What Is an Inkan Shomeisho? Why Do I Need One?

An inkan shomeisho is a seal registration certificate issued by a Japanese city or ward office. In Japanese, it is called 印鑑登録証明書 (inkan toroku shomeisho), or 印鑑証明書 for short. The certificate proves that a specific seal, or inkan, is officially registered under your name.

You need one for a bank account, a real estate purchase, or a company registration. Most ward offices charge 0 to 300 yen for registration and issue the certificate the same day. This guide covers who needs one, what to bring, and how to get one.

What is an inkan shomeisho?

When you sign a contract with your jitsuin, the other party checks the seal impression. They compare it against your seal registration certificate to confirm it's genuine.

The process works much like notarizing a signature. Both methods prove that the signer is who they claim to be.

Why do I need an inkan shomeisho?

Several common situations in Japan call for an inkan shomeisho. A bank, landlord, or government office may ask for one before finalizing a transaction.

For example, the following are situations when you’ll be required to show a certificate of seal registration. 

• Opening a bank account—not all banks require this anymore, but some still do

• Obtaining a loan or co-signing on a loan

• Registering your company

• Signing a lease 

• Purchasing or selling real estate

• Obtaining insurance benefits

• Other high-value transactions

Do I need an inkan shomeisho as a foreigner?

It depends on the transaction and the institution involved.

Foreign residents in Japan can register a hanko and obtain an inkan shomeisho, just like Japanese nationals. However, having one is not always mandatory.

In recent years, many banks, landlords, and service providers have shifted toward accepting signatures instead of hanko, especially for everyday procedures.

That said, an inkan shomeisho is still commonly required for high-value or legally binding transactions, such as:

• Purchasing or selling real estate

• Registering a company or making changes to corporate registration

• Certain loans or financial guarantees

In some cases, a signature certificate issued by your country’s embassy or consulate (for example, the U.S. Embassy in Japan) may be accepted in place of an inkan shomeisho. However, acceptance varies by institution, and some organizations explicitly require an inkan shomeisho regardless of nationality.

If you are unsure, it’s best to confirm in advance whether a signature certificate will be accepted—or whether an inkan shomeisho is mandatory for your specific procedure.

Requirements for inkan registration in Japan

Before you can obtain an inkan shomeisho, you must first register your personal seal (inkan toroku). While exact rules vary slightly by municipality, the following requirements apply in most cities and wards across Japan.

Age requirement

You must be 15 years or older to register a seal in Japan. This is the standard minimum age set by city and ward offices nationwide.

That said, some city or ward offices may impose additional conditions for minors, such as requiring parental presence or consent. Requirements can vary slightly by municipality, so it’s advisable to confirm with your local city or ward office in advance.

What to bring when registering an inkan

When registering your personal seal at a city or ward office, you will usually need:

• Your personal seal (hanko) that meets registration standards

• Valid identification, such as:

  • My Number card

  • Residence card

  • Japanese driver’s license (if applicable)

Some municipalities may require additional verification if you do not have a My Number card, so it’s best to confirm in advance.

Accepted inkan shapes and materials

Not all hanko can be registered as an official inkan.

Generally accepted:

• Round or square seals

• Seals made of wood, stone, or hard resin

• Clearly carved, unique designs

By law, a seal must fit inside a square between 8mm and 25mm per side to be registered. Within that range, 15-18mm is a common choice for men, and 13.5-15mm is common for women.

Not accepted:

• Shachihata self-inking seals. The rubber surface distorts with pressure and age, so it cannot reliably verify a seal.

• Mass-produced or overly simple seals

• Seals that are damaged, chipped, or unclear

Your seal must be unique and difficult to replicate.

Name format for foreign residents

Foreign residents can use their name in alphabet or katakana for their inkan registration.

Acceptance depends on whether the name format matches how your name is registered with the city office. Some wards require the seal name to correspond to the name listed on your residence record.

If you are unsure which format is acceptable, confirm with your local ward office before ordering a hanko.

How long inkan registration takes

In most cases, inkan registration is completed the same day you apply at the city or ward office.

