Death is a time of crisis for one's family and friends no matter where it takes place. If death occurs overseas the experience can be even more traumatic, especially if the procedures involved are not clearly understood.

These instructions are for deaths in Tokyo, Chiba, Fukushima, Gunma, Ibaraki, Kanagawa, Nagano, Niigata, Saitama, Shizuoka, Tochigi, Yamagata or Yamanashi prefectures (follow this link if the death occurred elsewhere in Japan.)

There are several important things that the Next of Kin must do in conjunction with the Embassy. We stand ready to assist you with any of these steps at any point.

1. Reporting a death
2. Communicating Your Relationship
3. Decisions to Be Made
4. Your Wishes for the Disposition of Remains
5. Japanese Government Documents
6. Mortuary Arrangements in Tokyo
7. Timing
8. Transmitting Funds
9. The Report of Death
10. Counseling for the Next-of-Kin

Any death of a U.S. citizen should be reported immediately to the police and to the Embassy (if the death occurs outside the Tokyo area, follow this link for contact information for our Consulates throughout Japan.

Deaths of U.S. military members or other DOD personnel should be reported to the appropriate branch of service, not to the Embassy.

During working hours call the American Citizen Services Unit,U.S. Embassy in Tokyo at 03-3224-5174.

After hours, call the Embassy duty officer at 03-3224-5000.

When reporting a death to us, if possible, please tell us the deceased person's name, date and place of birth, passport number, date and place of death, cause of death, and the location of the remains. We also need the full name and phone number of the next of kin if available.

In cases where we learn of the death of an American in the Tokyo area, we will as quickly as possible determine who is the Next of Kin of the deceased and contact that person by telephone immediately.

In some situations, however, it may not be possible to immediately determine who is the Next of Kin; for example, if someone passes away in a car accident and no ID is found. In situations such as that, we will work with Japanese authorities, the Department of State's Passport Office and any other resources available to locate and contact the Next of Kin.

We seek to carry out the wishes of the Next of Kin. Generally the Next of Kin is held to be the spouse, the adult children, the parent(s) or the siblings of the deceased.

You must complete an Affidavit of Surviving Spouse or Next of Kin form (requires Adobe Acrobat to view; download the free software), have it notarized, and then send it to us by both fax and mail.

Our fax number is (011) 81-3-3224-5856. Our mailing address is Consular Section, American Embassy Tokyo, 1-10-5 Akasaka, Minato-ku, Tokyo 107-8420, Japan.

This affidavit is for our use in learning who the next of kin is so that we may assist with the disposition of remains and provisional disposition of effects. This affidavit does not serve in place of decisions made by a Will, Probate and/or litigation in determining the final disposition of the deceased's effects, possessions and/or funds.

There is no Japanese law providing that remains must be interred within a certain amount of time. However, the scarcity and high expense of refrigerated storage facilities dictate that the disposition of remains be completed as quickly as possible. The following paragraphs explain the options you have for making your decisions.

If the deceased was a retired member of the United States Armed Forces, please let us know so we can put you in touch with the appropriate service's Office of Mortuary Affairs in the United States.

Burial flags are available from the Veteran's Administration for most veterans who were honorably discharged. Contact the VA through their web site for details.

Costs for all options will vary depending on from where the remains must be transported and the quality of casket desired. The varying exchange rate of the U.S. Dollar and the Japanese Yen will also affect these costs. Please note that all costs listed here are estimates, and are subject to change.

You have three options regarding the disposition of your loved one's remains. You may have the remains cremated and buried in Japan, you may have the remains cremated and buried in another location, or you may have the remains embalmed and shipped to another location (such as the United States).

  Cremation in Japan, Disposition in Japan
The cost for cremation and disposition of ashes in Japan is approximately $22,500. Please note that burial of ashes in the Tokyo area is virtually impossible because of the scarcity of plots.

  Cremation in Japan, Disposition in the U.S.
The cost for preparation, cremation and air shipment of ashes to the United States is approximately $4,700.

  Embalming in Japan, Disposition in the U.S.
Should you decide to have the remains returned to the U.S. for burial, the costs would be substantially greater due to the high cost of air freight and embalming. The total cost for preparation and air shipment to the U.S. is approximately $13,000. Unfortunately, there is no space available for burial of uncremated remains in the Tokyo area.

Embalming is not customary in Japan, and storage facilities are generally inadequate outside of Tokyo. Provisional burial would usually take place a maximum of a week after death. Funeral homes are unable to begin work until they have payment in hand.

Preparation and air shipment are carried out in accordance with the laws of and facilities available in Japan and in some cases, the services fall short of those expected in the U.S. We recommend that you ask your home town funeral director to determine the advisability of viewing the remains.

Your loved one's remains will need to be received in the U.S. by a licensed funeral home. You will need to make arrangements for receipt with your home town funeral director.

Once you, the Next of Kin, have made a decision, you must send us a Letter of Instruction. To ensure that your wishes are carried out completely, please send your instructions regarding the disposition of your loved one's remains and personal effects by both FAX and mail to the American Embassy Tokyo.

