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If you're a foreigner planning to live in Japan, you'll likely need to set up a bank account, apply for a phone, and sign up for public utilities. During these processes, you'll notice that the space provided for signatures on application forms is often quite small. This is because in Japan, instead of a written signature, people use a personal name stamp called a hanko (also known as inkan) to "sign" official documents.
A hanko or inkan is a personal seal traditionally used in Japan as a substitute for a handwritten signature. You might wonder about the difference between hanko and inkan. Originally, the term "hanko" referred to the tool itself, while "inkan" referred to the impression or imprint left by the seal. Today, these two terms are often used interchangeably by native Japanese speakers. However, depending on the context, one term may be more fitting than the other. In casual conversation, "hanko" is commonly used, while "inkan" tends to carry a slightly more formal tone.
There has been a lot of talks recently in Japan about the abolition of hanko seals. Many of us may be wondering if we really need one these days. Although it appears that the use of hanko seals may be somehow limited in the future, it is still difficult, if not impossible, to avoid using one on certain occasions. Whether you want to open a bank account or buy a house, having a hanko will simply make your life in Japan much easier.
In everyday life in Japan, the following three types of seals are usually used:
Mitomein means a hanko for casual informal acceptance or acknowledgment.
This is an unofficial, unregistered personal seal used in situations such as receiving home-delivery service packages and for "kairanban," which is a shared neighborhood notice.
A mitomein is a type of hanko used for casual or informal acceptance or acknowledgment. This unofficial, unregistered personal seal is commonly used in situations such as receiving home delivery packages or for signing a kairanban (a neighborhood notice circulated among residents).
Typically, a rubber stamp (often referred to as sachibata—see below) or a mass-produced seal made from inexpensive materials is used for this purpose. Since it may be used by all family members, these seals often feature only the family surname, though occasionally a nickname may be used. These mass-produced, identical, and unofficial seals are not valid for use in banks or formal contracts.
Generally, "Shachihata" refers to a stamp-type seal with built-in ink in the main body. However, in reality, Shachihata is actually a brand name, and the formal name for the products sold by this company is Name-in.
Some key features of what is commonly referred to as a Shachihata include the convenience of not requiring separate ink pads or stamp mats, allowing for continuous use. This makes it ideal for tasks that involve a lot of paperwork or situations like receiving courier packages.
On the downside, since it is a mass-produced product, many identical stamps with the same imprint exist. Additionally, the stamp surface is made of rubber, and the imprint may become distorted depending on how much pressure is applied. Because it cannot guarantee authenticity, it is generally not accepted for official documents.
A ginko-in is an official seal used for identity verification at banks. It is registered with the bank when you open an account and is required for certain transactions. This seal is commonly used for applying for automatic monthly withdrawals for utilities such as electricity, gas, and water, as well as for withdrawing cash at the bank teller counter.
During these transactions, the bank teller compares the impression of your registered seal. Therefore, using a seal that is too small or informal is not suitable. It is recommended that a ginko-in be different from a mitome-in, which may be commonly used by family members. For identity verification purposes, it is advisable to use a medium-sized seal, typically between 13.5-15mm in diameter, with engraved characters that clearly match your identity. For more information, please consult with your bank or financial institution.
The jitsuin is the official and most important seal used for significant contractual matters, such as mortgage agreements when purchasing a home. To register a hanko as a jitsuin, it must be submitted to the city hall or local government office that governs your place of residence. You can register a seal with your full name, family name only, first name only, or legal alias, as long as it matches the information on the Basic Resident Register at the government office.
The size of the seal is required to fit within a square with sides ranging from 8mm to 25mm. While there are no specific regulations regarding the shape of the impression, only one jitsuin can be registered per individual. For further details regarding name formatting, font choices for the impression, and other inquiries, it is recommended to consult with your city hall or local government office.
As the jitsuin is an official seal for important contracts, it should generally differ from mitome-in and ginko-in, with its imprint being of appropriate size. It is highly recommended to use durable, high-quality materials for this type of seal.
After completing a seal registration, "inkan torokusho" or "inkan toroku card" (a seal registration card) is issued and handed to you. You can get "inkan shomeisho" (certificate of a seal registration) for a small fee every time you need it by showing your seal registration card. “Inkan shomeisho” is required for and usually attached to contracts made with "jitsu-in" because it proves the seal used is properly registered. Nowadays many city halls and local government offices issue "inkan shomeisho" by "inkan toroku card" through an automated machine, even during the night and on holidays.
You cannot obtain an official seal registration certificate (seal registration card) without possessing it. However, if you have a My Number card with a user identification electronic certificate, you can issue an official seal registration certificate using a multi-copy machine at a convenience store even without the official seal registration card.
Losing our valuables is not only frustrating, but also very stressful. No need to worry! Even if you have lost your precious hanko, you can get back on track by following certain procedures.
While it is necessary to be careful about the safekeeping of your seals, special care should be taken to ensure that your "ginko-in" and "jitsu-in" are protected and safe. If you happen to lose either of them, please contact the bank and government offices concerned. It is of the utmost importance to invalidate the lost seal immediately. Reporting the loss of your hanko to police is strongly advised.
In case of a “jitsu-in,” you would also need to cancel the registration of it by submitting necessary documents to the relevant government office (the place you registered your “jitsu-in”). Once your lost “jitsu-in” is cancelled, you would need to register a new one.
For further details on how to deal with lost seals or any other questions, please ask your bank or local government office.
When a foreigner creates a seal, a custom one is usually required. There are several ways to have your name chiseled, including converting it to katakana, alphabetical, or even kanji writing. You have the option of having your name written (engraved) from left to right, or top to bottom. There is also a great variety of alphabet fonts available. The materials and number of letters in a seal vary depending on the intended use. Each hanko/inkan store provides you with various suggestions and sample presentations to ensure that the production of your custom-ordered hanko goes as smoothly as possible. Please contact a hanko store or the organization concerned for more information.
You can order a Hanko via Amazon Japan, click here to see details.
■ SHIBUYA HANKO-DOU
http://shibuya-hanko.com/english-version/
■ JUN JAPANESE GIFTS & SOUVENIRS
http://www.jun-gifts.com/personalizedgifts/hanko/hanko1/hanko1.htm
■ HANKO SHOP RAKUZENDO
http://www.name-stamp.tokyo/online-shop/
■ INKANHANKO.COM
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