A Virtual Mailbox for Your Business in Japan
Running a GK, KK, or subsidiary in Japan? We receive your company's postal mail, scan and digitize it, translate it with AI, and deliver it to your team — wherever they are in the world.
By signing up, you agree to our Terms of Service, Privacy Policy, and Handling of Personal Information.
Company Inbox
Stop relying on intermediaries to tell you what's going on with your Japanese entity. See it yourself.
Most companies managing a Japanese entity from abroad depend on agents, assistants, or local staff to relay what came in the mail. With MailMate, your team sees every piece of correspondence directly — translated, organized, and actionable — the moment it arrives.
Your Company's Mail, Digitized in 4 Steps
No more flying to Japan to check your mailbox. No more asking your registered agent to send you photos. We handle it all.
1. Register Your Address
Get a business-grade Japanese address for your GK, KK, or subsidiary. Use it for company registration, tax filings, and official correspondence.
2. We Receive & Scan
All postal mail is received at our secure facility and scanned to high-resolution PDF — government notices, tax forms, bank statements, contracts, and more.
3. AI Translates & Summarizes
Our AI translates Japanese documents into English and flags key deadlines, amounts, and required actions — so your team can act without guessing.
4. Your Team Takes Action
Store, forward, pay bills, share with your accountant or legal team, or ship originals to your HQ. Everything from one dashboard.
Everything Your Business Needs to Stay on Top of Mail in Japan
Built for the operational reality of running a Japanese entity when your team isn't on the ground full-time.
Mail Receiving & Alerts
Every piece of company mail is received, logged, and photographed. Your team gets instant notifications via email and push — no mail sits unopened.
Scan, Open & Digitize
Request a scan with one click. We open your mail and create high-resolution PDFs — tax notices, legal documents, bank statements — all searchable and stored.
AI Translation & Summaries
Every scanned document is translated from Japanese to English with AI and summarized with key action items. Your overseas team understands everything instantly.
Secure Document Archive
Every piece of company correspondence is archived with 256-bit encryption. Full-text search across years of mail — find any document in seconds for audits or compliance.
Forward & Ship Worldwide
Need original contracts or documents at your HQ? We ship via Japan Post EMS, FedEx, and DHL — tracked and insured — to 195+ countries.
Bill Payment Service
We pay your company's Japanese bills — utilities, taxes, insurance, pension, and vendor invoices — on your behalf. Never miss a deadline from overseas.
Invoice & Receipt Management
Automatically extract amounts, dates, and vendor details from invoices and receipts. Export structured data to your accounting software or share with your bookkeeper.
Your Entity, Your Oversight
When you're managing a GK, KK, or subsidiary from New York, London, or Singapore — you need more than a mail forwarding service. You need to know what's going on, who's handling it, and that nothing slips through the cracks.
See Everything, From Anywhere
Every piece of mail your entity receives is scanned, translated, and surfaced in your dashboard. No waiting for someone to tell you what arrived — you see it the moment we do.
Control Who Sees What
Invite your CFO, accountant, legal counsel, or tax advisor — each with their own access level. Your accountant sees invoices and tax notices. Your legal team sees contracts. You see everything.
Full History & Audit Trail
Every action is timestamped — who opened it, who viewed it, who forwarded it, who paid it. When your auditor or regulator asks, the answer is already there.
HQ Stays in the Loop
Your overseas headquarters gets real-time visibility into the correspondence your Japanese entity is receiving — tax notices, government filings, vendor invoices — without relying on local staff to relay information.
国税庁
法人税の確定申告について
法人名: 株式会社サンプル
事業年度: 2025年4月1日〜2026年3月31日
申告期限: 2026年5月31日
納付税額: ¥1,245,000
National Tax Agency
Re: Corporate Tax Final Filing
Company name: Sample Kabushiki Kaisha
Fiscal year: April 1, 2025 – March 31, 2026
Filing deadline: May 31, 2026
Tax payable: ¥1,245,000
Corporate tax filing notice for FY2025. ¥1,245,000 due by May 31, 2026. Action required: file your corporate tax return and remit payment before the deadline to avoid penalties and interest.
Understand Every Document Without a Translator on Staff
Tax notices, government filings, legal correspondence — translated and summarized with action items so your overseas team can respond immediately.
- Full-context translation — Not just word-for-word. Our AI understands Japanese business and legal terminology.
- Action-oriented summaries — Every document is summarized with what it is, what's due, and what to do next.
- Deadline & amount detection — Tax deadlines, payment amounts, and response dates are automatically highlighted.
- Smart categorization — Tax, legal, banking, utilities, and vendor mail are automatically sorted into categories.
- Works for all business documents — Corporate tax, consumption tax, pension, insurance, ward office, banks, and more.
Ship Original Documents to Your HQ — Anywhere in the World
Original contracts, notarized documents, or official filings that need physical delivery? We forward them worldwide via trusted carriers.
Original Documents
Contracts, notarized documents, and official filings sent securely to your overseas HQ.
Parcel Consolidation
Combine multiple items into one shipment to reduce international shipping costs.
Express Delivery
Urgent documents? FedEx and DHL express options available for next-day global delivery.
Shred & Recycle
Securely shred junk mail, expired notices, and documents you no longer need.
Your Company's Mail Is Safe With Us
Corporate correspondence demands the highest level of protection. Our security infrastructure meets the standards your business requires.
256-bit AES Encryption
All digital documents encrypted at rest and in transit with bank-grade security.
24/7 Facility Surveillance
Physical mail stored in a monitored facility with restricted access and CCTV.
2FA & SSO
Two-factor authentication and single sign-on for enterprise teams. SAML supported.
P-Mark Certified
Certified under Japan's Privacy Mark — the highest standard for personal data protection.
Built for Every Stage of Your Japan Business
Whether you're incorporating, scaling, or managing operations remotely — MailMate keeps HQ connected to what's happening on the ground.
Startup Incorporation
Setting up a GK or KK? Get an incorporation address, receive your registration documents, and manage all post-incorporation correspondence online.
Japan Expansion
Entering the Japanese market from overseas? A virtual mailbox lets your HQ handle Japanese correspondence without boots on the ground.
Subsidiaries
Establishing a subsidiary of your foreign company? Get a registered address, bilingual mail management, and a Japanese phone number — instantly.
Remote Operations
Already incorporated but managing from overseas? Never miss a tax notice, government filing, or vendor invoice again. Your team sees everything in real time.
Trusted by Companies Across the Globe
Businesses of every size use MailMate to manage their Japan operations.
Launching our Japan operations meant incorporating at a location in Japan and receiving Japanese mail — MailMate made this easy and enables us to better manage our Japanese subsidiary from our headquarters in New York.
We specialize in Japan market entry support and we use MailMate to incorporate. It's easy, efficient, and cuts out having to put all the pieces of the puzzle together yourself. We recommend MailMate to our clients and use it for ourselves.
Mailmate allowed our fully remote office to operate as it should, and not have to check the mailbox on a weekly basis. Having the ability to receive the documents in a digital format also makes our operations much more efficient. Highly recommended for companies in need of a mailing address in Japan.
Questions from Business Owners
Ready to Take Control of Your Japanese Entity's Mail?
Join hundreds of businesses that manage their Japan operations with full visibility — no intermediaries, no surprises. Setup takes less than 5 minutes.
By signing up, you agree to our Terms of Service, Privacy Policy, and Handling of Personal Information.