Corporate Seal Process

Why the Hanko System Exists

Japan uses physical stamps (hanko or inkan) rather than handwritten signatures for the majority of legal and administrative documentation. This system predates written standardization and has persisted because it is traceable, forgery-resistant, and institutionally embedded throughout Japanese law.

For a Japanese company, you need three specific seals. Understanding each one's purpose prevents expensive mistakes.

The Three Seals You Need

Materials and Cost

Seals are made from various materials with significant price and durability differences.

• Woodstone (彩樺 saiwa): synthetic composite, durable, affordable. ¥3,000–8,000. Recommended starting point.
• Water buffalo horn (水牛 suigyuu): traditional material, very durable, excellent ink absorption. ¥8,000–20,000.
• Titanium: modern, extremely durable, premium appearance. ¥15,000–30,000.
• Elephant ivory: legally restricted and culturally controversial — avoid.
• Cheap acrylic / plastic: inexpensive but wears quickly and looks unprofessional. Avoid for the representative seal.

A practical three-seal set (woodstone or water buffalo): ¥20,000–40,000 from a quality seal maker (印鑑店). Online options from Hankoya.com are reliable and English-friendly.

The Seal Content

For a corporate seal, the content must include your company name. Standard format:

• Outer ring: company name in Japanese (株式会社〇〇 or 合同会社〇〇)
• Inner center: 代表取締役之印 (for KK) or 代表社員之印 (for GK) — 'Seal of the Representative Director'
• For the bank seal: same outer ring, but center reads 銀行之印
• For the company stamp: square format, usually company name only or company name + 之印
• Font choice: seal script (篆書体 tensho-tai) is traditional and standard. Other fonts are used but tensho-tai signals authenticity.

Registering the Representative Seal

1. 01

   Get your seal made first

   Order and receive your representative seal before the registration process.

2. 02

   Prepare the registration application

   Fill out the 印鑑届書 (seal registration notification form) — available at the Legal Affairs Bureau or downloadable from the Ministry of Justice website.

3. 03

   File at the Legal Affairs Bureau

   Submit the completed 印鑑届書 along with your registration documents when incorporating (or separately if registering after the fact). Bring your seal and a sample impression.

4. 04

   Obtain 印鑑証明書

   Once registered, you can obtain a certified seal certificate (印鑑証明書) at the Legal Affairs Bureau or online via Mynumber. This is a document that certifies your registered seal and is required for many legal transactions.

Using Seals Correctly

• Apply the representative seal firmly and evenly — rotate the seal slightly before pressing to ensure even ink distribution. Misaligned or partial impressions on legal documents can cause rejections.
• Use red ink (vermillion / 朱肉 shunikku) for all official seals. Black ink is not acceptable for registered seal use.
• Ink pad maintenance: the 朱肉 (vermillion ink pad) dries out. Replenish with supplemental ink available at stationery stores.
• Never let others use your representative seal — it carries the same legal authority as your signature on a contract.
• Keep your representative seal separate from the bank seal and company stamp. Loss or unauthorized use of the representative seal can compromise every legal document you have signed.

Personal Seal for Foreigners

As an individual, you may also want a personal hanko (認印 mitome-in) for everyday use — signing for packages, signing documents at the ward office, and daily administrative tasks. Foreigners can create seals with their name in katakana transliteration or romaji.

• Personal seal registration at ward office (印鑑登録): optional but useful. Required for certain legal transactions (real estate, vehicles).
• Pre-made seals (三文判 sanmon-ban): ¥100–300 at stationery stores. Work for informal use. Not unique — cannot be registered.
• Custom personal seal: ¥3,000–10,000. Required for ward office registration. Name must match exactly as in your documentation.