Is a hanko no longer needed? - All about Hanko stamps and Inkan seals

Inkan and Hanko, equivalent to signatures in Japan, are generally required when signing for agreement, application, and consent. Amid the digital transformation accelerated after the legal revision in Japan, this custom is getting changed, allowing us not to use such seals in many cases now. The use of the inkan/hanko is expected to decline more, but it seems not to be gone entirely and yet required for certain documents. So, let's see in what situation we will still need them.

1. What is Inkan and Hanko?
2. Types of Inkan and Hanko
   - Jitsu-in 実印 (Inkan seal)
   - Ginko-in 銀行印 (Inkan seal)
   - Mitome-in 認印 (Hanko stamp)
   - Kojin-in 個人印 (Hanko stamp for business use)
   - Sha-in 社印 (Company hanko stamp)
3. Hanko (Mitome-in) being abolished
4. Inkan seals will be continuously required.

1. What is Inkan and Hanko?

Inkan 印鑑 and Hanko ハンコ (判子) are two types of seals used in place of signatures. Both inkan and hanko are almost identical in appearance. Still, the purpose of usage distinguishes them, simply described as inkan is a seal for official documents, and Hanko is a name stamp to say Yes or OK on paper. Since we tend to mix up inkan and hanko due to the similarity, we sort by name according to where to use them.

2. Types of Inkan and Hanko

Jitsu-in 実印 (Inkan seal)

An officially authorized seal. A jitsu-in seal is used in official documents such as for  real estate registration. If you register your seal at a municipal office, you are authorized to use it as your jitsu-in. The seal registration can be made under a personal name or a company name. In using the jitsu-in when filing an official document, it will require you a copy of the seal certificate*, issued at the municipal office.

As for the types of jitsu-in to register, they will generally accept round-shaped seals. There are not many strict requirements as long as the seal will not wear away like rubber stamps. To take an extreme example, you will be able to register a hanko stamp purchased at a 1 00-Yen store. However, such easy-to-get seals should not be registered for security reasons. Jitsu-in seals are made to order at a store (Hanko-senmonten ハンコ専門店) where you will get an unforgeable personal/corporate seal appropriate for a jitsu-in.

Seal certificate*
Seal certificate、or Inkan-touroku Shoumeisho 印鑑登録証明書, called Inkan-shoumei in short, is to verify the actual seal when filing documents such as for an official registration or contract. A copy of the seal certificate is issued at a municipal office and is also obtainable at most major convenience stores. To get a copy of your seal certificate, you need to bring a seal registration card (Inkan-toroku Card 印鑑登録カード) that you received when you registered the seal. In the case that you request a copy at a convenience store, you can get the copy by using your Individual Number Card (My-number Card マイナンバーカード) instead. If you ask an agent for a copy on behalf of you, the seal registration card is essential, and the copy is issued only at a municipal office.

Ginko-in 銀行印 (Inkan seal)

A seal registered at a bank, required when opening a bank account. Recently, there are not many banks that require the seal. We use a ginko-in only when going to the bank and asking at the counter for transactions, such as withdrawing money. Similar to jitsu-in, round-shaped seals will be accepted as ginko-in. Though a ready-made seal sold at a store even will do, those seals with non-Japanese names are hardly in store. People from other countries will need to order at a hanko store or a vending machine (Hanko Jidou-hanbaiki はんこ自動販売機), enabling automatic stamp making by following English guidance.

Mitome-in 認印 (Hanko stamp)

Mitome-in is a hanko, a name stamp used in place of signature in daily life. For example, when you receive a registered mail, you are asked to stamp your name on the receipt, where you use your mitome-in. Nowadays, a mitome-in can be replaced with a signature in most situations. Having no legal effects, any kind of hanko, including cheap, ready-made stamps and self-inking rubber stamps (Shachihata シャチハタ), can be used as a mitome-in. The seal stamps sold at 100-Yen stores are basically a mitome-in, but those in non-Japanese names are hardly available at stores. The option will be to order at a hanko store online/offline or get it from a hanko vending machine.

Kojin-in 個人印 (Hanko stamp for business use)

Kojin-in is a hanko used at the office, equivalent to a mitome-in. This name stamp is used on business to represent responsibility. For example, you need to stamp your name on a report to submit a boss, and then the boss stamps on it as a sign of acceptance. Many companies are currently implementing digital approval processes to promote telework.

Sha-in 社印 (Company hanko stamp)

Sha-in is a hanko of company name used on business. This hanko is also called Kaku-in 角印 (a square seal) from its shape. A sha-in has no legal effects, only tells like "This is the document produced by our company." A sha-in is customarily stamped at the company name and address part in a document, such as order forms and invoices, but it makes no difference in legal effects even without a sha-in.

3. Hanko (Mitome-in) being abolished

Most application processes have transitioned online, making personal seals (*mitome-in*) unnecessary. Seals are no longer required for administrative procedures such as the following.

(Abolition of hanko stamps)
Request for a copy of the certificate of residence
Marriage and divorce registration
Change in “Exemption for dependents of employment income earner" other related applications.
Tax return (Year-end adjustment)
Vehicle inspection

4. Inkan seals will be continuously required.

Hanko has been replaced with signatures in many situations, but the inkan will continue to be used for documents that require legal validity. However, the situation may change as digital certification becomes more prevalent. We need to stay updated to see how it turns out.

(Continuation of Inkan seals)
Application for real estate registration
Setting collateral (e.g. for mortgage)
Preparation of an inheritance division agreement

Although the abolition of hanko leads to a positive step in simplifying administrative procedures, it makes us feel rather sad about losing another tradition handed down from generations. The hanko is an art form recognized as a part of "Cool Japan" culture, should be remained in a different way of usage, hopefully.