Transporting a body from Omiya to Vietnam | Required documents and preparations with family in the home country

When a family member passes away in Omiya and you wish to bring their body to their family in Vietnam, you will have to go through many checks amidst your grief. International transport of a body requires not only procedures within Japan, but also checking the requirements of airlines, receiving facilities in Vietnam, and consular offices. Since the necessary preparations vary depending on nationality and family circumstances, it's important to avoid making hasty decisions and to address each point one by one.

Whether you're in Omiya Ward, Urawa Ward, or Minuma Ward in Saitama City, it's helpful to first share with your family where you want the farewell ceremony to take place and whether you want the body transported overseas or the ashes transferred after cremation. This will make it easier to plan the subsequent steps. We will listen to your wishes and work with you to organize the necessary contacts and the order of preparations.

The first thing I want to share with my family back home

Family members living far away may not be able to grasp the situation immediately and are prone to anxiety and confusion. When contacting them, it is best to separate the facts you already know from the things you still need to confirm to minimize misunderstandings. For family members who have difficulty with Japanese, consider early on how to explain things in easily understandable language or whether an interpreter is needed. It is necessary to confirm in advance whether individual interpreter arrangements are possible and what they entail.

• Where the body is currently being kept, and whether visits are permitted.
• Is there agreement among the family members regarding the desire to transport the body to Vietnam?
• Name, contact information, and location of the host on the Vietnamese side.
• Do you plan to hold a funeral locally, or will you hold a private family funeral in Japan?
• Do your family members wish to travel to Japan to say goodbye, and are there any conditions that need to be confirmed for that?
• Who should be primarily responsible for handling communication and document exchange?

The wishes of family members in Vietnam and relatives in Japan may not always align immediately. Since transporting a deceased person's body involves time constraints and procedural confirmations, it is desirable to discuss the options and confirmation deadlines together rather than rushing the decision.

Documents and conditions to check before international shipping

The documents and acceptance conditions required when transporting a body abroad vary depending on the regulations of the destination country, the information provided by the consular office, the regulations of the airline, and whether or not there are transit points. Since it's not always the case that "transportation is possible with just these documents," we proceed by repeatedly confirming with all relevant parties.

Documents related to procedures within Japan

Generally, documents to consider include death notifications and certificates, transportation documents, and documents confirming identity and relationship. However, the names of the required documents, whether they should be originals or copies, and whether translation or authentication is necessary will vary depending on the recipient. For documents obtained after the death registration process, please also check with the local government office, explaining their purpose.

• Documents proving the fact of death and how to obtain them
• Storage status of documents related to the deceased's identity, such as their passport.
• Identification documents of the applicant or recipient, and documents showing the relationship to the deceased.
• Are there any documents required by the Vietnamese side or the airline?
• Is it necessary to provide translations, certifications, or original documents in languages other than Japanese?
• Document expiration date, number of copies to submit, and how to store copies.

Since you may not have a copy of the documents once you submit them, it's a good idea to keep copies to the extent permitted and record when, where, and what you submitted. For details on administrative procedures and travel requirements, check with your local government, consular office, or airline.

Confirmation with the airline and the receiving party.

For air transport, it's necessary to confirm whether the package can be accepted, how it will be loaded, the requirements for the coffin and container, the procedures for loading before departure, and how it will be handled at transit points. It's important to consider not only the choice of air freight, but also the domestic transport to the airport and who will receive the package upon arrival in Vietnam, ensuring a seamless process.

1. We will organize the planned timing of the transfer and the candidate departure and arrival airports.
2. Please check with the airline or handling agent regarding their conditions for accepting remains and the necessary documents.
3. We will confirm the necessary procedures for entry and acceptance with the Vietnamese consular office and other relevant parties.
4. We will clearly identify the recipient, contact information, and destination upon arrival.
5. We will verify that there are no discrepancies in the document information, names, dates of birth, etc., between the Japanese and Vietnamese sides.

If you are using a connecting flight, the conditions at the transit point may also have an impact. Furthermore, the specifics regarding the coffin, preservation procedures, and transportation must be governed by the regulations of the airline and handling company. It is essential to confirm the appropriate transportation method with the relevant parties in advance to ensure it suits your circumstances.

Japanese customs regarding farewells and funerals

Even when overseas transport is planned, many families still wish to have time to say goodbye in Japan. There are various options to choose from, such as a small, quiet family funeral, a funeral attended by relatives and close friends, or simply an opportunity to say goodbye without a formal ceremony. If family members in Vietnam are unable to attend, we will consider ways to share the date and time, and ways for family members who are far away to express their feelings, while confirming the family's wishes.

Religion and customs are not determined solely by the country of origin. We carefully inquire about the deceased's cherished beliefs, the family's views, and any planned rituals in the local area, and then prepare accordingly, separating what is possible from what requires prior confirmation. Since handling individual religious rituals varies depending on the content and venue conditions, please consult with us in advance.

We will also clarify the differences when choosing cremation.

The options of transporting the body to Vietnam versus cremating it in Japan and then transporting the ashes will require different confirmations and preparations. Regarding the export of cremated remains overseas, you will need to individually check the requirements of the airline, destination country, and consular office. Which option is more suitable should be considered based on the family's wishes, plans for a farewell ceremony at the destination, and the time and procedural considerations.

If you plan to have a cremation in Saitama City, you will need to check with the crematorium regarding the facility, its usage conditions, and reservation status. Funeral facilities and crematoriums sometimes have different roles, so it is helpful to consider the funeral venue and the cremation venue separately when making your plans.

Checklist for preparing during busy times

When contacting family members, preparing documents, and coordinating the deceased's care and transportation all proceed simultaneously, important confirmations can sometimes be overlooked. Keeping a record of the contact person's name, the date and time of contact, and the details of the confirmation, and sharing this information with family members in their home country, will help in making subsequent decisions.

• Available times to contact the Vietnamese contact person
• Information confirmed with the consular office, airlines, and relevant organizations.
• Missing documents and the person responsible for obtaining, translating, and submitting them.
• Schedules for those who wish to have a visit, family funeral, or funeral service in Japan
• Regarding the transportation of the body or its transfer after cremation, please follow the family's established policy.

When considering transporting someone overseas from Omiya, you may feel anxious about the uncertain future. Our company will listen to your specific circumstances in areas such as Omiya Ward, Urawa Ward, and Minuma Ward in Saitama City, and help you calmly organize the matters that need to be confirmed by your family. Transportation, documents, venue, and interpreters all require individual confirmation. Don't keep your questions to yourself; proceed with preparations while respecting your family's wishes.