How to apply for a cremation permit for a foreigner in Saitama City | From death notification to receiving the permit

When a foreign family member living in Japan passes away, it is necessary to proceed with funeral and cremation procedures amidst deep grief. With language barriers, name grammar issues, and contacting the home country all to consider, it can be overwhelming to know where to begin. In Saitama City, it is important to understand the process, starting with submitting a death certificate and obtaining a cremation permit.

This article outlines the basic procedures involved when dealing with foreign nationals, step by step. The actual required documents, filing locations, name formatting, and whether or not notification to the home country is necessary may vary depending on the situation and nationality. If you are unsure, do not make assumptions; instead, consult with the relevant filing office or the embassy/consulate in Japan.

First things to organize: Doctor's documents and contact information

A death certificate or post-mortem examination report issued by a doctor is required to file a death notification. First, keep the documents you receive safe, and if there are any parts you are unsure about, contact the issuing authority. The notification will involve the deceased person's name, date of birth, nationality, address, etc., so it will be easier to check if you gather all identification and residence-related documents you have on hand, such as passports, residence cards, and health insurance documents, in one place.

However, you will need to check at the counter which documents are required and how foreign language documents are handled. If you cannot find your passport or residence card, do not give up on the procedure, but explain the situation to the office and ask for guidance. If your family members are overseas, it will be easier to proceed with funeral arrangements if you also organize who will be contacted, the language they will use, and the times they can be contacted.

Please check the deadline and the appropriate place to submit the death certificate.

According to Saitama City's guidelines, a death certificate or post-mortem examination report must be submitted within 7 days of learning of the death. Because there is a limited timeframe for filing the report, checking the relevant information at the relevant office as soon as possible, even amidst grief, can bring peace of mind.

The person filing the notification and where to submit it depend on various factors, including the relationship between the deceased and the person filing the notification, the place of death, and the address. Do not assume that the procedure is possible or that there are necessary procedures simply because the person is a foreigner; please explain the situation to the Saitama City notification office. If the name on the family register and the name on the passport appear to differ, or if there are multiple nationalities or different spellings involved, it is best to bring the documents with you for confirmation.

Procedures for reporting a death in one's home country, handling passports, and required documents for surviving family members abroad vary by country and region. Since additional procedures may be required beyond those for Japanese death registration, it's advisable to check with the embassy or consulate in Japan. Writing down the questions you need answered at the counter will make it easier to communicate the key points, even if you're not fluent in Japanese.

• How is the name of a deceased person recorded on their passport or residence card?
• Have you received a death certificate or autopsy report?
• The relationship between the person who will be filing the death certificate and the deceased.
• Are you planning to cremate the body in Japan, or are you considering options including overseas transport?
• Things to confirm with the embassy or consulate in your home country

The process from choosing a crematorium to receiving a cremation permit.

The cremation permit will include the name of the crematorium, so you will need to make a reservation at the crematorium before or after filing the death certificate. Since you may not always be able to choose your preferred date and time for cremation, it's a good idea to organize not only your desired date but also any possible dates and the circumstances of those who plan to attend. Crematorium usage conditions, reservation methods, and acceptance status vary from facility to facility, so be sure to check these details.

When considering funeral venues in Saitama City, please note that Hikari Kaikan is a funeral service facility, not a crematorium. Cremation is handled at either Urawa Crematorium or Omiya Seien. Understand that the farewell ceremony at the venue and the cremation at the crematorium are separate arrangements, and plan accordingly, including transportation and meeting times. You will need to check with Hikari Kaikan regarding eligibility requirements and availability.

Once the death certificate is accepted and the necessary procedures are completed, you will receive a cremation permit. This permit is an important document required for cremation. Please check with the notification office and the crematorium to confirm where and how to receive it, and who should bring it on the day of cremation. It is also a good idea to check in advance whether a photograph of the document is sufficient or if the original is required. Store the original document in a document holder or similar place to prevent it from being folded or lost.

We will consider the preparations for a family funeral and the administrative procedures at the same time.

Even if you wish to have a private family funeral attended only by close family and friends, you will still need to file a death certificate and obtain a cremation permit. Even for a small funeral, the procedures for booking the crematorium, receiving the cremation permit, and traveling between the venue and the crematorium remain the same. The form of the ceremony, the language used to inform attendees, online communication, and clothing preferences should be decided in accordance with the family's wishes and the rules of the venue and crematorium.

If you wish to have religious prayers or rituals performed, the available times, locations, items you can bring, and whether or not religious figures can be present will vary depending on the facility. Since not all customs can necessarily be accommodated, it is important to write down your wishes clearly and confirm with the venue, crematorium, and, if necessary, with the religious figure. Even if family members overseas cannot attend, please discuss, to the extent possible, how you can create an opportunity for them to say goodbye.

Considerations when families in Ageo City and Kawagoe City are involved.

Even if the deceased had ties to Saitama City, the bereaved family may reside in Ageo City or Kawagoe City. The contact point for inquiries may vary depending not only on your place of residence, but also on the place of death, where the death is reported, the location of the crematorium used, and the location of the funeral venue. To avoid confusing Saitama City procedures with those of other cities, first clarify which municipality or facility you should contact.

If relatives are coming from far away, it's a good idea to share the meeting place, travel time, and who will manage the paperwork as soon as the cremation date and time are decided. For family members who have difficulty communicating in Japanese, summarize the key points in a language they understand, and confirm the names and dates in writing to minimize misunderstandings.

Information that will help us consider arrangements when you contact us for a consultation.

Seikatsu Funeral Service Center accepts consultations in Japanese 24 hours a day, and provides information on multilingual consultations via email. The availability and details of services such as foreign language interpretation, transportation, placement, and religious ceremonies depend on individual circumstances, so please consult and confirm in advance. Because this is a time when decisions are often made quickly, it is important to distinguish between what can be done and what needs to be confirmed, and to proceed one step at a time.

1. Place of death and current situation
2. Whether or not a death certificate or autopsy report is available
3. The region and time you wish to have the cremation performed.
4. Requests for a family funeral, expected attendees, preferred language.
5. Contact status with family members abroad, embassies, or consulates.
6. Religious or cultural preferences that you would like to confirm in advance.

Filing a death certificate, obtaining cremation permits, and making funeral arrangements are all important procedures. However, there's no need to try to do everything perfectly at once. Take notes to avoid losing track of who needs to contact, divide the tasks among family members, and proceed according to the guidance of the relevant government offices and facilities.