文字サイズ

APPLICATION FOR CRIMINAL RECORD CERTIFICATE

Those who can apply at Hyogo Prefectural Police

The Hyogo Prefectural Police (HPP) Headquarters (HQ) Identification Division will issue a criminal record certificate to individuals who are required to submit it to foreign authorities (an embassy/a consulate) and to individuals:

  • who are currently registered residents (foreign residents) in Hyogo.
  • whose last resident registration (foreign registration) in Japan was in Hyogo.

Documents required for application

《Required Documents for Applicants residing in Japan》

  1. Passport (valid)
  2. One of the following (official documentation verifying your address in Hyogo):
    • Residence Card, Special Permanent Resident Certificate
    • Copy of the Resident Record (issued within the last six months)
    • Driver’s License (valid)
    • Individual Number Card (My Number Card)
  3. Documents recognized as requiring the submission of a criminal record certificate
    4. Documents requesting the submission of a criminal record certificate, created by the submitting institution (such as an embassy or other official institution), that include the applicant’s full name, etc.

《Required Documents for Applicants residing outside Japan》
  1. Passport (valid)
  2. Copy of the Deleted Resident Record/the Supplementary Family Register (issued within the last six months)
  3. Documents recognized as requiring the submission of a criminal record certificate
    4. Documents requesting the submission of a criminal record certificate, created by the submitting institution (such as an embassy or other official institution), that include the applicant’s full name, etc.

What are the "Documents that are deemed necessary to submit a criminal background certificate"?

Since a criminal record certificate is an official document from the police to the public agency of the destination country, it is necessary to confirm in writing on what grounds the destination agency is requesting the certificate. The confirmation documents you need to prepare vary depending on the destination country and the reason for the request. please make sure to check what kind of application you need and where the final submission destination is, and call us before coming to the office.
〈Common Examples〉
✖　My company told me to get one. 　→　〇　It is required for an overseas work visa application.
✖　My agent told me to get one.　→　〇　It is required for a long-term stay visa application.
〈Example of Documents for Confirmation〉
・ Issuance request form from the embassy with the name of the applicant,acceptance notice from the school, employment notice from the company, assignment order
・ Procedural documents related to the grounds for which a criminal background certificate is required, including a copy of a written visa application

Application Procedures

  1. Preliminary Telephone Consultations
    • Please inform us of the reason why you need a criminal record certificate (destination country or state to which you are submitting the application, reason, period of stay, etc.). The police will confirm whether it meets the requirements for issuance requested by the Ministry of Foreign Affairs and inform you of the necessary documents.
    • If the documents are incomplete, we may not be able to accept them on the same day, so please make sure to consult with the police by phone before coming to the office.
    • Depending on the destination and reason, we may not be able to accept your application immediately in order to check with relevant organizations.
    • Depending on the nature of request, we may offer you a special issuance issued by the Ministry of Foreign Affairs of Japan.
  2. Application Processing
    • Please bring the necessary documents and come to the reception desk on the first floor of the main building of the Hyogo Prefectural Police Headquarters within the following reception hours. No reservation is required.
    • You cannot apply on behalf of the applicant. Because fingerprinting is required, the applicant must come to the office in person.
    • It takes two weeks from the date of application to issue a criminal record certificate.
  3. Issuing of the Criminal Record Certificate
    • The receiving location of the criminal record certificate is the same as the application location. The applicants must come in person. However, if there are unavoidable reasons, an authorized representative may receive it on behalf of the applicant with a letter of attorney. (Not allowed by post.)
    • Issuance fee: Free
    • The certificate will be delivered sealed. Please note that it will be considered invalid if it is opened before being submitted to the institution.

