Civic Services

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THE EMBASSY OF THE REPUBLIC OF SOUTH AFRICA HEREBY WISHES TO ADVISE:

CIVIC SERVICES (Applications for: Birth Registration, Marriage Registration, Single Status Letters, Passports, Identity Documents, Death Registration and all other matters that fall under the realm of Civic Services) are processed by appointment. In this regard please make an appointment by calling, faxing or e-mailing the Embassy.

Please address your request to the CONSULAR SECTION:

Telephone: +81 3 3265 3366

Fax: +81 3 3265 3573

E-mail: visa@dirco.gov.za

NOTE: The requirements for the various categories under Immigration and Civic services are listed on the website. Please familiarise yourself with these requirements and if you are unsure please contact the consular section as per the contact detail above.

South African Passports

Background:

South African travel documents are granted in terms of the South African Passport and Travel Documents Act (Act 4 of 1994) and the South African Passport and Travel Documents Regulations of 1996 respectively. A Passport is an internationally recognized travel document that verifies the identity and nationality of the bearer. It can only be issued to a person who is in possession of an identity number

All applications must be lodged personally at a Home Affairs domestic office or a South African Embassy or Mission, if abroad. The applicant must satisfy the passport officer of his or her identity, his or her photographs will be checked to ensure that they are a true image of the applicant, and his or her fingerprints (applicants 16 years or older) will be taken for checking against the Population Register.

South African Passports are issued only in Pretoria. However, applications must still be submitted or forwarded to the applicable South African Embassy.  Applications can take approximately five (5) months to be finalized.

Temporary Passports and Emergency Travel Certificates are issued at South African missions abroad

Please do not make firm travel bookings before obtaining your Passport.

Passport Applications

Persons must apply for a first or new Passport when the Passport has reached the full validity (ten years for persons over 16 years or five (5) years for children), or the Passport has no blank visa pages available. New Passports have a validity of ten (10) years for adults and five (5) years for children. Please note that these Passports cannot be extended once they have reached the expiry date – a new application must be lodged.

The Department of Home Affairs has available Maxi Passports, which contain 64 visa pages instead of 32 pages. These Passports are available to persons who travel extensively. In order to apply for a Maxi Passport, the relevant fee and letter of request must be provided.

Passport Requirements

  • Completed Passport Application form – BI-73
  • Completed Determination of Citizenship Form – BI-529
  • Completed BI-9 (Fingerprint form) * (only available at the Mission)
  • Prescribed Fee

Completed D-1 Form – Loss Report: Stolen / Lost Passport. Only if your Passport is Stolen or Lost and a translated copy of the Police Report.

  • A copy of your old / current Passport OR Identity document OR Birth Certificate
  • A copy of your Foreign Citizenship Certificate and your Dual Citizenship Certificate, if applicable
  • Photographs – Three clear colour passport photographs – see new specifications / see size specifications (Photographs taken at photo booths are not acceptable). Include the photos but do not attach them.

Temporary Passport Application

Temporary Passports, valid for one year, are issued to applicants who need to travel urgently while their permanent Passports are being processed.

NB: Applicants applying for Temporary Passports to accommodate their travels to foreign countries are urged to check with the respective countries representation whether a Temporary Passport can be used to enter their country before lodging an application with this Mission.

At this stage the following countries do not recognize the South African Temporary Passport as a valid document to enter these countries: The United Kingdom, Saudi Arabia, China, France, Federal Republic of Germany, Belgium, The Netherlands, Luxemburg, Italy, Canada and certain states in the USA, Japan.

Temporary Passports are valid for 1 year from date of issue.

Temporary Passports must be returned for cancellation as soon as the applicant receives their new Passport.

Requirements

  • Completed Passport Application form – BI-73
  • Completed Determination of Citizenship Form – BI-529
  • Completed BI-9 (Fingerprint form) * (only available at the Mission)
  • Prescribed Fee
  • A copy of your old / current Passport OR Identity Document OR Birth Certificate

 

Completed D-1 Form – Loss Report: Stolen / Lost Passport. Only if your Passport is Stolen or Lost and attach a translated copy of the Police Report.

  • 2 x  Passport photographs – see new specifications / see size specifications Include the photos but do not attach.

