Understanding Japan’s Real Estate Registration System
Overview
When buying real estate, the way ownership rights are protected differs greatly from country to country.
Each nation has its own legal framework for recording and securing property ownership — and for many buyers, closing on a property is often a moment of both relief and excitement.
In Japan, this key step is known as real estate registration (fudōsan tōki, 不動産登記).
It plays a central role in confirming and protecting ownership, ensuring that your rights are legally recognized and transparent.
Registration in Japan is not merely a formality; it is what gives ownership its legal power against third parties. Without registration, ownership may exist in theory, but not in practice.
Even if you have acquired ownership through a legitimate transaction, failure to complete registration means you cannot assert your ownership against a third party who has properly registered their rights, and in the worst case, you may be forced to hand over the property despite having paid for it.
A Little Bit of History Behind Japan’s Real Estate Registration System
While many countries have some form of property registration, Japan has developed its own version of real estate registration: a system rooted in continental European civil law but refined through Japan’s legal and cultural evolution.
During the Meiji era, Japan was modernizing its legal infrastructure by adopting Western legal concepts, and it drew heavily on civil law systems from continental Europe. However, Japanese society was distinct in many ways:
- Private land transactions were already common.
- The land title system (chiken seido) was immature.
- Legal culture emphasized actual possession and private contracts over state authority.
Legal culture emphasized actual possession and private contracts over state authority.
As a result, Japan gradually formed its own model—one that evolved from European civil law principles but adapted to Japan’s social and economic realities.
Thus, Japan’s system shifted from “state-guaranteed ownership creation” to “public registration of private agreements.”
The government acts as a neutral recorder, not the guarantor, of ownership.
Situations Where Real Estate Registration Is Done
In Japan, registration of a newly built property is legally mandatory; this is called the Building Description Registration (tatemono hyōdai tōki).
However, registration after purchasing an existing property is not strictly required by law.
That said, it is almost always carried out in practice, because without registration, your ownership rights may not be legally protected against third parties.
From April 2024, one specific type of registration — inheritance (succession) registration — has become legally mandatory.
Even when registration itself is not an obligation, it is considered an essential step for protecting your ownership and ensuring the transaction is properly recorded.
The following are the typical situations where real estate registration is carried out in Japan:
1. When You Acquire Property
For purchases, inheritance, or construction of a new building:
- Transfer of Ownership Registration (shoyūken iten tōki)
- Building Description Registration (hyōdai tōki)
- Ownership Preservation Registration (shoyūken hozon tōki)
2. When You Change Your Address or Name
After moving or changing your surname, file a Change of Address/Name Registration so your information stays accurate.
3. When the Owner Passes Away
Heirs register the Transfer of Ownership by Inheritance to show succession of title.
(This type of registration became mandatory in April 2024.)
4. When a Mortgage Is Paid Off
After full repayment, the Mortgage Cancellation Registration (teitōken masshō tōki) is filed to remove the lien.
5. When a Building Is Demolished
A Building Demolition Registration (tesshitsu tōki) is filed to remove the building from the record.
How the Registration Process Works
In Japan, it is not legally required to hire a Judicial Scrivener (Shiho-shoshi, 司法書士) to complete real estate registration.
Anyone — including the property owner — can technically file the application on their own.
Staff at the Legal Affairs Bureau (Hōmukyoku) are generally helpful and will explain the procedures or advise how to correct any mistakes if the application is incomplete.
So, if you are patient and careful, it is entirely possible to complete the registration yourself.
However, in real estate transactions involving large sums of money, there is always a risk if the registration is not completed properly or promptly.
Unless the registration is completed in your name, your ownership is not legally protected, and unexpected problems could occur.
For this reason, it is standard practice to ask a Judicial Scrivener to handle the registration, ensuring that ownership is accurately and safely recorded at the same time the payment is made.
Step-by-Step Process
- Application
The application form and required documents are submitted to the Legal Affairs Bureau that has jurisdiction over the property. - Examination
The Bureau reviews and verifies the documents.
This review period typically takes about 1–2 weeks, depending on complexity and regional workload. - Completion of Registration
Once the examination is finished, the new ownership or rights are officially entered into the registry.
When the new owner’s information is registered, a Registration Identification Notice is issued.
This document replaces the old Title Deed and consists of a 12-digit alphanumeric code identifying the registered owner.
It is an important document required when selling the property, so it should be kept in a safe place.
Although the Registration Identification Notice cannot be reissued, alternative procedures are available if it is lost — such as verification through a judicial scrivener or identification affidavit during future transactions. In addition, once the registration is completed, a Certificate of Completion of Registration is also issued.
While this certificate cannot be reissued, it is not as critical as the Registration Identification Notice,
so losing or disposing of it does not cause legal problems. - Issuance or Delivery of Documents
- In-person pickup: After the expected completion date, you can collect the documents at the Legal Affairs Bureau counter.
- By mail: If you opted for postal delivery, the Registration Identification Notice or Certificate of Completion will be sent, usually by registered mail.
