How to Register Hanko in Japan [Vocab List + Guide]

If you've spent time in Japan, you have probably come across the term "hanko" or seen its unmistakable red impression on official documents. 

A hanko is a personal seal engraved with an individual or organization's name. In Japan, people use a hanko in place of a written signature for many occasions, such as signing contracts, receiving parcels, and starting a company. 

This article will explain how to register a seal at a city office and the different types of hanko typically used in everyday life in Japan. 

How to register a hanko in Japan (quick answer)

To register a hanko (実印 / jitsu-in) in Japan, you must visit the municipal office where you are officially registered as a resident and submit a seal registration application.

The process is straightforward:

1. Create a hanko that matches your legal name

2. Go to your city, ward, or town office

3. Submit an 印鑑登録申請書 (inkan tōroku shinsei-sho)

4. Present valid ID (residence card or passport)

5. Pay a small processing fee (usually ¥0–¥300)

6. Receive a seal registration card—often issued the same day

Once registered, your seal becomes your official registered seal (実印) and can be used for legally binding documents such as real estate transactions, company formation, and loans.

Wait—aren't hanko obsolete? Do I need to make one? 

Although Japan is considered one of the more technologically advanced nations in the world, it still relies heavily on in-person handling and stamping of official documents and an old-school pen-and-paper approach for daily life and business. 

However, written or digital signatures are becoming more commonly accepted, and there's a push to end the requirement of using personal seals to further digitization efforts. 

The requirement for seals has also come under fire during the coronavirus pandemic, which forced teleworking employees to commute to their offices to stamp contracts and proposals.

For now, using a hanko remains part of life in Japan, and having one can make your life much easier, especially if you plan on staying long-term. 

Inkan vs. hanko: what's the difference?

Today, native Japanese speakers use the word inkan and hanko interchangeably. In reality, they mean entirely different things. An "inkan" is the imprint left on the paper or document when it's stamped. On the other hand, a "hanko" is the seal itself, usually stick-shaped with circular, oval, or square cuts. 

The 3 main types of hanko: a quick vocabulary list 

There are 3 types of hanko used in Japan by individuals and corporations. Each serves a different purpose.

1. Registered seal (実印 = jitsu-in）

A registered seal is perhaps the most important among personal and corporate seals. You use it when buying or selling land, real estate, a car, or creating an official document such as a will. It's also used when establishing a company or taking out a loan. 

To use a hanko as a jitsu-in, you must first register it at a municipal office of the city, ward, or town in which you live. Once the seal is registered, you can use it for the first time as a jitsu-in. 

Registered seals are considered equivalent to one's identity on official documents, so it should be identical to your residence card or passport, and you should take precautions to avoid losing or damaging the seal. 

2. Bank seal (銀行印 = ginko-in)

A bank seal is a hanko that has been registered at a financial institution when opening a bank account. This seal is used when changing registered information, verifying one's identity, and withdrawing money from the bank teller counter. 

While using a bank seal is the norm for many Japanese banks, some major financial institutes accept written and digital signatures. 

3. Personal seal (認印 = mitome-in)

A personal seal is a hanko that has not been registered at a city office or financial institution.

Individuals often use it to receive packages in the mail and sign contracts and attendance records at a company.

One can also use a personal seal for simple procedures at municipal offices that don't require a registered seal. 

Mitome-in gets the most use in daily life and is often used by all members of a family. However, because it holds no legal power, they are not valid for banks or formal contracts. 

🧭 When you do (and don’t) need a registered hanko (実印)

In short: A registered hanko (実印) is only required for high-value, legally binding transactions. For everyday tasks, a personal seal (認印) or bank seal is usually enough—and in some cases, a written or digital signature may be accepted.

What are the requirements for registered seals?

Before purchasing a hanko that you plan to register as your jitsu-in, you should know a few requirements and rules. 

Image. Example of acceptable ways for a foreigner to inscribe one's name on a registered seal from Katsushika city. 

For example, depending on your municipal office, the size of your seal must not be smaller than an 8mm square and not extend beyond a 25mm square. 

Additional rules are as follows:

• The shape of the seal must be either circular, square, or oval.

• The seal must have an outer border.

• The seal must not have characters that aren't included in your name. 

• Individuals can only have one registered seal at a time.

• Individuals must be at least 15 years of age.

The municipal office where you're registered may have different standards for registered seals. To be safe, check your municipal office's website before purchasing a hanko. 

How to register your personal seal (hanko) at a city office

What you need to register a hanko in Japan

Before going to your municipal office, make sure you bring the following items:

• Your hanko (seal) The seal must meet your local municipality’s size, shape, and name requirements if it will be registered as a jitsu-in.

