What Replaced the Former "Affidavit of Competency to Marry" Form for U.S. Citizens in Japan?

Planning a wedding in Japan as a U.S. citizen should feel exciting. Yet recent administrative shifts have left many civilian expats, government contractors, and military service members puzzled by missing paperwork. For years the former “Affidavit of Competency to Marry” form served as the standard document Japanese municipal ward offices accepted from Americans. Effective September 1, 2025, the U.S. Embassy and Consulates in Japan stopped notarizing that form. This guide explains exactly what replaced it, how the U.S. Embassy Tokyo notarization policy changed, and the practical steps you need to complete Japanese municipal ward office marriage registration under local law today. You will leave with clear, actionable information so you can file your Kon-in Todoke with confidence.

Why the Former Affidavit of Competency to Marry Form Matters

Japanese law requires foreign nationals who marry under Japanese civil procedure to show they are legally free to marry under their home country’s rules. For decades U.S. citizens met this requirement with a notarized Affidavit of Competency to Marry (also called a Single Status Affidavit or Kon-in Yoken Gubi Shomeisho equivalent). The form was a sworn personal statement, not a government-issued certificate of civil status. The U.S. federal government has never maintained a centralized marriage registry and has never issued a true certificate of no impediment the way many other countries do.

The affidavit was prepared by the citizen, signed under oath before a consular officer, and presented (with a Japanese translation) at the local city or ward office. Japanese officials accepted the notarized affidavit in place of a formal capacity certificate. That practice ended for consular notarization on September 1, 2025.

The Official Change: U.S. Embassy Tokyo Notarization Policy

On June 23, 2025, the U.S. Embassy in Tokyo sent Diplomatic Note No. 0287 to Japan’s Ministry of Foreign Affairs. The note announced that effective September 1, 2025, the U.S. Embassy in Tokyo and the Consulates General in Sapporo, Osaka, Fukuoka, and Naha would cease notarizing the Affidavit of Competency to Marry for U.S. citizens planning to marry in Japan.

The Embassy’s public guidance is unambiguous. The United States does not issue a document equivalent to Japan’s Family Register (Koseki). Consular officers had no independent means to verify a citizen’s marital status. The federal government does not record civil-status acts and does not guarantee the accuracy of a personal sworn statement. Therefore the notarial service for this particular affidavit was discontinued.

What replaced the former “Affidavit of Competency to Marry” form is a simple official statement. You may download a PDF letter (often called the “Letter in Lieu of Marriage Affidavit”) from the U.S. Embassy & Consulates in Japan website. The letter explains that the U.S. government does not provide such a certificate or statement and references the diplomatic note. Present the PDF (together with any required Japanese translation) to your local Japanese city or ward office.

Many municipal offices now accept this PDF statement in place of the old notarized affidavit. Acceptance is not uniform nationwide, however. Always confirm with the specific office where you plan to file.

Step-by-Step Guide to Proving Freedom to Marry Today

1. Download the Official Embassy Statement

Visit the Marriage in Japan page on the U.S. Embassy & Consulates in Japan website. Download the current PDF statement. Print it or save a clear digital copy. The letter is available in English and Japanese versions on the same document.

2. Check Local Municipal Requirements Early

Contact the city or ward office (shiyakusho or kuyakusho) where you intend to submit the Kon-in Todoke. Ask three specific questions:

Do you accept the U.S. Embassy’s PDF statement in lieu of a notarized Affidavit of Competency to Marry?
Do you require a Japanese translation of the statement?
Do you still require any additional supporting documents (birth certificate, divorce decree, etc.)?

Practices vary by municipality. Some offices in major cities have already adjusted; smaller offices may still expect a notarized personal affidavit.

3. Use Remote Online Notarization If Needed

If your local Japanese municipal ward office does not accept the PDF and insists on a notarized document confirming eligibility to marry, the Embassy recommends exploring remote notarial services offered by certain U.S. states. Remote Online Notarization (RON) allows a U.S. citizen located in Japan to appear by secure video before a commissioned notary in a RON-enabled state, swear to a personal affidavit of single status or competency to marry, and receive a digitally notarized document.

Key practical points:

Choose a reputable RON platform that uses state-commissioned notaries.
Prepare a clear English affidavit stating your full name, date and place of birth, current marital status, and that no legal impediment exists under the laws of your domicile.
Obtain a professional or accurate Japanese translation of the notarized affidavit.
Confirm in advance that the receiving ward office will accept a remotely notarized U.S. document (some offices prefer an apostille as well).

Remote online notarization for the former “Affidavit of Competency to Marry” form replacement has become a common workaround for civilian expats and contractors who cannot travel back to the United States.

4. Prepare Supporting Documents

Typical additional items Japanese offices request include:

Valid U.S. passport (original and copy)
Certified copy of any prior divorce decree or death certificate of a former spouse, with Japanese translation
Birth certificate in some jurisdictions (with translation)
Residence card if you hold mid- to long-term status in Japan

All foreign-language documents require Japanese translations. The translator’s name and contact information are usually sufficient; formal certification is rarely required for the capacity affidavit itself.

