What is a Certificate of All Real Estate Matters? How it is viewed is different for detached houses and condominiums

What is real estate registration?

A real estate registry is a book that contains detailed information about the land, type, past and present owners, and other rights related to real estate, and is kept at the Legal Affairs Bureau.

The registered information is publicly available and can be viewed by anyone.

The main contents of the registration are:

• location
• Land area
• Building structure
• Owner's name and address
• Mortgage

And more.

Real estate registration allows you to obtain the information necessary for buying and selling real estate, such as where the property is located, what type of property it is, and what the rights are.

Now that we understand the meaning of registration, let's take a look at the main subject, the Certificate of All Particulars for Real Estate.

What is a Real Estate Certificate?

A certificate of all real estate details is one type of certificate of registered matters, and is a document that shows all the information entered in the real estate registry and certifies that they are correct.

The certificate of all details contains all the registration history from the past to the present, including deleted items.

In the past, real estate registries were managed in paper books, but as time passed, the Legal Affairs Bureau also became computerized, and the information recorded in the books was digitized in computers as registration records.

All of this information is printed out on paper and put into writing to create a "Certificate of All Details."

There are four types of registration certificates, including the full details certificate, so let's take a look at the other types as well.

There are four types of real estate registration certificates

There are four types of real estate registration certificates:

• Certificate of all matters
• Certificate of current status
• Certificate of closure
• Partial Certificate

Certificate of all matters

A certificate of all details is a document that contains all registered information about the subject real estate, including past and present ownership and rights.

However, it does not include information about closure records, so if you want to obtain this information you will need to obtain a Certificate of Closing Details.

When a certificate of registered matters is required, it is usually the case that a certificate of all matters is obtained, so unless there are special circumstances, it is a good idea to prepare a certificate of all matters.

Certificate of current status

A certificate of current matters is a document that describes the current status of matters recorded in the registration record.

This can be useful when you do not want to reveal past history, such as mortgages or foreclosures that have already been canceled.

When submitting to public institutions such as financial institutions and the tax office, a Certificate of Present Status is often sufficient.

However, depending on the circumstances, you may be asked to submit a certificate of all matters, so it is a good idea to check which certificates are required before obtaining them.

Certificate of closure

A certificate of closed details is a document that lists closed registration information, such as when multiple parcels of land are combined into one, or when a building is destroyed.

This is the only document that contains information that is not included in the Certificate of All Details, and it contains registration details from before they were digitized as they are today.

Therefore, if you would like to know past information that cannot be obtained from the Certificate of All Details, you should request a Certificate of Closed Details.

Please note that the information you provide has a retention period as follows:

• Land registration: 50 years
• Building registration: 30 years

Partial Certificate

A partial details certificate is a document that contains only part of the real estate registration record.

In the case of real estate with many co-owners and complex rights relationships, such as a condominium, obtaining a certificate of all details can contain a huge amount of information, such as the owners and security rights of all the rooms, and a single certificate can be over 100 pages long.

Therefore, when submitting a certificate of registered matters to prove that you own an apartment, it is common to obtain a certificate of partial matters which lists only the necessary information about the owner.

As mentioned above, there are four types of real estate registration certificates.

Among them, the Certificate of All Details includes the contents of the three types of certificates other than the Certificate of Closed Details, so if you are requested to submit a Certificate of Registered Details, it is safest to obtain and submit this certificate.

Next, we will introduce how to obtain a certificate of all matters.

There are three ways to obtain a certificate of all matters

There are three ways to obtain a Certificate of All Matters, and the procedures are different for each.

• Application at the registry office
• Online Application
• Application by mail

	Registry office counter	online	By mail
STEP 1	Get the application form	Log in to the online registration and deposit application system	Download the application form
STEP 2	Fill out	Enter your details in the "Easy Certificate Request" form	Fill out
STEP 3	Buy stamps	Send	Affix a stamp
STEP 4	submit	Pay fees electronically	Send by mail
STEP 5	receive	Receive (at counter or by mail)	receive

Application at the registry office

This can be obtained at the counter of a registry office such as a Legal Affairs Bureau, branch office, or sub-office located throughout the country.

Fill out the necessary information on the application form at your nearest registry office, affix a revenue stamp, and submit it at the counter.