Our fax number is (011) 81-3-3224-5856. Our mailing address is Consular Section, American Embassy Tokyo, 1-10-5 Akasaka, Minato-ku, Tokyo 107-8420, Japan.

Your instructions should give your loved one's full name, telephone numbers where you may be reached and, if shipment of remains is desired, the name, address, and full telephone number and fax number of the U.S funeral home you have selected to handle arrangements.

Use this form to prepare the Letter of Instruction (requires Adobe Acrobat to view; download the free software).

In order to prepare remains, two documents must be obtained from the Japanese authorities. In many instances a mortuary service in Japan can obtain, or assist you in obtaining, these papers.

The first and most important document is the Japanese Death Certificate (Shibo Todoke Kisai Jiko Shomeisho). In order to obtain this death certificate, you will need to present both the hospital death record and the deceased's identifying document, such as passport. Notification of the death must be filed with the responsible municipal office within seven days.

The other required document, which can often be applied for at the same time as the Death Certificate, is the "Certificate of Permission for Burial or Cremation" (Maiso Kaso Kyokasho).

Absent any special circumstances (such as the death having occurred as the result of a crime), Japanese law allows remains to be cremated or embalmed after only a 24 hour waiting period following death.

If the next of kin or another individual who is responsible for making the funeral arrangements is in Japan, a suitable funeral home should be contacted.

While you are free to contact any funeral home you wish, and while we cannot endorse any private business, we are aware of several firms in the Tokyo area that can assist in English and which have provided adequate embalming services in the past:

* * * DISCLAIMER: The U.S. Embassy, Tokyo, Japan, assumes no responsibility or liability for the professional ability or reputation of, or the quality of services provided by, the following persons or firms. Names are listed alphabetically, and the order in which they appear has no other significance. Professional credentials and areas of expertise are provided directly by the funeral directors, morticians and other service providers.

(1) Embalming and Shipment (alphabetical order):

Hakuzensha Funeral Home, Inc.
Embalming Office
1-39-6 Sakuragi, Wakaba-ku, Chiba-shi, Chiba-ken

Cremation/shipment can be also arranged.
3 embalmers including Canadian.
Interpreter: Ms. Mitsutake
Tel: 043-235-0791
Fax: 043-231-6285

International Mortuary Systems Inc. (IMS)
5-17-3 3F Shiba Kawaguchi-shi, Saitama-ken 333-0866

11 Embalmers including American and Canadian
Cremation/shipment can be also arranged.
Admin: Ms. Megumi Tsukamoto
Tel: 048-261-3302
Fax: 048-262-2120

Japan Embalming Service, Co., Ltd.
2-15-5 Shinmeicho, Higashi-Matsuyama-shi, Saitama-ken 355-0021

President/Embalmer: Mr. Kazuhiro Nakagami (Licensed in California)
Tel: 0493-21-7001, 048-261-3220
Fax: 048-261-1797

(2) Cremation and Shipment, Embalming by Third Company (alphabetical order):

Airhearse International Inc.
http://www.airhearse.com
5-16-18 Higashi-Kojiya, Otaku, Tokyo 144-0033

Chief Operating Officer/President: Ms. Rie Kimura
Tel: 03-5735-9509
Fax: 03-5705-9509

Santoku Funeral Parlor Co., Ltd.
http://www.santoku.tv/kaigai03.html
7-1 Irifune 2-chome, Chuo-ku, Tokyo 104-0042

Director: Mr. Tetsuo Koizumi
Tel: 03-3551-2047 / 3019
Fax: 03-3555-1966

Many factors can affect how much time will be needed to prepare your loved one's remains for return to the United States. Because of these many variables, it is best not to make unchangable plans for ceremonies and the like until we and the funeral home you are working with can provide a firm timetable.

Here are some estimates of the time various steps of the process may take.

  Japanese law requires at least 24 hours pass from the time of death until cremation or embalming may begin.

  The police may withhold permission to cremate or embalm for as long as necessary if they believe the death was as the result of a crime which they need to investigate. This investigation may in some instances require an autopsy, which by itself may require one or more days.

  Embalming or cremation may take several days depending on the location of the remains and the schedule of the mortuary company.

  Cremated remains properly prepared may be taken by the Next-of-Kin on a commercial flight. Embalmed remains must be transported as cargo, and require processing by the Japanese ground handling company employed by all airlines serving Japan. The arrangements for shipping may take as long as three days.

  Embalmed remains must be turned over to a licensed mortician at the airport in the U.S. If your hometown mortician is unable to meet a flight, the shipment must be delayed so that it arrives in the U.S. at a time when your hometown mortician can meet the incoming flight.

  In some cases, no space may be available on outgoing flights for embalmed remains, introducing delays.

  The paper work necessary from the Embassy can typically be issued within one business day once we have the proper documentation from the Japanese authorities.

The Embassy cannot authorize any preparation of remains until the proper funds are on deposit. Therefore, it is imperative that the necessary funds and instructions are provided as soon as possible after a death occurs.

  Direct Transfer to the Mortuary Service
If costs are to be borne by relatives or friends in the United States, the quickest means of transmission is to make an arrangement directly with the mortuary service to transfer funds electronically. Contact the service you choose directly for details.