Completing the Kon-in Todoke Filing Process

The actual marriage occurs when the municipal office accepts the Kon-in Todoke (marriage registration form). There is no ceremony, no officiant, and no exchange of vows required by law. The date the office accepts the form becomes your legal marriage date.

Required Elements of the Kon-in Todoke

Completed form (available free at any city or ward office)
Signatures of both parties
Signatures of two witnesses who are at least 18 years old (any nationality)
Supporting documents for each foreign party, including the capacity evidence described above
For a Japanese partner: current Family Register information (koseki details) as required by the local office

You may prepare the form in advance. One partner can sometimes submit it alone if both have already signed, but confirm local practice. Embassy staff cannot serve as witnesses or help complete the form.

After acceptance, request a Certificate of Acceptance of Notification of Marriage (Kon-in Todoke Juri Shomeisho). The inexpensive A4 version costs around 350 yen; the larger decorative version costs about 1,400 yen. Both are valid proof. Keep the original and note the exact name and address of the office that registered the marriage. The U.S. Embassy does not keep records of Japanese marriages and cannot retrieve them later.

Special Procedures for U.S. Military Service Members Under SOFA

U.S. service members stationed in Japan follow additional command procedures before they can complete Japanese municipal registration. These SOFA military marriage procedures remain largely unchanged by the Embassy’s notarial policy shift.

Typical steps include:

Attendance at a command-sponsored marriage seminar (often through Fleet and Family Support or equivalent)
Submission of an Authorization to Marry package through the chain of command
Notarization of the Affidavit of Competency to Marry at the on-base legal assistance office or Staff Judge Advocate office

Military legal offices continue to provide notarial services for service members. Contact your installation’s legal office early, especially at major locations such as Iwakuni, Okinawa (Kadena, Camp Foster, etc.), Yokosuka, or Zama. After Japanese registration, update DEERS, dependency records, and, if desired, assist the spouse in obtaining SOFA status. Procedures can differ slightly by service branch and installation, so rely on current command guidance rather than older online checklists.

Common Pitfalls and How to Avoid Them

Outdated advice is the biggest problem. Many websites, blogs, and even some service providers still describe the old consular notarization process as if it still exists. Always start with the official U.S. Embassy Japan marriage page for the most recent policy.

Other frequent issues:

Assuming every ward office accepts the PDF statement without checking
Using an untranslated English-only document
Failing to obtain a Japanese translation of a remotely notarized affidavit
Waiting until the last week before the intended filing date
Believing a religious or hotel ceremony creates a legal marriage in Japan (it does not)

If a municipal official appears unfamiliar with the new Embassy statement, politely show the PDF and the Embassy’s public webpage. Most offices have received guidance through Japanese channels following the diplomatic note, but frontline staff may still be catching up.

Real-World Experience: What Couples Are Encountering

Civilian couples in Tokyo, Osaka, and Fukuoka report mixed but generally positive results with the PDF statement. Some offices accepted it on the first visit; others asked for a personal notarized affidavit and directed the couple toward remote online notarization. Military couples at Okinawa and Iwakuni bases continue to rely primarily on their legal offices and report smoother processing once command paperwork is complete.

One practical tip repeated by recent applicants: bring extra copies of everything and arrive early in the day. Municipal counters can be busy, and staff appreciate organized packets.

After You Are Married: Next Steps

Obtain the Certificate of Acceptance immediately. If you need an English version for U.S. purposes (name changes, immigration petitions, benefits), you can prepare a translation and have it notarized at the Embassy or Consulate under their regular notarial services (this is separate from the discontinued capacity affidavit). The Embassy provides fill-in-the-blank translation templates for the A4 certificate.

Remember that a Japanese marriage valid under Japanese law is generally recognized in the United States. You do not need to “register” the marriage with the U.S. Embassy. For immigration benefits or other federal purposes, the Japanese Certificate of Acceptance (with translation) is the primary evidence.

Frequently Asked Questions

What exactly replaced the former “Affidavit of Competency to Marry” form?
The U.S. Embassy’s downloadable PDF statement explaining that the U.S. government does not issue such a certificate. If a ward office rejects the PDF, a remotely notarized personal affidavit from a U.S. state notary is the practical alternative.

Can I still get the old form notarized at the Embassy?
No. Effective September 1, 2025, the Embassy and all Consulates in Japan stopped providing that specific notarial service.

Do military members follow the same rules?
Service members should contact their on-base legal assistance office. Command procedures and on-base notarization remain available under SOFA military marriage procedures.

Is remote online notarization accepted everywhere in Japan?
Acceptance varies by municipality. Always verify with the specific city or ward office before relying on a RON document.

Do both partners need an affidavit if both are U.S. citizens?
Yes. Each U.S. citizen must provide evidence of capacity. Joint forms were used under the old system; under the new system each person typically needs their own statement or notarized affidavit plus translation.

How long is the Embassy PDF statement valid?
The Embassy does not set an expiration date on the PDF letter itself. Local Japanese offices may impose their own time limits on supporting documents, so check locally and file promptly.

What if my local office has never seen the new statement?
Politely provide the PDF and the link to the official Embassy page. Most offices update their internal guidance after the diplomatic note, but individual staff members may need the official reference.