What Is a Certified Copy of the Corporate Registry? An Explanation of Its Contents and How to Obtain It

What Is a Certified Copy of the Corporate Registry?

A transcript refers to a copy of an original document. A certified copy of the corporate registry (Certificate of Registered Matters) is a copy of the registry.
Registry offices (Legal Affairs Bureaus) either digitize registered information using computer systems or maintain it in non-digital formats. At registry offices where registered matters have not been digitized, information is managed on paper, and details are recorded directly onto registration forms. A copy of these forms is known as a certified copy of the corporate registry.

At registry offices where registration details are digitized by computer, the information is recorded on magnetic disks. A document printed from this data is called a Certificate of Registered Matters. In other words, a Certified Copy of the Real Estate Register and a Certificate of Registered Matters certify the same content, differing only in their output format.

A Certified Copy of the Real Estate Register (Certificate of Registered Matters) is publicly available, and anyone can obtain it by submitting the prescribed application form, even if they are not the owner.

Differences Between Real Estate Registration, Commercial Registration, and Corporate Registration

There are three types of registers: Real Estate Registers, Commercial Registers, and Corporate Registers. The act of registering information in these registers is called registration, and the main items registered for each are as follows.

Real Estate Registration

• Location, lot number, and area of land or buildings
• Address and name of the owner

Real Estate Registration contains information regarding land or buildings. Since land and buildings are each counted as a single property, the Real Estate Registration for land and the Real Estate Registration for buildings are separate. For example, to know the registration information for both a specific plot of land and the building standing on it, you must obtain the Certified Copy of the Real Estate Register for both the land and the building respectively.

Real Estate Registration consists of two parts: the Heading Section and the Rights Section. The Heading Section records the location, lot number, land category, and land area for land, or the location, lot number, house number, type, structure, and floor area for buildings.

The Rights Section contains matters concerning the owner, including the owner's name and details on when and how (e.g., purchase, inheritance, or bequest) the ownership was acquired. Additionally, information other than ownership, such as whether the property is subject to a mortgage (collateral), is also recorded in the Rights Section.

Real estate registration can be utilized when you need to identify the current rights holder or information regarding a building. Furthermore, registration procedures to update information are required when a company constructs a new building or engages in real estate transactions.

Commercial Registration and Corporate Registration

• Trade Name (Company Name) or Entity Name (Corporate Name)
• Location
• Names of Officers

Commercial registration refers to the registration of companies such as joint-stock companies (Kabushiki Kaisha), general partnerships (Gomei Kaisha), limited partnerships (Goshi Kaisha), and limited liability companies (Godo Kaisha). Corporate registration refers to the registration of entities other than companies, such as general incorporated associations, general incorporated foundations, NPO corporations, social welfare corporations, and educational foundations.

Certified copies of the corporate registry for companies and legal entities are frequently required for submissions when signing office leases, applying for subsidies, opening bank accounts, or obtaining financing from financial institutions.

How to Obtain a Certified Copy of the Corporate Registry (Certificate of Registered Matters)

Anyone can obtain a certified copy of the corporate registry by requesting it from a registry office (Legal Affairs Bureau). No documents other than the application form are required for submission. However, you must confirm the necessary details in advance, as the application form requires the lot number or building number for real estate registry copies, or the trade name (corporate name) and head office address for company or corporate registry copies.

A lot number is a number that indicates the boundaries of a plot of land and often differs from the residential address. If you do not know the lot number, it is recommended to use the "Lot Number Search Service" operated by the Civil Legal Affairs Association on their "Registry Information Provision Service" website, which allows you to search for approximate lot numbers for free by cross-referencing residential maps with residential addresses.

Certified copies of the corporate registry can be obtained through three methods: requesting at a Legal Affairs Bureau counter, requesting by mail, or requesting online. Furthermore, since you can obtain them at any Legal Affairs Bureau, you may apply at any location that is convenient for you, such as the office nearest to you or one located near your company.

