Read Japanese land and building registers

Japanese real estate research starts with a distinction many newcomers miss: there is no single national property database. Ownership and encumbrance documentation is kept at local Legal Affairs Bureaus (法務局), building permission files sit with municipal planning departments, and cadastral maps are maintained separately from the land folio. To answer “who holds which right over which parcel or building, and under what restrictions,” you assemble documents from several official sources and cross-check them against each other.

The two registers: 土地 and 建物

Japanese real estate is recorded in two separate folios, kept by the Legal Affairs Bureau (法務局, Hōmukyoku) that has jurisdiction over the property’s location. The land folio is called 土地登記簿 (tochi tōkibō); the building folio is called 建物登記簿 (tatemono tōkibō). They remain separate even when the land and the building are owned by the same person.

The land folio records the parcel (筆, hitotsu), the unit of land as defined by the cadastral survey. Each parcel carries a land number (地番, chiban) assigned by the municipality. The folio shows the land’s location, area, and the rights filed against it: typically ownership (所有権), mortgages (抵当権), and easements (地役権).

The building folio records each building as a separate asset. The building has its own identifier (家屋番号) distinct from the land parcel number. The folio shows the building’s location, structure, floor area, and the owner. A single parcel can have several buildings, each with its own folio entry.

The most important distinction: the folio records legal rights, not physical reality. The cadastral map (地図) shows parcel boundaries; the land folio shows who holds which right over that parcel. A building folio entry may describe a building that has been demolished but not yet deleted. The fixed asset tax roll (固定資産税台帳) may show a building that no longer exists. The folio is evidence of title, but it is not proof that the physical building exists or that the boundaries match the land on the ground.

What the authoritative source actually contains

The authoritative source for ownership is the Legal Affairs Bureau folio for the parcel’s jurisdiction. The folio is divided into the parcel record (表題部), the owner record (甲区), and the rights record (乙区). The parcel record describes the land’s location, area, and parcel number. The owner record lists the registered owner. The rights record lists mortgages, easements, and other encumbrances. A separate building folio (建物登記簿) exists for buildings.

The cadastral map and when it disagrees with the folio

The cadastral map is maintained separately from the folio. The map shows parcel boundaries and parcel numbers. The map and the folio can be inconsistent, especially for older parcels. A licensed land and building surveyor (土地家屋調査士) can conduct a boundary survey and prepare the application to correct the folio.

Building confirmation and urban planning documents

For redevelopment or rebuilding (建替え), the building confirmation application (建築確認申請) is the key document. It is filed with the local government (市町村都市計画課) and contains the building’s plans, compliance checks against the Building Standards Act (建築基準法), and the zoning category under the Urban Planning Act. The confirmation application is not a folio document; it is an administrative record held by the local government.

The urban planning map (都市計画図) shows zoning districts, road plans, and public facility reservations. The map is maintained by the local government planning department. It is separate from the cadastral map. The zoning category determines what can be built on the parcel. The floor-area ratio (FAR) and building coverage ratio (BCR) are set by the zoning category and are published in the urban planning map or the local government’s planning regulations.

Datasets, tax rolls and the family registry

The National Land Numerical Information (国土数値情報) is MLIT’s digital dataset of land-use, zoning, and infrastructure layers. It is available for GIS analysis. It is a planning dataset, not a legal record. Use it for preliminary screening, never for legal conclusions.

The fixed asset tax roll (固定資産税台帳) is held by the municipal tax office. It contains the assessed value of the land and buildings and the building’s details, such as structure, floor area, and construction date. The assessed value is typically 50-70% of market value. It is not a legal record of ownership.

The koseki (戸籍) is the family registry. It is used to prove inheritance chains for property succession. The koseki is held by the municipal office where the family is registered. It is not a property record; it records family relationships. Tracing an inheritance chain requires the koseki of the deceased owner and the koseki of the heirs.

The statutes that govern what you can build and lease

The Building Standards Act (建築基準法) is the primary law governing structural safety, fire resistance, and site coverage. The Urban Redevelopment Act (都市再開発法) is the legal framework for coordinated redevelopment projects, including tenant relocation procedures. The Land and Building Leases Act (借地借家法) governs lease terms and renewal rights. These statutes are published on e-Gov Japan (e-Gov).

Who does what: the entities in a property transaction

Legal Affairs Bureau (法務局): maintains the land folio and cadastral maps.
e-Gov Japan: government portal for statutes and regulations.
MLIT: publishes national land-use plans, building standards, and redevelopment guidelines.
Japan Real Estate Institute (JREI): research body for appraisal standards and market trends.
Land and Building Surveyor (土地家屋調査士): licensed to conduct boundary surveys and prepare registry applications.
Judicial Scrivener (司法書士): licensed to prepare and file property registration applications.
Real-Estate Appraiser (不動産鑑定士): licensed to produce formal valuation reports.
Japan Association of Real Estate Agents (JAREA): trade body for licensed agents.
Local Government Planning Department (市町村都市計画課): issues planning certificates, zoning confirmations, and building permit records.

