How do I find the City Planning Council Minutes for a specific project?

Contact the local government planning division (都市計画課). Ask for the minutes by project name or Development Permit number. If the minutes are not available from the division, check the municipal website. Many municipalities publish minutes for a limited period, typically 5-10 years. If the project is older, the minutes may be in the prefectural archives.

What if the Building Confirmation Certificate number does not match the Completion Inspection Certificate number?

This mismatch suggests the building may have been completed under different plans than those approved. The Completion Inspection Certificate should match the Confirmation Certificate number. If they do not, request a copy of both certificates from the issuing body. Compare the site address, lot number, and approved use. If the details differ, the completion may not have been certified under the original approval.

How do I verify the statutory period for a Development Permit?

The statutory period is set by the City Planning Act and local ordinance. The standard period is one to three years from the date of the permit. To verify the exact period for your project, contact the local government planning division. Ask for the current statutory period under the City Planning Act (Act No. 100 of 1968, as revised). If construction did not start within that period, the permit has lapsed.

Where can I find the Cadastral Map for a specific parcel?

The Cadastral Map is held at the Legal Affairs Bureau (法務局) for the jurisdiction where the parcel is located. You can request a copy in person or by mail. Some bureaus offer online access through their portal. The map shows parcel boundaries but may not be updated when the land register changes. Cross-reference the map with the Property Registry to confirm the parcel area and shape.

Assemble a Japanese planning approval trail

The sequence of public notices, consultation records, council minutes, and permits

A lawful development in Japan generates a predictable chain of documents. The sequence starts before any construction begins and ends after the structure is finished. Each document has a specific function, a designated custodian, and a retention period. To assemble a Japanese planning approval trail, collect the public notices, consultation records, council minutes and permits listed below, then apply the eight cross-checks to confirm that every cited approval matches the scheme under review. The method stops at organising the evidence; it does not interpret whether the approval is valid.

Public notices

The first public notice is the Development Plan Public Inspection (都市計画案の縦覧, toshikeikaku-an jūran). Under Article 16 of the City Planning Act (Act No. 100 of 1968, as revised in 2023), the municipality must display the proposed plan for at least two weeks. The notice is posted on the municipal official gazette (市町村公報, kōhō) and on the planning department notice board. The public can inspect the plan during this period.

The second notice is the Public Hearing or Briefing Session (公聴会／説明会, kōchōkai / setsumeikai). Article 17 of the City Planning Act requires the announcement at least one week before the session. The notice appears in the same locations as the inspection notice.

For large-scale structures, a Building Confirmation Application Public Notice (確認申請の公示, kakunin shinsei kōji) is required under Article 6, Paragraph 1 of the Building Standards Act (Act No. 201 of 1950, as revised in 2023). The notice period is set by local ordinance, typically seven to fourteen days. The final public notice is the Completion Inspection Certificate Public Notice (検査済証の公示, kensa zumishō kōji), also for large-scale structures, after the final inspection passes.

Consultation records

Three types of consultation records may exist:

District Plan Consultation Minutes (地区計画協議記録, chiku keikaku kyōgi kiroku), held by the municipal planning department. These record discussions between the developer and the municipality about district-level plans.
City Planning Council Minutes (都市計画審議会議事録, toshi keikaku shingikai gijiroku), held by the municipal planning department. These document formal council decisions on planning applications.
Building Review Council Minutes (建築審査会議事録, kenchiku shinsakai gijiroku), held by the municipal building department or prefectural website. These cover special cases under Article 6, Paragraph 3 of the Building Standards Act, such as exceptions to building standards.

If the scheme involves landscape considerations, Landscape Review Committee Minutes (景観審議会議事録, keikan shingikai gijiroku) may also be recorded.

Council minutes

The three types of council minutes that contain approval decisions are:

City Planning Council Minutes, the primary record of planning approval.
Building Review Council Minutes, for building standard exceptions.
Landscape Review Committee Minutes, for projects in designated landscape areas.

