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COVID-19 vaccination certificate (paper version)

Last updated date:2022/2/17

Residents may apply for a paper version of the vaccination certificate for COVID-19.

1 Important information

•Residents with an Individual Number Card (“My Number Card”) can apply for a digital COVID-19 vaccination certificate app (Japanese)(外部サイト) using an special app via smartphone or other device
•The application for a paper version can only be made through the mail. There are no service counters.
•It will take about 5 businessdays to issue the paper version (not counting any days in transit).
•Due to postal circumstances, it will take about 2 weeks from the time the application is posted until the certificate arrives, so please apply with plenty of time.
  ※Please contact the post office for the number of days it will take to mail.
•However, if there are any mistakes or omissions in the application, it will take additional time. Please provide sufficient time when submitting.
•We receive many applications every day, and we cannot check the progress individually.
•If you wish to confirm arrival or shipment, please use a postal service that allows tracking such as letter packs (same for reply envelopes).
•If you are in a hurry, please mail it by express delivery and enclose the reply envelope with a stamp including the express delivery fee. (Since the time required for mailing is shortened, the time to arrive at hand will be shortened.)
•Please apply with a margin according to your travel plan.
•There are many cases where the application form does not reach Yokohama City due to the lack of payment. Please be careful. Also, please note that there are many cases where you forget to attach the stamp to the reply envelope.
•It is also possible to submit multiple applications for family members, etc. in one envelope (same for reply envelopes). However, regarding the stamps to be attached to the envelope for which the application is submitted and the reply envelope, please be careful to attach the stamps that match the weight of the documents.
•In the vaccination certificate for overseas, in addition to the items to be written in English, the name in Roman letters, the nationality / region of the passport and the passport number will be written in English. An English version of the vaccination certificate is not issued separately.

2 Eligibility

You are eligible to submit an application if the following apply to you:

1. Persons experiencing trouble using their Individual Number Card along with the official app provided by the national government to get a COVID-19 vaccination certificate app (Japanese) (external site)(外部サイト).
2. Persons who were registered residents of Yokohama at the time of vaccination, and received the vaccination against the new coronavirus disease (COVID-19) in accordance with the Immunization Act (health workers who received early/priority vaccinations, or those who received workplace vaccinations or regular vaccinations [using vaccine vouchers issued by the local municipality], etc.).

You are not eligible if the following apply:

•Persons not registered as a Yokohama resident at time of vaccination
•Persons vaccinated overseas (those who received a vaccine not approved by Japan’s Immunization Act)
*Contact the Ministry of Foreign Affairs (MOFA) for a certificate if you were vaccinated through a MOFA program for people temporarily returning to Japan.

3 Types of vaccination certificate

There are two types of vaccination certificate: [Both overseas and Japan] and [Only in Japan]. Please apply based on how you plan to use the certificate.


The documents required for submission differ based on the type of certificate.

A [Both overseas and Japan] vaccination certificate
B [Only in Japan] vaccination certificate

Required documents for “A [Both overseas and Japan] vaccination certificate”

A certificate will be issued that can be used both in Japan and other countries. A passport is required to apply.

Important note

The “Vaccination Certificate of COVID-19” (a.k.a. “Vaccine Passport” for use when traveling overseas) issued between July 2021 and December 19, 2021, not printed on anti-counterfeit paper and lacking a scan-able code, may be accepted or denied depending on which country you are visiting. Be sure to check the website or other information published by the government of the country you will visit.

Required documents

List of required documents
 DocumentsDescription
Required

① Application form
Application form (PDF)(PDF:237KB)
Application form (EXCEL)(エクセル:28KB)

•When someone is applying on your behalf, you must also attach additional documents, listed below.
② Return envelope with a postal stamp

•Please include the return address and the applicant's name on the surface, and affix a stamp (84 yen for long, size 3 envelopes).
•Please note that in the case of insufficient stamps, the submission will be return to sender.
•If the return envelope is not addressed to the person themselves, include their name on the envelope.
•If you want to send your family's name in one envelope, please write your family's name in the address. (Please be careful about stamps.)

