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Child and Family Matters
Checklist for Reporting Birth in Japan to U.S. Citizen Parent(s)

APPOINTMENTS ARE REQUIRED FOR THIS SERVICE

The U.S. Embassy and consulates have resumed routine services with limited appointment availability. For online CRBA applications, you MUST allow 5 working days between payment and your interview date.

Complete and bring the items on this checklist to your interview.

Note:

  • You must bring the original documents, as well as single-sided photocopies. Original documents will be returned to you after your interview.
  • You must provide English translations for all foreign language documents (click here for Japanese translation templates). English translations do not need to be notarized or done by a professional.
  • The child must attend the interview. Both parents must also attend the interview. However, if one of the parents cannot appear in person, please click here for more details.

CRBA Checklist

Consular Report of Birth Application (DS-2029)

  • Click here to fill out the CRBA application online.
  • If you are unable to use the online application, please fill out Form DS-2029 (Sample Application ) Once completed, print it out single-sided and bring it to your interview.
  • Handwrite any information that needs to be added or corrected after printing out the form.
  • For any questions on how to complete the application, please refer to the eCRBA FAQs and the eCRBA Application How To Guide.

Passport application (DS-11)

  • Click here to fill out an online application (How to complete the online application form). Once completed, print it out single-sided and bring it to your interview. Handwrite any information that needs to be added or corrected after printing out the form.
  • Enter “000-00-0000” for the social security number.
  • If one parent is unable to appear in person, please click here.

Proof of child’s birth (original + 1 photocopy) and English translation (if applicable)
One of the following documents:

  • Family Register Koseki Tohon (if one of the parents is Japanese); if applying for more than one child, please bring one original koseki tohon, but a photocopy for each child.
  • Certificate of Acceptance of Birth Report “Shusshou Todoke Juri Shomeisho” issued by the Japanese city office that registered your child’s birth.  Please note a certificate issued by a local hospital in Japan will not satisfy this requirement.  Please register your child at the Japanese city office.
  • Certificate of Birth Report “Shusshou Todoke Kisai Jiko Shomeisho” issued by the Japanese city office that registered your child’s birth.  Please note a certificate issued by a local hospital in Japan will not satisfy this requirement. Please register your child at the Japanese city office.
  • Birth certificate issued by a U.S. military hospital in Japan.

Note: As long as the document is an original, the date of issuance is irrelevant.

Requesting a name change

Some parents may wish to have the CRBA or passport reflect a different name from the one that appears on the child’s birth certificate.

For immaterial name changes, please prepare an affidavit/statement signed by both parents explaining your particular situation and why you wish to change the child’s name.  Your affidavit/statement does not need to be notarized.

For other name changes, you may be required to provide an amended birth certificate reflecting the name change.  If you cannot obtain an amended birth certificate, or if local vital records authorities will not amend the certificate, please prepare an affidavit/statement signed by both parents explaining the circumstances, accompanied by evidence that the vital records office cannot or will not issue an amended certificate.  Additional information may be requested by the consular official.

Please note that some name change requests may not be acceptable due to government regulations.  If you have questions, you can inquire at the time of your appointment.

Parents’ marriage certificate (original + 1 photocopy) and English translation (if applicable)

  • If married in Japan: Family Register “Koseki Tohon” OR Certificate of Acceptance of Marriage Report “Konin Todoke Juri Shomeisho” issued by the Japanese city office.
  • If married in the United States: An original or certified-copy of the marriage certificate issued by a city/county/state (church or “bride/groom” copies will not be accepted). Please make sure your certificate has a file date.
  • If married in another country: An original or certified-copy of the marriage certificate issued by the appropriate authorities in the country in which the marriage took place.

Proof of termination of ALL prior marriages for both parents (original + 1 photocopy) and English translation (if applicable)

  • Documentation that shows the termination of a prior marriage can include the original of a death certificate or certified copies of divorce decrees. Divorce decrees must be issued by a court and include an embossed or wet seal. Photocopies sent from a lawyer may not be the original certified copy.

Evidence of parent’s U.S. citizenship (original + 1 photocopy)

  • Click here for information on proof of citizenship.

Evidence of physical presence (can be originals or photocopies)

  • If only one of the parents is a U.S. citizen, he/she must bring proof of physical presence in the United States prior to the child’s birth. Primary evidence that may establish your physical presence in the U.S. includes: transcripts from high school and/or college, wage statements, or DD214 Separation Statement (for military members). Secondary evidence can include: credit card bills, utility bills, tax forms, airline ticket stubs, or former/current passport(s) showing immigration stamps. Please note that this list is not exhaustive. If you are unable to provide sufficient evidence, the application may be placed on hold until you submit further documentation.
  • Physical presence in the United States is one of the key requirements to transmit citizenship. For specific information, please see this page.
  • Applicants using the online CRBA application may encounter difficulties and be required to enter periods abroad with the U.S. Armed Forces or in other U.S. Government employment, even if that’s not applicable. If this is the case, please enter random dates and raise this issue at the time of your appointment. We will help you correct this information.

Filling out the U.S. Residence History (Physical Presence) section

    • Click

here

    for more information on how to fill out the U.S. Residence History (Physical Presence).

Proof of relationship

  • If the parents were not married at the time of the child’s birth, bring evidence of the parents’ physical presence together at the time of the child’s conception (e.g., through passport stamps, military travel orders), as well as proof of their relationship prior to the child’s birth (e.g., through letters, photos, e-mails).

Both parents’ IDs (original + 1 photocopy)

  • Click here for information on proof of ID.
  • For foreign national spouses, please bring passports.

Application fee

  • Click here for information on application fees.
  • Applicants using the online CRBA application must make their payment for the CRBA online (but will pay for passport fees at the time of their interview).

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One self-addressed LetterPack Plus/Light envelope

  • Click here for information on the LetterPack Plus/Light envelopes.
    LetterPack LIGHT: 370 yen, traceable, signature not required
    LetterPack PLUS: 520 yen, traceable, signature required
  • For applicants using an APO/FPO address, bring one self-addressed envelope that will be mailed via Military Postal Service (MPS). Please note that MPS envelopes are not trackable. The Embassy cannot mail MPS envelopes using tracking numbers or by registered/certified mail.

Can a third party accompany a passport or CRBA applicant to their interview?


Applying for a Social Security Number

Please note that an application for a Social Security Number can only be submitted after receiving the original Consular Report of Birth Abroad and Passport. To obtain a Social Security Number for your child, see further details here.