

1. In-Person Application

OR

2. Application by Mail

Basic Requirements

  1. Duly accomplished Report of Death application form (please click here)
  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 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 – Original and four (4) copies
  6. ¥600 Letterpack

Additional Requirements

For Delayed Registration (If registration is filed one (1) year or more after the date of Death)

  • Affidavit of Delayed Registration of Death (to be executed by the informant at the Embassy) – (download form here)

Procedure

1. In-Person Application

  1. Click here to Book Your Appointment with Philippine Embassy in Tokyo, Japan;
  2. Arrive on the scheduled date of your appointment with the all the required documents;
    ◦ All documents should be properly arranged according to the list of basic requirements above.
  3. Once your number is called, proceed to the Window and submit your documents to the Consular Officer;
  4. Fill out additional forms if required by the Consular Officer;
  5. Once completed, you will be advised to return to your seat while the Civil Registry Unit translates and/or verifies and finalizes your documents;
  6. Once your documents are verified and completed, you will be called to review and sign the finalized Report of Death and related documents.
  7. Once signed and finalized, the documents will be released to you via the ¥600 Letterpack.

2. Application by Mail

  1. Send scanned copies or clear photos of the core requirements listed above to the Civil Registry Unit email: civilreg@philembassy.net for pre-evaluation. This includes the completed Report of Death Form.
    • Download the Report of Death Form (click here).
    • Then print four (4) original copies of the form on A4-size paper.
    • The registrant must originally sign each form.
    • All the details must be true and accurate.
    • All the details must be type-written and in BLOCK letters.
  2. Once the documents have been pre-evaluated and approved via email:
    • Bring the ROD forms to a Japanese Notary Public for notarization
    • Only one (1) copy of the ROD needs to be notarized. There is no need to have the other three (3) forms notarized.
    • Each form must have the signature of the registrants.
    • There is no need for the Notary Public to sign/stamp on the forms itself.
  3. Mail the following to the Embassy:
    • The notarized ROD form, along with the three (3) other signed copies;
    • All other required documents as listed above;
    • A self-addressed ¥600 Letterpack;
    • The mailing address of the Embassy is as follows:

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

    • Please ensure that your complete mailing address is clearly indicated on 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 must be provided.
  4. Once the Embassy receives and verifies the authenticity of the complete physical documents:
    • A Consular Officer will contact the registrants, either by email or phone, to inform the client regarding the applicable consular fees.
    • Consular Fees shall be paid through Genkin Kakitome (registered cash mail).
  5. Once payment through Genkin Kakitome is confirmed, the Civil Registry Unit will process and 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 printed on 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.
  4. The express processing period is 5 working days upon receipt of complete documents.

Fees

SERVICE COST
Basic Fees per Application:
Report of Death ¥3,750
Verification and Official Translation ¥3,750
Additional Costs as Necessary:
Affidavit of Delayed Registration ¥3,750
General Affidavit ¥3,750
Express processing fee (document to be released after 5 working days) ¥1,500 per document required