Funeral repatriation route guide
Repatriation from Poland to Japan
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Quick answer
Repatriation from Poland to Japan: what to expect
Polish nationals in Japan include students, professionals, and a growing community with Japan connections through cultural exchange and business. Poland and Japan have maintained bilateral diplomatic relations and Poland benefits from the EU-Japan Economic Partnership Agreement (JEEPA, 2019). Polish death certificates (akt zgonu, in Polish) require certified Japanese translation and authentication through the Japanese Embassy in Warsaw. Both Poland and Japan are Hague Apostille Convention members. (Japanese Ministry of Foreign Affairs, 2025.)
- Key document: akt zgonu (death certificate, in Polish) (in Polish)
- Documentation takes 3-5 days. Appoint a specialist on day one.
- Death must be registered with the Urzad Stanu Cywilnego (USC, civil status office) promptly.
- Japan Embassy in Warsaw can advise on documentation. They cannot fund repatriation.
The process
What happens after a death in Poland
Call 112 for emergency services. Death is certified by a physician. The akt zgonu is registered with the local Urzad Stanu Cywilnego (USC). Police and the Prokuratura (public prosecutor) take jurisdiction for violent or unexplained deaths. Poland is an EU member and Hague Apostille Convention member.
Step by step
Timeline: Poland to Japan
Immediate steps after death
Day of death. Contact the embassy or consulate of the person's own country (citizens of Japan: +81 3 3580 3311).
Family or travel insurer
Death registered. Akt zgonu (death certificate, in polish) obtained.
Death must be registered with the Urzad Stanu Cywilnego (USC, civil status office). Violent or unexplained deaths (Prokuratura) may delay this step.
Local funeral director and registry
Japan Embassy in Warsaw notified
Simultaneous with Step 1. Embassy provides a list of local funeral directors.
Family or repatriation specialist
Embalming and preparation.
After body released by authorities.
Licensed local funeral director
All export documentation and permits obtained.
Allow 3-5 days. Cannot begin until death certificate issued.
Local funeral director and authorities
Air cargo to Japan
Once all documentation complete.
Repatriation specialist and airline cargo
Japan funeral director takes custody. Receiving funeral director coordinates with local authorities.
Within 24 hours of arrival.
Receiving funeral director
In Japan
When the body arrives in Japan
The Japanese funeral director (sogisha) takes custody at Tokyo Narita (NRT), Tokyo Haneda (HND), or Kansai (KIX) cargo terminal. The shibo todoke (death notification) must be submitted to the local municipal office (shiyakusho or kuyakusho) within seven days of arrival. A burial permit is required before final disposition. Japan has near-universal cremation; the remains (kotsuage) are presented to the family after cremation. All foreign documents not in Japanese require certified Japanese translation. (Japanese Ministry of Foreign Affairs, 2025.)
Consular support
Japanese Embassy in Warsaw can advise on documentation requirements for repatriation to Japan. Japanese Ministry of Foreign Affairs emergency line: +81 3 3580 3311 (24 hours). The Japanese Embassy cannot pay for or arrange repatriation.
Common questions
FAQs: repatriation from Poland to Japan
In a straightforward case, repatriation from Poland to Japan takes 3-7 days. The fastest cases complete in 2-5 days. Complex cases can take 2-4 weeks or longer.
Death must be registered with the Urzad Stanu Cywilnego (USC, civil status office) promptly. Violent or unexplained deaths (Prokuratura) may add time before the body can be released.
The core documents are: akt zgonu (death certificate, in Polish) with certified translation where required, embalming certificate, export permit, freedom from infection certificate, and passport of the deceased. Your repatriation coordinator handles obtaining these on your behalf.
The Japan Embassy in Warsaw can assist with document authentication and advise on repatriation requirements. They cannot pay for or arrange repatriation. Contact the Japan Embassy in Warsaw as soon as possible after the death.
Violent or unexplained deaths (Prokuratura) may trigger a post-mortem examination. This adds time: the body cannot be released until the authorities authorise it.
The Japanese funeral director takes custody at Tokyo Narita (NRT) or Kansai (KIX) cargo terminal. The shibo todoke must be submitted to the local municipal office within seven days. A burial permit is required. Japan has near-universal cremation; remains are presented as kotsuage after the ceremony. All foreign documents require certified Japanese translation. The receiving funeral director coordinates with local authorities.
Cremation in Poland is available in major cities. You will need the local death certificate, cremation certificate, and relevant export documentation. Your repatriation specialist can advise on the current position.
Related guides
More repatriation guidance
We are here to help. Send us the details, any time
If your loved one has died in Poland, please do not face this alone. Send us the details and we will explain what happens next and prepare a quote for bringing them home to Japan.
Reviewed by the Repatriate Service editorial team. Information sourced from official government and embassy guidance and professional repatriation experience. Facts last checked September 2026; page updated .
Sources: Official guidance on a death in Poland (gov.uk) · Poland repatriation guide · Frequently asked questions