 

Emergency Travel Certificates

An Emergency Travel Certificate valid for one single journey and issued only to South African citizens who are returning directly to South Africa in extreme emergency cases.

 

Requirements

  • Completed Passport Application form – BI-73
  • Completed Determination of Citizenship Form – BI-529
  • Completed BI-9 (Fingerprint form – obtained at Mission only)
  • 2 Passport size photos see new specifications / see size specifications
  •  Prescribed Fee
  • Completed D-1 Form – Loss Report: Stolen / Lost Passport. Only if your Passport is Stolen or Lost and attach a translated copy of the Police Report.
  • A copy of your old / current Passport OR Identity Document OR Birth Certificate

Child Passport

Child Passports are issued to children who are fifteen years and below.

These Passports are not renewable.

Requirements

  • Completed Passport Application form – BI-73
  • Completed Determination of Citizenship Form – BI-529
  • Completed BI-9 (Fingerprint form not necessary)
  •  2 Passport size photos see new specifications / see size specifications
  •  Prescribed Fee

Completed D-1 Form – Loss Report: Stolen / Lost Passport. Only if your passport is Stolen or Lost and attach a translated copy of the Police Report.

  • Copy of Birth Certificate (applicable for first application)
  • Copy of parents South African Passports

General Notes

Children are no longer endorsed on parent’s Passports. Minors under the age of eighteen (18) years must have the consent of both parents on form BI-73.

Dual Citizenship: A South African citizen aged twenty one (21) or older, who is also the citizen of another country, must use their South African Passport when entering or leaving South Africa. South African citizens aged under twenty-one (21) may enter on the Passport of the other country as visitors until their twenty first birthday.

Foreign Visas in Current Passport: Any valid visas that are contained in your current Passport will not be affected in any way. Any queries regarding your visas should be directed to the issuing country concerned.

Applicable to women: If you want your Passport to be issued in your maiden / married surname, a formal letter of request must also be included together with a certified copy of your divorce / marriage certificate.

 

SA ID documents

Identity documents can only be issued to South African citizens aged sixteen years or older.

Can be issued to:

  • Persons whose identity documents are lost, stolen or damaged.
  • Persons who applied for the change of personal particulars. (The necessary supporting documents to justify an application for the change of personal particulars in the Population Register should be attached.)
  • Persons whose citizenship status has changed.
  • A woman who entered into matrimony or would like to resume any of her previous surnames.
  • A person who is temporarily residing abroad and who has previously been in possession of an identity document, and
  • An immigrant if the validity of his permit for permanent residence has not yet expired.

Processing time: Approximately six (5) months as all applications are forwarded to the Department of Home Affairs in South Africa.

First applications for Identity Documents are issued free of charge.

The following documents are required:

  • Fully completed BI-9 (* Note: Form BI-9 can not be downloaded and must be obtained at the Embassy)
  • Completed BI-529 (Citizenship questionnaire).
  •  Prescribed fee.
  • A copy of you Retention of South African Citizenship Certificate (dual citizenship) if you also have the citizenship of a foreign country.
  • Certified copy of Marriage certificate (female applicants only).
  • Certified copy of applicant’s old ID document
  • Written request to change “Surname”.  To be submitted by recently married female applicants who would like to:
    • to change to their married surnames, or
    • wish to use double–barrel surnames;

Note:

Should a woman apply for the reissue of an identity document and wants to resume any of the surnames she was previously known by, documentary proof must be submitted to prove that she is entitled to that surname. Certified copy of full birth certificate. Where a name change has taken place, a copy of the approval letter or new amended certificate from the Department of Home Affairs. Two (2) certified passport photographs, 35mm x 45mm, in colour showing full facial features of the applicant (head and shoulders). (Photographs taken at photo booths are not acceptable). see new specifications / see size specifications

 

Marriage certificates

Who qualifies for this application?

Persons who were married in South Africa and whose marriages were registered in South Africa may apply for their marriage certificates subject to the following:

Requirements:

  • A duly completed Form BI-130, Application for Marriage Certificate to be completed in black ink and signed by applicant
  • Completed form BI-529 (Citizenship Questionnaire)
  • Prescribed Fee
  • Please indicate clearly if you want an abridged, unabridged or vault copy of a marriage certificate.
  • Please indicate clearly the reason for the application.
  • If you have a previous certificate, please attach a certified copy so that it may be easier to trace the record.
  • Certified copy of your ID / passport

Note: Marriage certificates are issued in South Africa and require a waiting period of 5 months.