All minutes should reference the Development Permit number or the project name. If the minutes do not, the approval may be for a different scheme.

Permits

The development permit sequence includes up to five permits:

Development Permit (開発許可, kaihatsu kyoka), issued by the municipal planning department or prefectural archives. This authorises the land subdivision or development.
Building Confirmation Certificate (確認済証, kakunin zumishō), issued by the municipal building department or a designated confirmation body (指定確認検査機関, shitei kakunin kikan). This certifies the construction plans comply with the Building Standards Act.
Completion Inspection Certificate (検査済証, kensa zumishō), issued by the same body. This confirms the completed structure meets the approved plans.
Special Permit under Article 43 (道路一時使用許可, dōro ichiji shiyō kyoka), issued by the municipality if the site lacks conforming road access.
Demolition Permit (解体許可, kaitai kyoka), issued by the municipality if demolition is part of the scheme.

How to assemble a Japanese planning approval trail

Step one: request the Japanese development permit document list

Begin by requesting the full Japanese development permit document list from the municipal planning department. Ask for every record tied to the Development Permit number or the project address. The department should provide the permit register entry, the site plan, and any consultation records that reference the permit. If the department cannot locate the permit number, request a search by lot number (地番, chiban) and project name. A missing permit number in the register is a red flag that the document may belong to a different scheme or may not have been issued at all.

Step two: check planning approval history Japan

To check planning approval history Japan, pull the City Planning Council Minutes for the approval date stated on the Development Permit. Locate the agenda item that matches the project name or permit number. Read the discussion and the formal resolution. If the minutes do not cite the permit number, contact the planning department and ask whether a separate set of minutes exists for that date. Also request the District Plan Consultation Minutes for any pre-application discussions. These often contain commitments the developer made before the formal application, such as setbacks, landscaping or traffic measures, that do not appear on the permit itself.

Step three: locate municipal planning notice records Japan

Municipal planning notice records Japan are kept in two places: the official gazette archive and the planning department notice board log. Request the gazette issues that cover the statutory notice period for the Development Plan Public Inspection and the Public Hearing. Compare the dates on those notices with the application date on the Development Permit. The inspection notice must precede the permit issuance. If the notice dates are missing or fall after the permit date, the consultation process may not have followed the statutory sequence. For large-scale projects, also request the Building Confirmation Application Public Notice and the Completion Inspection Certificate Public Notice from the building department.

Step four: collect Development and rebuilding plans

Request the Development and rebuilding plans attached to the Building Confirmation Certificate. These include the site plan, floor plans, elevations and a summary sheet showing the floor area ratio (容積率, yōsekiritsu) and building coverage ratio (建蔽率, kenpeiritsu). Also request the City Planning Map (都市計画図, toshi keikaku-zu) from the municipal planning department or the MLIT online portal. Lay the site plan beside the Cadastral Map (地籍図, chiseki-zu) from the Legal Affairs Bureau (法務局, hōmukyoku) and check that the parcel boundaries align. A mismatch may indicate an unregistered boundary adjustment or an incorrect parcel reference.

Cross-check method: testing whether a cited approval matches the scheme

Use these eight checks to confirm that each document in the trail belongs to the scheme under review:

