Philippine Embassy in Tokyo: Report of Birth (ROB)

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Report of Birth at Philippine Embassy in Tokyo

A Filipino parent is required to report the birth of their child to the Embassy within one year from the date of birth.

:philippines: The Philippine Embassy in Tokyo has jurisdiction over the following regions in Japan: Hokkaidō, Tōhoku and Kantō. For other regions, please visit the Philippine Consulate in Nagoya or the Philippine Consulate in Osaka.

For other consular procedures, please visit The Philippine Embassy in Tokyo (Japan) Consular Services Guide.

Note: Application is by appointment only.

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Requirements

Necessary documents for reporting birth are different depending on whether the parents of the child are legally married or not.

A. Legitimate child (parents are legally married)

  1. Accomplished Report of Birth form (Download form)
  2. Child’s Birth Certificate (出生届記載事項証明書 Shussei Todoke Kisaijikō Shōmeisho) issued by a Japanese city hall (Original and four (4) copies)
    • If the child was born in a military base, submit the child’s birth record issued by the base hospital.
    Note: The child’s Shussei Todoke Kisaijikō Shōmeisho may also be requested from the Legal Affairs Bureau, where the Japanese city hall is under, 2-3 months after its registration.
  3. Marriage Certificate issued by the Philippine Statistics Authority (PSA) or Report of Marriage of parents issued by the Philippine Embassy (Original and four (4) copies)
  4. For Filipino mother:
    • PSA-issued Birth Certificate (Original and four (4) copies)
    • Valid passport (Original and four (4) copies)
  5. For Non-Filipino mother:
    • Valid passport or any valid ID with picture (Original and four (4) copies)
  6. For Filipino father:
    • PSA-issued Birth Certificate (Original and four (4) copies)
    • Valid passport (Original and four (4) copies)
  7. For Non-Filipino father:
    • Valid passport or any valid ID with picture (Original and four (4) copies)
  8. Affidavit of Delayed Registration–if registration is filed 1 year after date of birth
  9. Affidavit of Legitimation–if the child was born prior to the marriage of parents
  10. PSA-issued Certificate of No Birth Record–for children five (5) years old and above
  11. ¥520 Letterpack Plus envelope
  12. Applicable Fees (See Consular Fees)

B. Illegitimate child (parents are not married)

  1. Accomplished Report of Birth form (Download form)
  2. Child’s Birth Certificate (出生届記載事項証明書 Shussei Todoke Kisaijikō Shōmeisho) issued by a Japanese city hall (Original and four (4) copies)
    • If the child was born in a military base, submit the child’s birth record issued by the base hospital.
    Note: The child’s Shussei Todoke Kisaijikō Shōmeisho may also be requested from the Legal Affairs Bureau, where the Japanese city hall is under, 2-3 months after its registration.
  3. For Filipino mother:
    • PSA-issued Birth Certificate (Original and four (4) copies)
    • Valid passport (Original and four (4) copies)
  4. For Non-Filipino mother:
    • Valid passport or any valid ID with picture (Original and four (4) copies)
  5. For Filipino father:
    • PSA-issued Birth Certificate (Original and four (4) copies)
    • Valid passport (Original and four (4) copies)
  6. For Non-Filipino father:
    • Valid passport or any valid ID with picture (Original and four (4) copies)
  7. Affidavit of Admission of Paternity (form provided by the Embassy)–if the biological father acknowledges paternity of the child
  8. Affidavit of Use of Surname of the Father (executed at the Embassy)–if the mother/child agrees to use the surname of the father
  9. Affidavit of Delayed Registration–if registration is filed 1 year after birth
  10. PSA-issued Certificate of No Birth Record–for children five (5) years old and above
  11. ¥520 Letterpack Plus envelope
  12. Applicable Fees (See Consular Fees)

Procedure (application by mail)

  1. Fill-out the Report of Birth form, print four (4) original copies, then sign on each form.
    • All the details must be true and accurate.
    • All the details must be typewritten and in BLOCK letters.
    • The forms must be printed in A4-sized paper.
  2. Email the application form along with the required documents to civilreg@philembassy.net for pre-evaluation.
  3. After pre-evaluation is complete, bring the ROB forms to a Japanese Notary Public for notarization. Each form must have the signature of the registrants.
    • Only one (1) notarial certificate is required for the same document.
    • There is no need for the Notary Public to sign/stamp on the forms.
  4. Send these forms to the Embassy, along with the other required documents as listed above, including a self-addressed 520 letterpack
    • On the envelope, please write:
    (Name) Philippine Embassy Tokyo
    (Addres) 5-15-5 Roppongi Minato-ku, Tokyo 106-8537
    (Attn: Civil Registration Section/ROB) Note: Registrants are NOT required to forward their original passports and/or other valid IDs to the Embassy. However, its clear and readable photocopies must be provided.
  5. Once the physical documents have been verified to be complete and authentic, an officer will contact the registrants, either by email or through phone, to inform about the necessary consular fees which will be paid through Genkin Kakitome.

Reminders

  1. All photocopies must be in A4-sized papers.
  2. Application may be submitted in person or by mail. If by mail, the application form must be notarized by a Japanese notary public.
  3. The Embassy may require additional documents, if deemed necessary.
  4. Applicable fees depend on each particular case.
  5. Processing period is 10 working days upon receipt of complete documents.