Parcel attributes you must check

Parcel area: square metres. The cadastral figure may not match the usable area; irregular shapes and road-access requirements often reduce usable area.
Floor-area ratio (FAR): percentage of site area. The published ratio is a maximum; shadowing, setback, and parking requirements typically reduce achievable floor area by 10-30%.
Building coverage ratio (BCR): percentage of site area that can be built upon. Fire-safety setbacks and easements often reduce the buildable footprint.
Zoning category: residential, commercial, industrial. Commercial zones allow more uses but often carry higher land taxes and stricter noise regulations.
Land price per square metre: official fixed-asset valuations are typically 50-70% of market price and cannot be used as a reliable market proxy.
Building age: years since construction. The building’s actual maintenance history matters more than its age on the folio.
Lease term remaining: years. The registered lease term may not reflect renewal rights under the Land and Building Leases Act.
Number of co-owners: a single co-owner with a minority share can block redevelopment for years.
Road frontage width: metres. The official road width on the cadastral map may not match the actual paved width.
Seismic rating: based on design calculations, not post-construction inspection.
Planning permission status: a past approval may have lapsed if construction did not start within the statutory period.
Encumbrance count: a dormant encumbrance may still require formal release before sale.
Relocation compensation band: published guidelines are minima, but actual negotiated amounts vary widely by project and the tenant’s bargaining position.
Survey accuracy: older cadastral surveys may carry errors of several metres, especially in rural areas.
Building permit issue date: a permit issued before the 1981 seismic code revision may require costly upgrades.

Step-by-step verification of ownership and building status

Obtain the parcel number and address from the seller or the cadastral map.
Request the land folio (土地登記簿) and building folio (建物登記簿) from the Legal Affairs Bureau. You can request the folio online or in person. The folio shows the current owner, the parcel area, the building’s structure and floor area, and any encumbrances.
Request the cadastral map (地図) from the Legal Affairs Bureau. The map shows the parcel boundaries and parcel numbers.
Request the building confirmation application (建築確認申請) from the local government planning department. The application shows the building’s approved plans and the date of approval.
Request the fixed asset tax roll (固定資産税台帳) from the municipal tax office. The roll shows the assessed value and the building’s details.
Request the urban planning map (都市計画図) from the local government planning department. The map shows the zoning category and the FAR and BCR.
If the parcel is leased, request the lease agreement and check the lease term and renewal rights under the Land and Building Leases Act.
If the parcel has multiple owners, request the co-ownership documentation and check for any co-owner agreements.

Documents you need for a transaction

Land folio (土地登記簿): the legal record of land ownership and encumbrances.
Building folio (建物登記簿): the legal record of building ownership and encumbrances.
Cadastral map (地図): the map of parcel boundaries.
Building confirmation application (建築確認申請): the administrative record of the building’s approved plans.
Fixed asset tax roll (固定資産税台帳): the administrative record of assessed value and building details.
Urban planning map (都市計画図): the map of zoning categories and building regulations.
Lease agreement (賃貸借契約書): the contract governing lease terms.
Koseki (戸籍): the family registry used to prove inheritance chains.

Common pitfalls and how to catch them

The folio may show a building that has been demolished but not yet deleted. The building folio entry must be deleted before the land can be sold as vacant.
The cadastral map may not match the actual boundaries on the ground. Commission a boundary survey by a licensed surveyor before the folio can be corrected.
The building may have been built without a confirmation application or with a confirmation that has lapsed. The building may be illegal and subject to demolition.
The parcel may be subject to a road setback or other public facility reservation that reduces the buildable area.
The parcel may be subject to a lease that cannot be terminated, or the lease may carry renewal rights that make the parcel difficult to redevelop.
The parcel may have multiple owners, and one or more may be missing or deceased. Complete the inheritance process before the parcel can be sold.
The parcel may be subject to a mortgage or other encumbrance that must be discharged before the sale can close.

The registration system and its limits

The Japanese property system is a registration system, not a title system. The folio is evidence of title, but it is not a guarantee. The government does not guarantee the accuracy of the folio. You must conduct due diligence to verify the folio and the physical condition of the property.

The registration system is administered by the Legal Affairs Bureau (法務局) under the Ministry of Justice. The folio is divided into two parts: the land folio (土地登記簿) and the building folio (建物登記簿). Each parcel has its own folio entry. Each building has its own folio entry.

The land folio is divided into three sections:

Parcel record (表題部): describes the land’s location, area, and parcel number.
Owner record (甲区): lists the registered owner.
Rights record (乙区): lists mortgages, easements, and other encumbrances.