Introduction

When inviting family members to Japan, the “Dependent” visa is an essential status of residence for ensuring a secure family life. However, did you know that translation errors in family relationship certificates (such as marriage or birth certificates) submitted during the application process are a major cause of rejection? This article explains in detail—based on the latest official information—why translation errors lead to visa denials and what concrete countermeasures you should take.

What Are Family Relationship Certificates Required for Dependent Visa Applications?

When applying for a Dependent visa, you must submit documents that prove the relationship between the applicant and the sponsor (the foreign national residing in Japan), such as:

• Family register (Koseki Tohon)
• Certificate of acceptance of marriage registration
• Marriage certificate (copy)
• Birth certificate (copy)

If these documents are written in a foreign language, a Japanese translation must be attached. The translation can be done by the applicant, but the translator’s signature and the date of translation must be clearly indicated.

Main Reasons Why Translation Errors Lead to Rejection

1. Risk of Being Deemed as “False Statement” Due to Inconsistencies

If a translation error causes discrepancies between the original and the translation, the Immigration Services Agency may consider it a “false statement.” For example, mistakes in names, dates of birth, or family composition can undermine the credibility of the family relationship and significantly increase the risk of rejection.

2. Doubts About the Authenticity of Family Relationships

If translation errors cause inconsistencies in the content of family relationship certificates, the authorities may suspect sham marriages or fake parent-child relationships. Examiners place great importance on “consistency” and “credibility,” and even minor irregularities can lead to requests for additional documents or further investigation, and in the worst case, rejection.

3. Higher Barriers for Reapplication

Once rejected, subsequent applications will be scrutinized more strictly, making it difficult to restore credibility. Rejection due to translation errors is recorded as a “procedural deficiency,” so extra care must be taken not to repeat the same mistake.

Common Examples of Translation Errors

• Misspelling of names or dates of birth, differences in kanji/romanization
• Errors in family composition or relationship terms
• Incorrect issue dates or expiration dates
• Addition or omission of information not present in the original
• Missing translator’s signature or translation date

Concrete Countermeasures

1. Thoroughly Cross-Check the Original and Translation

After translation, carefully compare the original and Japanese version sentence by sentence to ensure there are no mistranslations or omissions. Pay special attention to basic information such as names, dates of birth, and family composition, and make sure they match passports and other official documents.

2. Utilize Checks by Professionals or Third Parties

Even if you translate the documents yourself, having an administrative scrivener or translation company check them can prevent oversights. Professionals can provide accurate translations based on laws and examination standards.

3. Always Include the Translator’s Signature and Date

Be sure to include the translator’s signature and the date of translation on the translated document. Without these, the translation may not be accepted.

4. Use the Latest Certificates

Use certificates issued within three (or six) months, and avoid old or expired documents.

5. Check Official Guidelines and Latest Information

Before applying, always check the official websites of the Ministry of Justice and the Immigration Services Agency for the latest required documents and procedures. The official sites publish the proper names and document lists for “Dependent” visas.

Case Example

Example: Ms. C from Vietnam applied for a “Dependent” visa as the spouse of Mr. D working in Japan. Because Mr. D’s name on the marriage certificate was partially different from his passport, the immigration office requested additional documents. Ms. C obtained the correct certificate from her home country and commissioned a professional for the Japanese translation, resulting in approval. As shown, if translation errors are promptly corrected, approval is possible, but if left unaddressed, the risk of rejection increases.

Conclusion

Translation errors in family relationship certificates are a major reason for rejection in Dependent visa applications. Accurate translations, strict content checks, professional reviews, and use of official information are the first steps toward a smooth application and a secure family life in Japan. If you are unsure about the application, we recommend consulting with a professional administrative scrivener.