  Telegraphic Transfer
If that is not possible, you can telegraphically send funds to the Office of Overseas Citizens Services, Department of State, Washington, D.C. for forwarding to the Embassy in Tokyo, and later to the mortuary service in Japan.

To send funds via the Department of State, please call 202-647-5225 during the hours 8:45 a.m. to 9:00 p.m. (EST) Monday through Friday. At all other times call 202-647-4000.

You should make the transfer for the desired amount, plus $30 (our fee), payable to Overseas Citizens Services.

You must also transmit a message indicating your name, address and telephone number, as well as the name of the deceased, and indicate the funds are to be transmitted to the American Embassy, Tokyo, Japan. A separate telegram should be sent to the Department of State conveying the instructions for the disposition of the remains. This telegram must include the complete name and address of the U.S. funeral director if shipment to the U.S. is desired. This service is provided by Western Union, who will charge a fee.

Note: In addition to an address, Western Union will ask for a code city, and an account number: The money transfer and message are sent to: Overseas Citizens Services (OCS), Department of State, Washington, D.C. 20520. The code city is: "Overseasemergency, DC." The account number is "0" or your phone number (phone number is preferred).

  Bank Transfer
Alternatively, you may request your bank to wire the funds (the desired amount plus $42) to Bank of America, Department of State Branch, 2201 C St., NW, Washington, D.C. 20520, telephone (202) 624-4750, ABA number 114000653, Account Number 7476363838, Account Name: PUPID State Department.

Please include the following special instructions: Department of State, OCS for benefit of disposition of remains of your loved one, American Embassy Tokyo and include your name and telephone number. Please note that the transfer of bank wires through Bank of America may take several days (as opposed to several hours by telegram). The $42 fee includes our $30 fee and Bank of America's $12 wire fee.

Any unused funds will be returned after all bills have been paid.

The Embassy prepares a Report of Death of an American Citizen Abroad for every civilian American who dies in Japan. This certificate is based on the Japanese death certificate and is valid for use in the United States. In addition, a consular mortuary certificate is prepared if the remains are to be shipped to the United States. Unless the legal next of kin is in Japan or another person is chosen as provisional custodian, the Embassy acts on behalf of the executor as the provisional custodian of the estate of any civilian American.

As the Report of Death can only be issued after Japanese authorities complete their documentation of the death, we anticipate an interval of about a day or two after the Japanese authorities complete their work before the Report of Death can be issued. Certified copies will be sent to the Next of Kin and the original will be sent to the Department of State for permanent filing.

Some U.S. insurance companies, other agencies, and courts in the U.S. request information on our legal authority to issue such reports. That authority is contained in 22 U.S. Code 4196; 22 Code of Federal Regulations 72.1.

Ten copies of the Report of Death of an American Citizen Abroad, issued at the time of death, will be provided to the Next of Kin free of charge. If in the future you find you need additional copies, they can be obtained for a fee of 30 dollars for the first certified copy and 20 dollars each for additional certified copies. Please send a signed and notarized written request including all pertinent facts of the occasion along with a copy of the requester's valid photo identification to the following office. For more details on how to make a request, please click here.

U.S. Department of State
Passport Vital Records Office
1111 19th Street NW, Suite 510
Washington, DC 20522-1705

The death of a loved one is a terrible blow. Many times, family and friends find it helpful to speak with someone about their feelings, and to gain advice on how to deal emotionally with the death. For those in Japan, counseling in English is available.

While the American Embassy Tokyo assumes no responsibility for the professional ability or reputation of the persons or medical facilities whose name appear on the following list, here are some possible sources of help in English.

Fee-Based Providers

  K-M Counseling Ltd.
Tel/Fax: 03-3983-0582
www.imhpj.org
1-19-24-313 Takada, Toshima-ku, Tokyo 171-0033

  Jim MC RAE, Ph.D. (Pacific Graduate School of Psychology, California, licensed in California as marriage & family therapist, clinical member International Mental Health Providers-Japan)

  Dr. Masafumi NAKAKUKI
2-1-15-705 Takanawa, Minato-ku, Tokyo 108
Tel: 03-3280-5776

  TELL Community Counseling Service (TCCS)
03-3498-0231

Professional counseling in English, Japanese and Spanish at several locations in Tokyo and Yokohama. All therapists are U.S.-trained and qualified. Fees are based on the gross family income of each client, so that no one is ever turned away.

  International Mental Health Professionals
This organization offers an on line, searchable database of mental health professionals throughout Japan. You can search for a care provider in a number of ways, including by location or languages spoken.

Volunteer Organizations

  Japan Helpline
24-hour volunteer counseling service to assist people in trouble through its own resources or by referral to other sources of help with any problem or crisis.

Call them 365 days a year, 24 hours a day, 7 days a week at 0570-000-911.
Email: team@jhelp.com

  Tokyo English Life Line (TELL)
Trained volunteers offer free telephone counseling and information in English seven days a week, from 9:00 AM to 4:00 PM and 7:00 to 11:00 PM.
03-5774-0992 or from overseas 81-3-5774-0992

We also have links to other sources of help and additional medical resources.