Steps to apply for new born baby documents at Japan:
1) When you know your wife had pregnant (For example: at Feb) please bring your wife to see doctor starting from 3rd Months (at April).
2) After 5 months (June), once the doctor has confirmed the baby is healthy and estimate delivery date, a Baby pass so called (母子健康手帳) “BOSTATCHO” will be given by Hospital to you. (The booklet design is depend on which City you are staying). With this Booklet, you can have twice free baby checking at Hospital and free baby body checking after born too, it is apply at city healthy center （保険センター）.
3) Regular baby scanning: Before reaching week no. 32, you may have to go for regular checking once a month. In between week no. 33 to 37, you have to scan your baby every 2 weeks. After week no. 37 has reached and before week no.42, you are requested by Doctor to check the baby every week until delivery. And in the week of 43 until delivery date, the doctor may request you to come over twice a week. Sometime, At week no. 37, the Doctor will check your wife ovary mount opened conditions. If the mount is 1cm, then you have to get ready for delivery within a week. Full open size is 10cm.
4) Usually, during week no. 37 and above, hospital will ask you to fill up the form for registration of entering hospital and delivery. (入院申込書) You have to find your boss or friend to sign the form with Cop (Company one is okay) as your guarantor (連帯保証人).
5) Submit the form no. 4 just after your baby is delivered.
6) Your wife and the baby have to stay at the hospital for 1 week. All charges is around 33,680 yen including foods and other charges. In case your baby body weight is less than 2300g then the baby has to keep in the oxygen room for special treatment until the weight increase to minimum 2400g and stable.
7) On the day no. 7, you are allows to bring your wife and baby back home.
8) Once you have paid the fees (診療費領収書) or bill, then you may leave the hospital before noon. Also, Hospital will ask for the first baby checking date usually within 1 month or after.
9) After you paid the fees, the hospital will give you the birth certificate 出産届・出産証明書
10) You may request to hospital to prepare a special document for you. Which is called 出産証明書 with the signature of Doctor who delivered the baby for you. (This document is not necessary to apply Visa or Government fund 35万円). Its cost about 1780 yen.
11) Go to City Hall to report and get a cop on your BOSTATCHO (母子健康手帳) on page no. 3. The Original Birth Certificate 出産届・出産証明書 will be submitted to City hall, please make sure that you make of COPY of it. The City hall will issue an Alien registration Card for your baby but no. 10 and no. 11 Visa status is not recorded. After you get Visa status then City Hall will update the information for you.
12) At City Hall, you can apply for child’s Allowance (児童手当申請) please bring the following documents:
① 年金加入証明願 (児童手当用) from Your company.
② 健康保検被保検者証
③ 最新の給与所得の源泉徴収票 （Example:平成１７, a year ago）you can request your company to print one. 給与：きゅうよ: Salary/pay 徴：しるし: A Sign
④ Original Alien Registration Cards (Wife and you)
⑤ Original Passports (Wife and you)
⑥ Fill in a form.
13) Next, bring document no. 9 to Nagoya immigrant center Open from 9 to 4pm Mon-Fri Tel: 052-223-7336/7 Info. center (名古屋入国管理局) to apply for Visa status. You have to bring along the following documents with you:
1) Original Passports (Wife and you)
2) Original Alien Registration Card (Wife and you)
3) Original Baby Alien Registration Card from city hall.
4) Birth certificate 出産届．出産証明書 (Copy or Original)
5) BOSTATCHO (母子健康手帳)
6) Fill in 2 forms, one is APPLICATION FOR PERMISSION TO ACQUIRE STATUS OF RESIDENCE (在留資格取得許可申請書) and FAMILY STATUS.
7) Free of Charge
You will receive a pass so called CERTIFICATE OF STATUS OF RESIDENCE （在留資格証明書）you must apply it within 30 days. This document will be transferred to your baby’s new passport later.
14) After come back from Nagoya, you may go directly to City Hall to update the Alien Registration Card information on item no. 10 and 11. Remarks will be added at the back of the card.
15) Go to company: To apply for Government Fund (出産育児一時金請求書) of 35万円 through your company. You have to bring these documents:
① BOSTATCHO (母子健康手帳) with the City hall’s COP on page 3.
② ＯＲ 出産証明書 with Doctor signature.
③ ＯＲ 出産届・出産証明書 Copy.
④ COP 印鑑
⑤ Fill in 2 forms.
16) At the same time please update the your new baby information on 健康保検被保検者証 and ask for temporary pass because it may takes a week to get ready. Also, don’t forget to update your computer system with your baby information too.
17) Once you have received the健康保検被保検者証 update pass, please go to City Hall to apply for Baby 乳幼児医療費受給者証 Yellow color card.
18) To get Malaysian Birth Certificate and Passport at Malaysian Embassy at Tokyo. You must do this within a year. It is recommended to do it after 6 months, for the health of baby. Please bring along the following documents:
① 受理証明書 from City Hall (To proof that Baby is born in Japan)
② Passport size photos of new born baby. (4 copies)
③ 出産届・出産証明書
④ IC (Wife and you)
⑤ Original Passport and 3 copies first page and Visa. (Wife and you)
⑥ BOSTATCHO (母子健康手帳)
⑦ Married Certificate and 3 copies.
⑧ Bring the baby to Embassy.
19) Malaysian Birth Certificate will be sent back to me after 1 month. Original Passport will takes about 6 months and have to get it back by hand no delivery. Or make temporary Passport and go back to Malaysia.
20) After get the Passport from Embassy, you can apply for MULTI-ENTRY and transfer the VISA to new passport at (名古屋入国管理局).