• Valid identification A residence card is typically required. Some municipalities also accept a passport.

• Seal registration application form The 印鑑登録申請書 (inkan tōroku shinsei-sho) is available at the city office and is usually filled out on the spot.

• Processing fee Registration is often free, but some municipalities charge a small fee (generally between ¥250 and ¥300).

• Proof of address (recommended) Requirements vary by municipality, but having documentation that shows your registered address can help avoid delays.

After registration, you will receive a seal registration card, which you must keep in order to obtain an 印鑑証明書 (seal registration certificate) in the future.

Below is a step-by-step guide on purchasing a hanko and registering it at a city office. 

Step 1. Customize and buy your hanko.

Although you can buy a ready-made hanko at stationery stores or 100-yen shops, registered seals should be order-made to meet the requirements mentioned in the previous section. 

You can customize and order your seal from specialty stores, large bookstores, hanko stores, and even on the internet. 

Foreign residents can engrave their name in Roman alphabet or katakana, and there are plenty of styles, materials, and fonts to choose from to make your custom-ordered seal unique. 

Step 2. Go to your municipal office and fill out the seal registration form

Once you have your hanko, it's time to head to your municipal office and ask for a seal registration form (印鑑登録申請書 = inkantouroku shinsei sho).

Fill out the simple form with the required information and stamp the document with the hanko you want to register as a jitsu-in.

City office staff will assist you if you have trouble reading or filling out the form. Simply say, “Shinsei sho no kinyū wo tetsudatte kudasai.” (Please help me fill out this form.)

It's also a good idea to bring something that shows your address and name in Japanese in case your city office doesn't allow you to fill out the form in English.

Image. Example of a seal registration form from Narashino city.

Step 3. Bring your filled-out form and ID to the counter.

Submit the completed form and show your ID (passport or resident card) at the counter. Some city offices require a small processing fee (¥50). After payment, you will be issued a seal registration card, which you should keep in a safe place. 

You'll need this seal registration card to get a seal registration certificate (印鑑証明書 = inkanshomeisho), which is usually required for contracts made with a registered seal. 

Frequently asked questions

What is a hanko? 

A hanko is a very useful tool in Japan to verify one's identity. It is a carved stamp that is used instead of a signature on personal documents, office document work, contracts, art, or any item that requires approval or writing. It is a very important part of Japanese culture and is used by both individuals and companies. If you ever visit Japan, it is important to understand the significance of the hanko and how it is used.

How have hankos been used historically in Japan? 

In Japan, seals have historically been used to identify individuals involved in government and trading.

Where can I buy a hanko? 

Hankos can be purchased from various online shops, including Amazon and Etsy. They can also be custom made to include your name in Japanese or other languages. 

What is the function of a hanko? 

Hanko, in the simplest of forms, is a personal stamp to verify your identity in Japan. It is similar in functions to a signature or a password. 

What is the difference between a hanko and inkan? 

An "inkan" is the imprint left on the paper or document when it's stamped. On the other hand, a "hanko" is the seal itself, usually stick-shaped with circular, oval, or square cuts. 

Can foreigners register a hanko in Japan?

Yes. Foreign residents can register a hanko as long as they are officially registered at a municipal address in Japan and can present valid identification, such as a residence card. Registration rules may vary slightly by municipality.

Can I register a hanko using Roman letters?

In many municipalities, yes. Foreign residents are often allowed to register a hanko engraved in Roman letters or katakana, as long as the name matches the one on their residence card. Some city offices have stricter formatting rules, so it’s best to check local guidelines in advance.

How long does it take to register a hanko?

In most cases, hanko registration is completed the same day at your city or ward office. Once approved, you will receive a seal registration card immediately.

Do I need a registered hanko to open a bank account?

Not always. In most cases, hanko registration is completed the same day at your city or ward office. Once approved, you will receive a seal registration card immediately.

Can I register more than one hanko as a jitsu-in?

No. Individuals are allowed to register only one official seal at a time with their municipal office.

What happens if I lose my registered hanko?

You should report the loss to your municipal office as soon as possible and request cancellation of the registration. You can then register a new hanko to prevent misuse.

Can I change or cancel my registered seal?

Yes. You can cancel your existing seal registration at your municipal office and register a new hanko if needed.

Do I need to bring my seal registration card every time I use my jitsu-in?

No. The card is not required when stamping documents, but it is necessary when requesting an 印鑑証明書 (seal registration certificate).

In closing 

Using personal seals instead of a written signature may be puzzling for foreigners new to Japan. However, knowing how to register a seal in Japan is still crucial for those involved with corporate and commercial registrations and land ownership.