 

Getting married in Japan

A South African citizen who wishes to marry in Japan must apply for a Letter of Marital Status from the Embassy. The Department of Home Affairs in South Africa will then issue a Single Status Certificate. (A printout from the Home Affairs website is not acceptable as proof of single status)

The citizen then needs to come to the Embassy in person with the Certificate issued by Home Affairs to obtain an Affidavit of Marital Status (Sensei kyojitusho) and which states the personal details and stating that both parties are legally able to marry and a Certificate of No Impediment (Kon-in Yoken Gubi Shomeisho) which states that there is no known impediment to the proposed marriage.

Japanese law requires that all marriages must take place at a local Ward or City office. The Certificate of No Impediment and its Japanese translation should be lodged at the local Ward or City Office together with your passport, alien registration card and copy of Family Register in case of marriage to a Japanese Citizen.(Please note: The Embassy does not provide a Japanese translation of the Letter of No Impediment which is in English. The translation of the document can be done by a local translator)

Some additional information may be required like a original Birth Certificate and translations of your travel documents but this depends on your Ward Office so please confirm with them beforehand.

The couple must then submit a notice of “Intention to Marry” or “kon-in-todoke” signed by two witnesses, the Marriage officer will then issue a “Certificate of Acceptance of Notification of Marriage” or “kon-in-todoke-juri-shomeisho” and the couple will be married.

Any additional ceremonies in Japan at churches, temples and so on are at your own discretion and are not a requirement under Japanese law.

 

Marriage Registration in South Africa

The marriage laws of South Africa do not provide for the registration of marriages solemnised in foreign countries according to the laws of such countries.

Certificates in respect of such marriages should be submitted to the Department of Home Affairs for inclusion of the marriage particulars in the population register.

 

The following documents are required:

Certified copy of Marriage Certificate and English translation thereof.

Certified copy of your Passport

Certified copy of your ID

A letter requesting the inclusion of your marriage into the population register

 

Please forward directly to:

Department of Home Affairs

Population Registration Section

Private Bag x114

Pretoria

0001

Tel: +2712 810-8911

 

Note: You can not apply for a Marriage Certificate if you were married outside of the Republic of South Africa.

Information on this website on marrying in Japan is provided as a general guide and therefore please confirm with your local Ward / City office

 

Birth Registrations and Unabridged Birth Certificates

Birth Registration

In terms of the Birth and Death Registration Act, 1992 (Act No. 51 of 1992), any person born outside of the Republic of South Africa to a parent who is a South African citizen at the time of his/ her birth and whose birth is registered, shall be a South African citizen by descent.

Requirements

Form DHA-24 to be fully completed in block letters and in black ink (as this form may not be downloaded, it should be requested from the Consular Section at the Embassy.

Note:

Parts A to F must be completed, dated and signed by the informant (the person registering the child e.g. a parent) and the child (15 years and older).

Questions that are not applicable should be marked as ‘n/a’; if answers to certain questions are not known, they should be marked as ‘Do not know’.

Under Part A, ‘late registration of birth’ refers to a birth being registered after 30 days i.e. reasons why the birth was not registered within the prescribed 30 days must be provided.

In the case of a child of 15 years and older, a recent photo of the child

(see photograph specifications) must be submitted.

Children born within wedlock must be registered either under the surname of the biological father, or the surname of the biological mother.

Children born out of wedlock are registered under the surname of the biological mother, but may also be registered under the surname of the biological father, provided the father acknowledges paternity and both mother and father provide written consent to the registration of the child under the father’s surname.

 

Late Registration persons 15 years and older

In the case of a child of 15 years and older, Form DHA-24/A to be fully completed in block letters and in black ink; in addition, Form DHA-24/A to be fully completed by the informant (as these forms may also not be downloaded, they should also be requested from the Consular Section at the Embassy)

Note:

The purpose of these forms is for the taking of fingerprints and must be submitted in person by the child and informant at the Embassy in Tokyo

A recent photo of the child (see photograph specifications) must be submitted; a photo of the informant is not required.