Requesting at a Legal Affairs Bureau Counter and Receiving On-Site

If you visit a Legal Affairs Bureau and submit a completed application form, you can receive the certified copy of the corporate registry on the spot. At this time, a fee of 600 yen per copy is required (1,200 yen if you require certified copies for both land and buildings). Fees are paid by affixing revenue stamps. Revenue stamps can also be purchased at the Legal Affairs Bureau.

The Legal Affairs Bureau counter hours are typically from 8:30 AM to 5:15 PM on weekdays. However, as of January 4, 2024, to promote work-style reform, the service hours for various counters have been changed to 9:00 AM to 5:00 PM, excluding certain services such as human rights consultations. Please be careful not to mistake these hours.

Requesting by Mail and Receiving by Mail

You can also request documents by mail without visiting the Legal Affairs Bureau in person. By mailing the prescribed application form, 600 yen in revenue stamps per copy, and a self-addressed stamped envelope to the Legal Affairs Bureau, you will receive the certified copy of the corporate registry by mail at a later date.

There is a prescribed format for the application form. You can download it from the Legal Affairs Bureau page below.

Reference: Download Forms for Registration Applications and Certificates of Registered Matters (Legal Affairs Bureau)

Requesting Online and Receiving by Mail or at the Legal Affairs Bureau

Requests for certified copies of the corporate registry can also be made online. Online requests are accepted from 8:30 AM to 9:00 PM on weekdays. For online requests, you can choose between receiving the document at a Legal Affairs Bureau counter or by mail. If you choose to receive it at the counter, the fee is 480 yen per copy. If you choose to receive it by mail, the fee is 500 yen per copy, and no additional postage is required. For online applications, fees are paid via electronic payment through internet banking or at an ATM that supports Pay-easy.

Online requests can be made via the "Touki Net" service operated by the Legal Affairs Bureau.

Reference: Touki Net (Legal Affairs Bureau)

Online Services for Viewing Registration Information

Original copies of the corporate registry are not required; if you only need to view the information, you can confirm it through online services. Below, we introduce two services that allow you to view registration information.

Registration Information Provision Service

If you wish to view registration information, it is convenient to use the "Registration Information Provision Service" operated by the Civil Legal Affairs Association.
Real estate registration information, commercial registration information, and corporate registration information can all be confirmed for 331 yen per item.
Please note that while the displayed registration information can be printed or downloaded, it is intended solely for information confirmation purposes and does not hold legal validity as an official certificate. Additionally, a registration fee of 740 yen applies for corporate users.

The Registration Information Provision Service is available from 8:30 AM to 11:00 PM on weekdays, and from 8:30 AM to 6:00 PM on weekends and holidays. The service is unavailable during the year-end and New Year holidays from December 29 to January 3.

Reference: Registration Information Provision Service (Civil Legal Affairs Association)

Touki Sonar

In addition to the Registration Information Provision Service, registration information can also be viewed using services operated by private companies.
If you are looking to minimize costs, "Touki Sonar" provided by uSonar Co., Ltd. is a convenient option. It allows you to acquire information at the lowest price in the industry.

The base fee for Touki Sonar is 298 JPY per request for both real estate and commercial registration records. For registration information previously acquired and held by uSonar, the fee is 200 JPY per request. Additionally, new member registration is free of charge.

Reference: Data Provision Service for Registration Information, "Touki Sonar"

Conclusion

A certified copy of the corporate registry (Certificate of Registered Matters) allows anyone to verify registered information regarding companies or real estate. If you need a certificate for loan applications or contract procedures, you must request and obtain one from the Legal Affairs Bureau. However, if you only need to verify registration information, you can reduce costs by using private services. Touki Sonar, provided by uSonar, offers the most competitive pricing in the industry for obtaining this information. Please feel free to contact us for more information.

View Our Service for Viewing
Corporate Registries at the Industry's Lowest Price