Revenue stamps cost 600 yen each, but they are sold at the Legal Affairs Bureau, so there is no need to prepare them in advance.

Please note that the business hours of each registry office vary. Many are closed on weekends and holidays, so be sure to check in advance before going to complete the procedure.

Online Application

Log in to the Online Registration and Deposit Application System on the Ministry of Justice's website, enter and submit the necessary information in the "Simple Certificate Request" menu, and then pay the fee electronically.

Detailed operating instructions are provided on the website , so please check them as you proceed.

You can also choose to have the certificate delivered by mail (500 yen per certificate) or at a counter (480 yen per certificate).If you choose to collect the certificate, you can pick it up at your home, workplace, nearest Legal Affairs Bureau, Legal Affairs Bureau Certification Service Center, etc.

The online application is available from 8:30am to 9:00pm on weekdays.

Application by mail

You can obtain it by submitting your application by mail to the registry office.

First, download the "Procedures for Requesting Various Certificates" from the Legal Affairs Bureau's website.

Fill out the application form with the necessary information, affix a revenue stamp (600 yen per form), enclose a return envelope, and mail it to your nearest Legal Affairs Bureau or District Legal Affairs Bureau.

Please write your name and address on the return envelope and affix a stamp. After you post it, it will take a few days to a week to arrive.

Now that we know how to obtain a Certificate of All Matters, let's take a look at how to read it.

Explaining how to read and what is included in the Certificate of All Matters

The Certificate of All Details is full of technical terminology, so in order to understand the accurate information at first glance, you need to know the basics of how to read it.

In addition, the certificate of all details is registered separately for land and buildings and consists of up to four copies as follows.

• Title section
• Rights Division (Division A)
• Rights Section (Division B)
• Joint pledge list

Let's look at the meaning and role of each one, starting from the top.

Contents of the title section

The title section of the certificate of all details contains the basic details of the property.

Only the title section has different items written on it for land and buildings, so let's check each one.

Title section｜Land

The title section describes the physical condition of the land.

①Location

It identifies the location of land, and does not include the name of the prefecture, but instead lists the city, ward, town, village, block, and area (aza).

②Land number

In order to identify the location of the land, a specific number is written on each plot. The location and the lot number together constitute the address.

③Land use

This refers to the use of land, which is determined based on its current condition and how it is being used, and is limited to 23 types, such as rice paddies, farmland, residential land, forests, and miscellaneous land.

④ Land area

It represents the area of ​​land and is stated in square meters.

⑤The cause and its date (date of registration)

The registration date and the reason for the registration are listed. In the case of the sample, the registration date is October 14, 2008, and the reason is that it is written as "unknown."

Title section｜Building

①Location

It identifies the location of a building and includes the city, town, village, and lot number as its address.

②House number

This is the number given to identify the building. The house number is equivalent to the lot number of the land, and is usually the same number as the lot number of the building site.

③Type

The type of building is listed. There are residential, store, office, apartment building, factory, etc. If the building has multiple uses, the use with the larger floor area will be listed first.

④ Structure

The building's "structure + material + roof type + number of floors" etc. will be listed.

⑤Floor area

The building floor area is stated in square meters to two decimal places.

⑥Cause and its date (date of registration)

The date of registration of the building and the reason for its registration are listed here. New construction and extensions are also listed in this section.

In the case of the sample building, we can see that it was newly constructed on May 1, 2019, and registered on May 7, 2019.

Contents of the Rights Section (Section A)

The rights section (Section A) contains information about the owner, such as the address, name, purpose of registration, date of acquisition, and reason for acquisition.

① Ranking number

This is the order number in which it was registered.

② Purpose of registration

The purpose of the registration is stated. In the case of the sample, the registration of "preservation of ownership" is made first, followed by the registration of "transfer of ownership".

Preservation of ownership is the first registration made regarding ownership, and this registration creates a section for the rights section (Section A).

③ Date of receipt and receipt number

The date on which the Legal Affairs Bureau accepted your application and its acceptance number will be listed.

④Right holder and other details

The reason for the transfer of ownership (sale, inheritance, gift, etc.) and date, as well as the owner's address and name will be stated.

In the case of ownership preservation registration, the reason is not stated.

Contents of the Rights Section (Section B)

The rights section (Section B) describes rights other than ownership.

