日本の中のポーランド

You can submit your application at a competent local Polish consular post.

Documents can be submitted in person or sent by post. 

You can book your appointment via the e-konsulat system 

1. Transcription application form (available at a consular post or for download below),
2. Original of the foreign death certificate — remember that in the case of transcribing death certificates from third countries (such as Japan)  an certificate has to be legalised, unless separate laws require otherwise.
3. Translation of the foreign death certificate by a sworn translator or a consul.

Remember! Documents drawn up in a foreign language must be submitted with the official translation into Polish by:

1. A sworn translator entered on a list kept by the Minister of Justice,
2. A sworn translator authorised to make such translations in the member states of the European Union or the European Economic Area (EEA),
3. A consul.

The amount of the fee you can find in General Information - Consular Fees

The consul will immediately forward your application to the head of the Register Office of your choice. 

A Polish copy of the death certificate can be collected in person at the consulate or it can be sent by post.

The head of the Register Office will refuse to transcribe a foreign civil status document if:

• A document is not considered as a civil status document or is not a valid official document or has not been issued by the competent authority in the issuing state, or raises doubts as to its authenticity, or confirms an occurrence other than birth, marriage or death.
• A foreign document was created as a result of transcription in a state other than the state of occurrence.
• It would be contrary to basic principles of Poland’s legal order.

A refusal to transcribe a foreign civil status certificate will take the form of an administrative decision which may be appealed with the competent provincial governor for the territory in question.

Do I have to submit an application to transcribe a death certificate to be able to receive a certificate allowing the repatriation of body or ashes?

No, transcribing a death certificate is not a necessary condition for issuing a certificate allowing the repatriation of body or ashes.