Verify Development Permit number against the municipal permit register. The permit register lists all issued permits with their numbers, dates, and site addresses. If the number on your document does not appear in the register, the document may be invalid or belong to a different project.
Match Building Confirmation Certificate number with Completion Inspection Certificate number. The two certificates should share the same project number. If they do not, the structure may have been completed under different plans than those approved.
Confirm site address and lot number (地番, chiban) on the permit match the Property Registry entry. The Property Registry at the Legal Affairs Bureau records the official lot number. A mismatch means the permit may reference a different parcel.
Compare approved building use (用途, yōto) on the Confirmation Certificate with City Planning Map zoning (用途地域, yōto chiiki). The City Planning Map shows the zoning district. If the approved use is not permitted in that zone, the permit may have been issued in error.
Check floor area ratio (容積率, yōsekiritsu) and building coverage ratio (建蔽率, kenpeiritsu) on the Confirmation Certificate against District Plan or zoning limits. The certificate must show ratios that do not exceed the legal maximum. The municipal planning department can confirm the applicable limits.
Verify public notice dates on the Confirmation Certificate fall within the statutory period before construction start. The Building Standards Act requires the public notice to be issued before construction begins. If the notice date is after the start of construction, the permit may have lapsed. The statutory period is typically one to three years, but this varies by municipality and project scale. Check the current period with the municipal building department.
Confirm Council Minutes reference the same Development Permit number or project name. The minutes should cite the permit number or project name. If they do not, the approval recorded in the minutes may be for a different scheme.
Check Cadastral Map boundaries match the site plan attached to the Development Permit. The Cadastral Map from the Legal Affairs Bureau shows parcel boundaries. The site plan on the permit should align with those boundaries. A mismatch may indicate an incorrect parcel or an unregistered boundary adjustment.

Document locations

Each document type has a specific custodian:

Development Permit, municipal planning department (都市計画課, toshi keikaku-ka) or prefectural archives.
Building Confirmation Certificate, municipal building department (建築指導課, kenchiku shidō-ka) or the designated confirmation body that issued it.
Completion Inspection Certificate, same as the Building Confirmation Certificate.
City Planning Council Minutes, municipal planning department or official website.
Building Review Council Minutes, municipal building department or prefectural website.
District Plan Consultation Minutes, municipal planning department.
Public Inspection Notices, municipal official gazette or planning department notice board.
Cadastral Map (地籍図, chiseki-zu), Legal Affairs Bureau (法務局, hōmukyoku).
Property Registry (登記, tōki), Legal Affairs Bureau.
City Planning Map (都市計画図, toshi keikaku-zu), municipal planning department or MLIT online portal.

Record retention periods

Development Permit records, permanent at the issuing authority (verify with the municipality).
Building Confirmation Certificate, 15 years from issuance at the municipality (Article 12, Building Standards Act, as revised in 2023).
Completion Inspection Certificate, 15 years from issuance.
City Planning Council Minutes, varies by municipality, typically 5-10 years (verify annually with the municipality).
Property Registry records, permanent at the Legal Affairs Bureau.

Authority and legislation

The primary authorities are:

Ministry of Land, Infrastructure, Transport and Tourism (MLIT), oversees the City Planning Act and Building Standards Act.
Legal Affairs Bureau, maintains the Property Registry and Cadastral Maps.
e-Gov Japan, portal for electronic applications and some public notices.
Japan Real Estate Institute (JREI), publishes appraisal standards and market data (verify current data annually).
Municipal planning authority, issues Development Permits and maintains planning records.
Designated confirmation body, issues Building Confirmation and Completion Inspection Certificates for private-sector checks.

Key legislation:

City Planning Act, Act No. 100 of 1968, latest revision 2023 (verify current version annually).
Building Standards Act, Act No. 201 of 1950, latest revision 2023.
Real Property Registration Act, Act No. 123 of 2004, latest revision 2023.

Essential Japanese search terms for English-language researchers

When requesting records, use these terms:

都市計画案の縦覧, Development Plan Public Inspection
公聴会, Public Hearing
確認申請の公示, Building Confirmation Application Public Notice
検査済証の公示, Completion Inspection Certificate Public Notice
地区計画協議記録, District Plan Consultation Minutes
都市計画審議会議事録, City Planning Council Minutes
建築審査会議事録, Building Review Council Minutes
開発許可, Development Permit
確認済証, Building Confirmation Certificate
検査済証, Completion Inspection Certificate
道路一時使用許可, Special Permit under Article 43
解体許可, Demolition Permit
都市計画課, Planning department (municipal)
建築指導課, Building department (municipal)
法務局, Legal Affairs Bureau
地籍図, Cadastral Map
登記, Property Registry
都市計画図, City Planning Map