Once registered:

• You will receive your seal registration card immediately or shortly after

• You can often request an inkan shomeisho on the same day

Processing time may be longer if identity verification is required or if municipal procedures differ.

For the full walkthrough of how to register your hanko, see this guide.

How do I get an inkan shomeisho?

Below is a very simplified step-by-step of the process.

1. First, you’ll need a hanko (personal seal). Purchase or order a hanko, which is your name equivalent in a stamp form. 

2. Next, take your personal stamp (hanko) and ID (My Number card, residence card, etc.) to the ward office/city hall and get it registered. 

3. Ask city office staff for a seal registration application form (印鑑 登録 申請書 = inkan toroku shinseisho). Minato's Seal Registration Certificate Application (Inkan Toroku Shomeisho) is here.

4. Fill out the form with your personal information and place an impression of your seal in the designated place. 

5. You'll be issued a seal registration card (印鑑登録証 = inkan toroku shou). Keep this card safe. You'll need to show it every time you request a seal registration certificate.

6. Once you have your seal registration card, show the card to the city office and ask for city office staff to issue you a seal registration certificate (印鑑証明書 = inkan shomeisho). You’ll use the inkan shomeisho for certain high-value transactions that require proof that your hanko is legit. 

Some wards let you print a seal registration certificate at a convenience store's copy machine. You need a My Number card with an active electronic certificate to use this service. Your seal must already be registered, and your ward must offer the convenience store service.

To find out if your ward offers convenience store issuance, check the official lookup tool.

Can a family member register a seal for you?

Yes, a family member or another representative can register your seal on your behalf. You will need a Personal Seal Registration Application and a Representative Selection Notice, signed by you in advance. The ward office mails a confirmation form to your registered address, which you then return within a set period, often 30 days. Registering by proxy takes several days longer than applying in person, so plan ahead if you cannot visit the ward office or city hall yourself.

Frequently asked questions

What’s the difference between an inkan and a hanko?

Technically, a hanko is the physical stamp, and an inkan is the imprint it leaves on paper. In everyday use, most people, including this guide, use the two words interchangeably to mean the seal itself.

What is a jitsuin?

A jitsuin is a personal seal after you register it at the city or ward office. Registering the seal, called inkan toroku, lets you request a seal registration certificate whenever you need one.

What is a shachihata?

Shachihata is a brand name for a self-inking seal, now used generically for any similar stamp. Its rubber surface can distort under pressure or with age. Because a city office cannot verify a distorted imprint, it will not register a Shachihata as your official seal.

Can I use my signature instead of a hanko?

If you don't have a hanko and you want to use your signature for high-value transactions (purchasing real estate, registering a company, etc.), you would need to get your signature notarized at your country's consulate. E.g., the US Embassy.

Here's info from the US Embassy in Japan on the form you'll need to fill out when getting your signature notarized: https://jp.usembassy.gov/services/notarials/

The "Signature Certificate" the US Embassy issues would then take the place of the inkan shomeisho in high-value transactions if/when you are asked for it.

How much does a seal registration certificate cost?

Most ward offices and city halls charge between 0 and 300 yen per certificate. The exact fee depends on your municipality, so check with your local ward office or city hall before you apply. This is separate from any registration fee, and you'll pay it each time you request a copy.

Can I get a seal registration certificate at a convenience store?

Yes, if your ward offers the service and you hold a My Number card with an active electronic certificate. Insert your card into the store's copy machine, follow the on-screen steps, and pay the printing fee. Not every ward participates, so confirm with your city hall first.

Can a family member pick up my seal registration certificate?

Yes, a family member or another proxy can request your certificate. They need your seal registration card, a completed application, and their own ID. Unlike the original seal registration, this step usually takes just one visit.

What does inkan mean in English?

Inkan translates to "seal" or "stamp" in English, and refers to the imprint left by a hanko. A registered inkan, called a jitsuin, carries legal weight similar to a signature in other countries.

In closing

Having an inkan shomeisho is a vital aspect of navigating official procedures in Japan, ensuring authenticity during important transactions.