In this case, allow an additional few days — the entire process from application to document arrival may take about 2–3 weeks in total.
Documents Commonly Required
The documents required for registration vary depending on the cause of registration — such as sale, inheritance, gift, or mortgage cancellation.
Always confirm the specific requirements with your Judicial Scrivener or the Legal Affairs Bureau (Hōmukyoku) before submission.
Common documents include:
- Power of Attorney (if a scrivener acts for you)
- Application Form (available on the Ministry of Justice website)
- ID Verification (passport, residence card, or My Number card)
- Supporting Documents such as:
- Deed of sale or inheritance certificate
- Mortgage discharge documents
Reading and Understanding the Real Estate Register in Japan
In Japan, land and building registry records are publicly accessible.
Anyone can obtain a copy of a property’s Real Estate Register (登記事項証明書, tōkijikō shōmeisho) by paying a small administrative fee at the Legal Affairs Bureau or online.
From this record, you can find who owns a property, what rights or mortgages are attached, and even trace how ownership has changed over time — sometimes revealing the unique “story” of a property’s history.
Before purchasing, the seller or agent usually provides a copy, but buyers should always review it themselves carefully.
Below are the key sections and what to look for when reading a Japanese property registry:
1. Title Section (Hyōdaibu): Physical Details of the Property
Lists the basic physical information about the property.
Be sure all entries match the property you intend to purchase.
- Location (Address, Lot Number, Building Number) – Confirm that it matches the actual site.
- Land Category / Building Type and Structure – Ensure the registered use (e.g., residential land, farmland) matches current use.
Note: Using farmland as residential land requires special permission. - Land Area / Floor Area – Compare with your sales contract and property summary; if different, ask why.
- Construction Date and Cause – Check the building’s year and registration basis.
2. Rights Section A (Kōku – 甲区): Ownership Information
Shows who legally owns the property and any limits on that ownership.
- Current Owner: Confirm that the seller’s name and address match the registry.
- Ownership History: Review for frequent transfers or complex inheritance chains.
- Seizure or Provisional Disposition: Avoid properties with these legal claims.
3. Rights Section B (Otsuku – 乙区): Other Rights and Encumbrances
Lists non-ownership rights, such as loans, mortgages, or easements.
- Mortgages / Revolving Mortgages: Identify any collateral rights.
- Mortgage Cancellation: Confirm that repayment and release will be done at transfer.
- Easements / Lease Rights: Check for usage restrictions or long-term leases.
- Provisional Registration: Look for kari-tōki, indicating pending claims.
Why Reviewing the Register Matters
Reading the registry helps confirm true ownership, debt-free status, and legal security of the property, which are essential for a safe and transparent transaction.
Registration and Professional Fees in Japan
Registration and License Tax (Tōroku Menkyozei)
This is a national tax imposed when registration is made. In general, the tax base for the registration and license tax is the assessed value (valuation) recorded in the Fixed Asset Tax Ledger or the Fixed Asset Tax Statement.
If no such value is registered, the Legal Affairs Bureau (registrar) determines the valuation to be used as the tax base.
For a transfer of ownership, the registration and license tax is calculated as 2% of the property’s appraised value.
However, tax reduction measures are available under certain conditions, so the actual amount payable is often lower than this standard rate.
Professional Fees for Judicial Scriveners (Shiho-shoshi) and Land & House Surveyors
Real estate registrations are generally handled by Judicial Scriveners (Shiho-shoshi),
while Land & House Surveyors (Tochi-kōka-chōsa-shi) manage “title description” registrations, such as for newly built houses.
Fees vary widely depending on region and office, but the typical cost for a transfer of ownership registration in Japan ranges from approximately ¥50,000 to ¥100,000.
Additional costs may apply:
- Travel fees if the scrivener attends settlement at a bank or seller’s office.
- Identification report fee when the seller is not personally known to the scrivener.
Why Japan’s System Is So Reliable
As mentioned above, Japan’s real estate registration is based on a paper examination system,
in which registrars review submitted documents rather than conduct on-site inspections.
While the government ensures procedural integrity, it does not guarantee the factual accuracy of the registered information.
Even so, Japan’s registration system has earned a reputation for remarkable reliability, thanks to its precision, consistency, and openness.
This trust is supported by several key features:
- Administered nationwide by the Ministry of Justice
- Digitized and standardized across all regions
- Fraud or clerical errors are extremely rare and legally correctable
- Public access to records, promoting transparency and market confidence
Final Thoughts
Legal systems can be complex, and even more so when you’re dealing with it in a foreign country.
I hope this article has helped you better understand how Japan’s real estate registration system works.
With the guidance of qualified professionals such as judicial scriveners and real estate agents,
you can feel confident that your property transaction in Japan will be handled safely and smoothly.
Disclaimer:
The information in this article is provided for general informational purposes only and does not constitute legal advice.
While every effort has been made to ensure accuracy, the content may not reflect the most current legal developments.
Readers should consult a qualified professional for advice on their specific situation.