③ Copy of personal ID•Make sure your name, address and birth date should be included in the ID (ex. Copy of Residence Cards).
④ Copy of passport•Make sure the period of validity has not expired.
•Submit a copy of the page with the photo of your face.
Example of the page with the photo of your face(PDF:187KB)
⑤ Copy of Certificate of Vaccination or a copy of the Record of Vaccination for COVID-19Example Certificate of Vaccination / Record of Vaccination(PDF:74KB)
•If unable to submit due to loss or destruction of the document, instead submit your copy of the pre-vaccination medical history questionnaire for each shot.
If applying on behalf of someone else

Letter of proxy
Letter of proxy form (PDF)(PDF:45KB)

•Letter of proxy must be hand-signed by applicant who is being represented
Copy of personal identification document of person applying on applicant’s behalf•[Example] Individual Number Card (with face photo), Driver’s license (both sides) health insurance card (both sides), etc.
Required if your passport lists your original name/maiden name, different surname, or different namePersonal identification document with your original name/maiden name, different surname, or different name, if applicable•Submit if your passport lists your original name/maiden name, different surname, or different name (English characters)
OtherOther• Applicants may be asked to submit additional documents other than the above on a case-by-case basis.

Required documents for “B [Only in Japan] vaccination certificate”

Required documents for B [Only in Japan] are almost same as required documents for A [Both overseas and Japan] . Only differece is you don't need to send a copy of passport.

4 Where to send for submission (the same for [Both overseas and Japan] B [Only in Japan])

Postal code: 220-0012
Yokohama-shi Nishi-ku Mintomirai 3-chome 6-ban 1-go
Minato Mirai Center Building 12F
Vaccine certification office

Important notes

•Applications are only accepted by mail. You may not apply at a service counter.
•Include your name and address on the back of the envelope.
•There have been many cases where submissions had insufficient postage and failed to be delivered. Please make sure the postage is correct.

5 Cost to issue the vaccination certificate (for both [Both overseas and Japan] and [Only in Japan])

Free
*A return envelope with stamps attached is required. Please be careful as many applicants have forgotten to include it.

6 Inquiries

Dedicated vaccine certification office

Dedicated vaccine certification office
Email: kf-kiroku@city.yokohama.jp
•We cannot answer questions other than the vaccination certificate.
•We receive many applications every day, and it is difficult to check the progress individually. note that. Please also check the website of the above post office.

For other inquires related to the COVID-19 vaccine, contact the call center below.

Yokohama COVID-19 Vaccine Call Center
Phone number: 0120-045-070
FAX: 050-3588-7191
Hours: 9 a.m. to 7 p.m. including weekends and public holidays
*Closed between Wednesday, December 29 and Monday, January 3

7 Frequently asked questions

Q Can I apply for a vaccination certificate at a Ward Administration Office or City Hall?
A Due to the time required to confirm vaccination history and the number of expected applications, we are only accepting applications and issuing certificates by mail.
Q I cannot read the 2D code of the inoculation certificate.
A You can check the vaccination record by using the 2D code reading function in the Digital Agency's vaccination certificate app. Please note that it cannot be read by a QR code reader.
Q Is it possible to issue a paper version of the vaccination certificate on the same day?
A The paper version of the vaccination certificate is accepted only by mail and is issued in the order in which the applications arrived, so it cannot be put into effect on the same day.
Q Where should I call for general questions about the vaccination certification system?
A Contact the “Ministry of Health Labour, and Welfare Call Center for COVID-19 vaccines”.
Phone number: 0120-761-770 (toll free)
*Please check that you have dialed the number correctly before calling.
•Supported languages: Japanese, English, Chinese, Korean, Portuguese, Spanish, Thai, Vietnamese
•Hours: Listed by language below (including weekends and holidays)
Japanese, English, Chinese, Korean, Portuguese, Spanish: 9:00 a.m. to 9:00 p.m.
Thai: 9:00 a.m. to 6:00 p.m.
Vietnamese: 10:00 a.m. to 7:00 p.m.

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