① Ranking number

The order in which they were registered will be listed.

② Purpose of registration

Regarding rights other than ownership, what kind of registration has been done is described. In the sample, you can see that a mortgage has been set as a security.

③ Date of receipt and receipt number

The date on which the Legal Affairs Bureau accepted your application and its acceptance number will be listed.

④Right holder and other matters

Let us explain using a sample mortgage as an example.

■ Cause

State the reason for establishing the mortgage and the date. In the sample, it shows that "I borrowed money on May 7, 2019, and signed a mortgage establishment contract on the same date."

■ Amount of claims

The amount of money lent (borrowed) is stated.

■ Interest

This will state the interest rate agreed upon when the money was lent (borrowed).

■ Damages

This will state the amount of damages agreed upon when lending (borrowing) money. Damages are interest on damages incurred when the debtor is late with payments.

■ Debtor

The name and address of the person who borrowed the money will be listed.

■ Mortgagor

This will list the address and name of the person who lent the money. This is usually a financial institution such as a bank.

■ Joint security

The number of the joint collateral will be stated. If there are multiple properties used as collateral when a mortgage is established, their details will be stated in the joint collateral.

If it is not a joint security, there will be no listing in the joint security inventory.

Contents of the joint collateral list

A joint collateral inventory is a list of collateral when multiple properties are set as collateral for a single debt, and it contains a list of the properties that are used as collateral.

① Symbols and numbers

The code and number of the joint collateral inventory will be entered. They will match the code and number given to the title section (section B).

② Number

A serial number will be assigned in order of registration.

③Indication of the rights that are the subject of the security

The location, lot number, and house number of the real estate on which the mortgage is set are listed. In the sample, you can see that the land and building in the same location are jointly secured by the mortgage.

④ Ranking number

The order of liens will be stated.

This matches the ranking number assigned to the rights section (section B).

⑤ Spare

This will show the date that the register was digitized into a computer. If the register was originally digitized, it will show "blank".

So far, we have explained how to read the land and building certificate. These are for a typical detached house.

Therefore, this does not apply to condominium buildings.

Next, we will explain how to read a certificate of all details for a condominium or other condominium building.

The way to read a condominium certificate of all details is different only in the title section

The only difference in how to read a certificate of all particulars for a condominium or other condominium unit is the title section; the other rights sections (Section A and Section B) and the joint collateral inventory are the same as for a detached house consisting of land and buildings.

①House number of the private area

The house number identifies all the rooms (private areas) in a building. Since rooms are separate buildings, each one is given its own house number and described.

Also, unlike normal buildings, the house number is written starting with the street name.

② Title section (display of a single building)

Information about one building is provided.

In the sample, we can see that the building is called "Hibarigaoka No. 1 Building" and is a two-story building made of reinforced concrete.

③ Title section (indication of the land subject to the site right)

This will provide information about the site on which the apartment is built.

④ Title section (indication of the building for exclusive use)

Information about each private area (each room in the apartment building) will be listed.

⑤ Title section (display of land rights)

It contains information about each private area (each room in the apartment building) and the land that comes with it.

In this sample, we can see that the owner's share of the land rights (ownership of the land) is one-fourth.

We found that the title section of a condominium certificate of all details is distinctive.

However, in the case of condominiums and other condominium buildings, since there are multiple rights holders, it is generally common to obtain a partial details certificate.

If you are required to obtain a certificate of all details for some reason, there should be no problem if you obtain a certificate of all details for the condominium building, unless there are exceptions such as an old apartment building.

[Finally] If you are unsure about the certificate of registered matters, get a certificate of all matters

We have explained about the Certificate of All Details for Real Estate.

A Certificate of All Registered Matters is one of the four types of Certificate of All Registered Matters listed below.

• Certificate of all matters
• Certificate of current status
• Certificate of closure
• Partial Certificate

The Certificate of All Details can cover three types of content other than the Certificate of Closed Details, and the fee does not change as long as the number of copies issued does not exceed 50.

Therefore, if you are requested to submit a certificate of registered matters when buying or selling real estate, it is advisable to obtain a "Certificate of All Matters" which certifies many matters.

The key point to reading the Certificate of All Matters is the title section. Please note that the format is different for detached houses and condominiums.