Domestic Contact Registration for Overseas Owners in Japan

An overseas individual or foreign company that registers ownership of Japanese real estate must provide domestic contact information (国内連絡先事項) as part of the application. The requirement applies to applications filed on or after 1 April 2024. Preparing the consent letter from the contact person and other attachments also takes time, so it is worth starting early.

What domestic contact registration is

A domestic contact is a Japanese point of contact that the applicant names in a registration application, so that registry matters can reach the owner even when the owner lives abroad. The Ministry of Justice guidance states that when an overseas resident (an individual or a corporation) is registered as owner, the applicant provides the name, address and similar details of the person acting as contact.

If the owner’s only address is overseas, notices and enquiries may be hard to deliver. The system therefore requires a Japanese contact to be provided alongside the registration.

When it applies

The Ministry’s page covers ownership registrations applied for on or after 1 April 2024. Applications filed on or after that date are covered.

What the contact system is for

The domestic contact is a contact point for registration procedures. It does not appoint anyone to handle tax filings, and it is different from a tax representative (納税管理人). For tax representatives, see non-resident rental income and tax returns.

Who needs a domestic contact

The Ministry describes the target group as overseas residents. The test is whether the person has an address in Japan, not their nationality.

Foreign companies are either with or without a corporate number (会社法人等番号). Under the Ministry guidance, a company with a corporate number provides that number, while a company without one provides the law of its country of establishment (設立準拠法国). Either is provided together with the domestic contact information.

Which registrations require it

The typical case is a transfer of ownership through a sale. The Ministry’s sample application also shows a change of address registration for the owner. Owners who moved abroad after living in Japan should check whether the requirement applies when they file an address change.

Address changes follow separate rules. See mandatory address change registration for Japanese property.

Who can act as a contact and how to choose

The Ministry guidance assumes that the contact may be a natural person or a corporation. The information to be provided differs as follows.

Possible candidates include family members or acquaintances, property or management firms, related Japanese companies, and professionals. The right choice depends on how the property will be used and the owner’s circumstances.

Points to check when choosing

• Whether the contact can be reached at the same address over a long period
• Whether the contact has agreed to their name and address being handled in the registration process
• Whether the arrangement is consistent with any property management contract or tax representative
• Who will notify the others if the contact person changes or moves

If you plan to rent out the property, also consider property management for overseas owners.

If a contact person has not yet been decided, the recording method must follow the guidance of the Legal Affairs Bureau (法務局). Confirm the approach with your judicial scrivener (司法書士) before filing.

Documents and steps for the application

According to the Ministry guidance, the attachments for providing domestic contact information include the following.

• Information certifying the domestic contact information
• Consent information from the person acting as domestic contact
• Registered seal certificate of the person acting as domestic contact (or electronic signature and electronic certificate)

The Ministry has published a sample application and a sample consent letter. In the sample application, the contact’s address and name are written beneath the owner’s address, labelled as the domestic contact.

Examples of information certifying the contact are also provided. If the contact is a business office, a printout of a website recording the office’s location and name may qualify. This document must state that the office belongs to the contact and carry a signature or a name and registered seal.

For individual owners, the specific attachments may vary depending on the application. Follow the guidance of the Legal Affairs Bureau and your judicial scrivener.

Items to have ready before filing

• Basic details of the contact, such as name or company name, address and telephone number
• A consent letter from the contact (a draft based on the Ministry’s sample)
• The contact’s registered seal certificate or other documents to attach to the consent letter
• If the contact is a business office, materials showing its location and name
• For a foreign company, materials showing its corporate number or the law of its country of establishment

Document names and the number of copies may vary by application. Once the acquisition plan is settled, ask your judicial scrivener to prepare a checklist.

Order of steps

1. Decide on the acquiring party (an individual, a foreign company or a Japanese company)
2. Confirm whether that party is an overseas resident
3. Choose a domestic contact and obtain their consent
4. Collect the contact’s supporting documents
5. Enter the domestic contact information in the registration application

To meet the settlement date, completing steps 2 to 4 before signing the sale contract is a realistic approach.

Practical cautions

The acquiring party changes the treatment

When a foreign national buys in a personal name, and when they buy through a Japanese company they have set up, the need for domestic contact information may differ. However, setting up a Japanese company also requires consideration of tax and formation costs. The overall flow is explained in how foreigners buy property in Japan.

Common gaps in preparation

• Asking the contact for a consent letter just before the settlement date
• Delays in obtaining the contact’s registered seal certificate
• Mismatches between the contact’s address and the address on the supporting documents
• A property description in the consent letter that does not match the application

Showing draft documents to your judicial scrivener in advance helps prevent these problems.

Changes to the contact

The procedure when the contact moves or ends the arrangement depends on the case. If a change occurs, check with your judicial scrivener or the Legal Affairs Bureau at an early stage.

Relationship with other procedures

Tax procedures are a separate system. Providing a domestic contact does not replace tax filings. For taxes payable on acquisition, see taxes when buying property in Japan.

Checking the latest information

Registration practice may change through updated notices or guidance. Before filing, check the Ministry of Justice page on ownership registration applications on or after 1 April 2024, and the Legal Affairs Bureau with jurisdiction over the property. Sample PDFs may also be updated. Samples are provided for each type of application, so choose the one closest to your own application.

Summary | What TIMOA can do

Overseas residents registering Japanese real estate must provide domestic contact information. Whether this applies depends on address, not nationality. Preparing the contact candidates and documents before signing the contract helps keep the process safe.

TIMOA supports clients from before the acquisition, including organizing the acquiring party, considering contact candidates and arranging the required documents. Registration is handled by partner judicial scriveners, and tax matters are handled by partner certified tax accountants (税理士). For details, see our real estate services page.