Original Documents, Certified Copies, Extracts, Official Copies, and Duplicates in Japan Explained
When dealing with Japanese administrative procedures, immigration applications, contracts, inheritance matters, or official filings, you may see words such as original document, certified copy, extract, official copy, or duplicate.
These terms sound similar, but they do not mean the same thing. If you misunderstand what the receiving authority requires, you may end up submitting the wrong format and being asked to re-submit documents later.
This article explains the basic difference between original documents, full copies, extracts, official copies, official extract copies, and duplicates in Japan, and highlights practical points to check before submission.
Key takeaway
- An original document is the original document first created by its author.
- A full copy (tohon) reproduces the entire contents of the original.
- An extract (shohon) reproduces only part of the original.
- An official copy (seihon) is created so that it can serve with the legal effect intended under the relevant system or rule.
- An official extract copy is an official copy made only for part of the original.
- A duplicate (fukuhon) is another document prepared with the same contents, often for retention, service, or reference.
Comparison table
| Term | Basic meaning | Main point |
|---|---|---|
| Original document | The original document first created by the author | The source document |
| Full copy (tohon) | A reproduction of the entire content of the original | Complete reproduction |
| Extract (shohon) | A reproduction of only part of the original | Only the relevant part is copied |
| Official copy (seihon) | A document created to function with the effect intended under the legal or procedural framework | More than a simple photocopy |
| Official extract copy | An official copy made for only part of the original | Partial but officially prepared |
| Duplicate (fukuhon) | A separate document prepared with the same contents | Often used for retention, delivery, or reference |
Easy explanation of each term
1. Original document
An original document is the primary document first created by its author as the definitive document. It is the source against which other copies or versions are understood.
2. Full copy (tohon)
A full copy reproduces the entire contents of the original document. If the receiving authority needs the full contents, an extract may not be enough.
3. Extract (shohon)
An extract reproduces only part of the original document. It may be sufficient where only a limited portion is needed, but it may be rejected if the full contents are required.
4. Official copy (seihon)
An official copy is not simply a photocopy. It is a document prepared within a legal or procedural framework so that it can serve the intended official function of the original in another setting.
5. Official extract copy
An official extract copy is an official copy made for only part of the original document. It is useful where only a specific portion needs to be formally presented.
6. Duplicate (fukuhon)
A duplicate is a separate document prepared with the same contents as the principal document, often for retention, delivery to another party, or office records. It is not always the same as a certified reproduction of the original.
Points that often cause confusion
- The difference between a full copy and an extract is whether the whole document or only part of it is reproduced.
- An official copy is not necessarily the same thing as an ordinary copy.
- A duplicate does not automatically have the same legal meaning in every context.
- The exact use of these terms can vary depending on the type of document and the governing rule.
Practical points to check before submission
1. What exactly does the receiving authority require?
The most important question is whether the authority requires an original, a full copy, an extract, an official copy, or simply a plain copy. Administrative offices, courts, financial institutions, and immigration authorities may each have different requirements.
2. A plain copy may not be enough
In some cases, the receiving authority requires the original document, or asks you to show the original while submitting a copy. In other cases, original return procedures may be available. Always check the specific rules for the procedure you are handling.
3. Foreign-language documents may also require translation
In immigration and international matters, documents issued overseas may need a Japanese translation. In practice, you may need to confirm not only whether the original or a copy is required, but also whether a translation is needed and how the translation should be presented.
Common situations in immigration and international matters
In Japanese immigration procedures, questions often arise about family relationship documents, corporate documents, contracts, certificates of employment, residence records, civil status records, and translations of foreign documents.
Typical points to confirm include:
- Whether the original must be submitted or a copy is acceptable
- Whether a Japanese translation is required
- Whether there is an issue date or validity period requirement
- Whether the full document is needed or only the relevant part
If the wrong format is submitted, additional documents may be requested and the overall process may take longer. When in doubt, it is safest to review the official instructions and seek professional advice where necessary.
Frequently asked questions
Q1. Should I submit a full copy or an extract?
A. It depends on what the receiving authority requires. If the full contents are required, a full copy is usually necessary. If only the relevant part is needed, an extract may be sufficient.
Q2. Is an official copy the same as a photocopy?
A. Not necessarily. An official copy is created within a legal or procedural framework and is different from an ordinary photocopy.
Q3. Can I use a duplicate for submission?
A. It depends on the type of document and the purpose of submission. A duplicate is not automatically accepted in every procedure, so the required format should be checked in advance.
Conclusion
These terms are easy to confuse, but the basic framework is simple: the original is the source document, a full copy reproduces everything, an extract reproduces only part, an official copy concerns official legal effect, and a duplicate is another document prepared with the same contents for a separate purpose.
In actual procedures, however, what matters most is the requirement of the receiving authority. Checking the required format early can help prevent delays and unnecessary re-submissions.
Need help checking documents, translations, or immigration submissions?
Tommy’s Legal Service Administrative Scrivener Office supports clients with document review, translation-related preparation, and immigration document checks for international and administrative procedures in Japan.
If you are unsure whether you need an original document, a copy, a translation, or only part of a document, please feel free to contact us.
投稿者プロフィール
- 行政書士 (Immigration Lawyer)
-
日系理化学機器輸入商社、日系センサーメーカー、外資系真空機器メーカー、外資系化学装置メーカーでの国内外業務を経て、令和2年度行政書士試験に合格。令和3年4月、トミーズリーガルサービス行政書士事務所を開業。
現在は入管業務（VISA・在留資格）を中心とした専門事務所として、外国人の雇用・受け入れ、企業の国際人材戦略、在留手続のオンライン申請支援を行う。
企業・個人いずれのクライアントにも寄り添い、迅速・丁寧で負担の少ない手続きをモットーとする。
また、国際業務の経験を生かし、英語での各種案内・申請支援にも対応。
趣味： バイク（CB1300SB）、ツーリング、テニス、ゴルフ
English:
After working in Japanese and foreign-affiliated companies in the fields of scientific instruments, sensors, vacuum equipment, and chemical processing machinery, I passed the national Administrative Scrivener examination in 2020 and founded Tommy’s Legal Service Administrative Scrivener Office in April 2021.
My practice is specialized in immigration procedures—visa applications, extensions, changes of status, and online filings for both companies and individuals. I support employers and foreign nationals with fast, accurate, and stress-free application processes.
English guidance and bilingual documentation are also available.
Hobbies: Motorcycles (Honda CB1300SB), touring, tennis, golf
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