〈Hours for Preliminary Telephone Consultations and Application Processing〉
Weekdays (Monday to Friday) 9:00-11:30, 13:00-16:00 (Not available on Sat., Sun., National Holidays, and year-end/beginning Holidays.)
※　Please read the “Frequently Asked Questions” below before contacting us.
 Advance consultation：　Identification Div., Second Data Sec.
Telephone：　078-341-7441 (ext.4654)

Frequently Asked Questions

Q1: Can I apply at the nearest police station?
A.　　
　No, you cannot. The only place in Hyogo Prefecture is the Identification Division of the Hyogo Prefectural Police Headquarters (HQ).
Q2: Can someone apply on my behalf?
A.　　
　No, that is not allowed. The applicant must come to the HQ to have his/her fingerprints taken.
Q3: Can I receive the application by mail?
A.　　
　No, you cannot. In principle, the criminal record certificate must be hand-delivered to the applicant. However, if for some unavoidable reason the applicant is unable to come to the HQ to receive the criminal record certificate, a proxy can receive it. Please ask us at the time of application and we will provide you with the prescribed letter of attorney.
Q4: Can I apply from overseas?
A.　　
　Yes, you can apply at any Japanese embassy or consulate in your country. Please check with the Japanese embassy or consulate in your country for details on the number of days required for issuance, required documents, etc. Duplicate applications are not allowed. If you have already applied at the embassy or consulate, you cannot apply at the police.
Q5: I would like to go by car. Is there a parking lot?
A.　　
　No, there is no visitor parking at the HQ. Please use a nearby hourly parking lot or public transportation.
Q6: Do I need to make an appointment to apply?
A.　　
　No, you do not need one. Applications are processed in the order of arrival, so if there are many applicants, you may have to wait a long time. Please allow plenty of time for your visit.
Q7: How long does the application process take?
A.　　
　It takes about 30 minutes per person.
Q8: I don't have my passport with me. Can I use a photocopy?
A.　　
　No, a photocopy of your passport is not acceptable. Please make sure to bring the original.
Q9: My passport is about to expire, what should I do?
A.　　
　Your passport number will be shown on your criminal record certificate. If you renew your passport, your passport number will change, so please renew your passport before applying.
Q10: All documents confirming the purpose of application, etc. are exchanged in data format. Can I just present them on the screen of my phone?
A.　　
　Please bring the documents confirming the purpose of application, etc. in paper form. Even if you are applying for a visa online, please be sure to print it out and bring it with you.
Q11: The documents verifying the purpose of the application are written in a foreign language. Is that acceptable?
A.　　
　Generally, no. We may ask you to provide explanations of the information in the documents related to the application requirements, so please make sure you understand them. To ensure a smooth application process, please bring translated documents with you. If you speak a language other than Japanese and find it difficult to communicate in Japanese, please bring an interpreter with you if possible.
Q12: How long does it take from application to receipt?
A.　　
　Normally, it takes two weeks. However, it may take longer than usual during the Golden Week holidays, year-end/beginning holidays, etc., so please apply well in advance.
Q13: Can I get a criminal record certificate in English?
A.　　
　Yes. The certificate is written in five languages: Japanese, English, French, Spanish, and German.。
Q14: What types of criminal records are included in the certificate?　
A.　　
　Please refer to the National Police Agency's website “Issuance of a Certificate of Criminal Record” for information on the criminal record that will be included on the certificate.
Q15: The agent instructed me to open the file and send it as a PDF. Can I open the file?　
A.　　
　No, it will not be valid if you open it. A criminal background check is an official document from the police to the government of the destination country. Please reconfirm whether the instructions were given by the destination country, etc.
Q16: I was told that I need an apostille. What is it?　
A.　　
　An apostille is a certificate issued by the Ministry of Foreign Affairs of Japan for official documents issued by Japanese government agencies and other public institutions. Please contact the Ministry of Foreign Affairs.
Q17: What is the expiration date of a criminal record certificate?　
A.　　
　It depends on the destination country. Please contact the public institution in the country where you are going to submit the certificate.

〈Criminal Record Certificate〉
The HPP HQ, Identification Div., Second Data Sec.
Address: 5-4-1, Shimoyamate dori, Chuo ku, Kobe city
Telephone: 078-341-7441 (ext.4654)