In the case of a child of 15 years and older, Form DHA-288 (Affidavit in Support of Notice of Birth) to be fully completed in block letters and in black ink (as this form may also not be downloaded, it should be requested from the Consular Section at the Embassy)

Note:

Parts A to C must be completed by the informant, and the form must be submitted in person by the child and informant.

Part D must be completed and signed before a Commissioner of Oaths at the South African Embassy in Tokyo and no other office or notary public has the authority to perform the duties of a Commissioner of Oaths.

A duly completed form BI-529, Determination of South African Citizenship, to be completed and signed by the South African parent of the child being registered. In the event that both parents are South African citizens, the father must complete the form.  Please note that this form must contain the South African parent’s information and not the child being registered.

  • An original or notarized copy of the child’s foreign Birth Certificate and translation thereof
  • An original or notarized copy of the parent’s Marriage Certificate and translation thereof
  • An original or notarized copies of the South African parent’s proof of South African citizenship e.g. Birth Certificate or Identity Document or valid Passport.
  • A notarized letter of consent from the child’s mother giving her full consent for the child’s birth to be registered in South Africa
  • An original or certified copy of the child’s foreign passport, if applicable;

Note:

Applications must be done in person at the Mission with both parents and child present.

Please make an appointment beforehand: visa@dirco.gov.za or (03) 3265-3366 ask for Ms Aso.

Birth registrations are processed and finalized in South Africa therefore requires a processing period of 12 weeks.

Due to the long-term nature of such applications, applicants are kindly requested to keep our office informed of any change of address during the processing period.

 

There is no application fee for the registration of a birth. Upon Birth Registration the Department of Home Affairs in Pretoria will issue an abridged birth certificate free of charge.

Should a Full (Unabridged) Birth Certificate be required then please apply for it at the time of the Birth Registration by submitting a completed BI-154 application and clearly state the reasons for the application.

 

Birth Registration in Japan

If your child is born in Japan, you are required to report the birth to the municipal office of the actual place of birth, your home address, or your registered domicile .The notification has to be submitted within 14 days of the birth by either the mother or the father of the baby. The documents required for the notification of birth are as follows:

  • Form of Notification of Birth
  • Personal seal (signature for non-Japanese nationals)
  • Birth Certificate (attached to the form of notification of birth; to be filled out and signed by a doctor or a midwife)
  • Others (health insurance certificate / mother-child record book (boshi kenko techo)

 

Registration of Newborn Babies

Notification of Birth: Obtain a Birth Certificate from the doctor and submit it together with the Notification of Birth within fourteen days to the Family Registration Desk of the local ward office. The office will issue the Birth Certificate or Certificate of Proof of Recorded Matters.

Parents need to apply for a foreign resident registration card for their baby within sixty days of birth. They need to submit the Birth Certificate or Certificate of Proof of Recorded Matters and complete the designated procedure at the Foreign Resident Registration Desk of the local municipal office.

Application for Status of Residence and Period of Stay : Apply for permission to obtain a period of stay at the Tokyo Regional; Immigration Bureau within thirty days of birth.

Notification of Residence Status and Period of Stay : Within fourteen days of obtaining the Status of Residence and period of stay take the child’s passport and foreign registration card to the Foreign Registration Desk of your local municipal office.

According to Japanese law, a child who is born in Japan to non-Japanese parents is still considered as a foreign national and is not entitled to Japanese nationality.

Information on this website on Birth registration in Japan is provided as a general guide and therefore please confirm with your local municipal office

 

Birth Certificate application (unabridged)

Full Birth Certificates are issued upon request to persons who are South African citizens and whose births were duly registered in South Africa.

  • A duly completed BI-154 –  Application for Birth Certificate (this form must be completed in black ink)
  • BI-529 and fully complete in black ink
  • Prescribed fee

Note:

Full Birth Certificates are issued in South Africa and require a processing period of 5 months.

Details on the application must be supplied according to the registration at birth and not of names assumed within the family. Where a name change has taken place in South Africa through the Department of Home Affairs, a copy of the approval letter or new amended certificate is required.

Please note that the South African authorities will only process those applications completed IN FULL DETAIL. Identity number or birth entry number must be supplied where possible.

Copy(ies) of any previous Birth Certificate(s) issued should be included to facilitate the tracing and processing of the record.

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