How to Obtain an Export Certificate for Cars in Japan

How to Obtain an Export Certificate for Cars in Japan

Exporting vehicles from Japan is a process that involves more than just securing a buyer, arranging shipping, and paying fees. Beneath the surface of the global used car trade lies a series of meticulously regulated steps governed by Japanese transport laws. Among these, one of the most vital and non-negotiable elements is the acquisition of an export certificate. Without this certificate, a vehicle cannot legally leave Japanese territory, nor can it be processed through customs in most importing countries.

At AA Japan, we manage this process on behalf of thousands of customers every year, and we understand how crucial the export certificate is to the entire vehicle shipment pipeline. This document is more than just a formality; it is legal proof that the car has been deregistered within Japan and is now eligible for international trade. In this article, we’ll walk you through the key steps involved in obtaining an export certificate, explain the supporting documentation required, and shed light on the operational standards that make this process seamless.

Understanding the Purpose of an Export Certificate

An export certificate serves as the official deregistration document for a vehicle within Japan’s national automotive records. When a car is sold for export, it must be removed from the domestic registration database maintained by the Japanese government. The certificate confirms this removal and certifies that all obligations regarding ownership, roadworthiness, taxes, and inspections have been fulfilled.

More importantly, this document is essential for the buyer and the destination country. It validates that the vehicle is not stolen, improperly registered, or involved in any ownership disputes. Additionally, customs authorities at ports of entry abroad require this certificate to verify the car’s legitimacy and legality. Without it, the importing process can come to a complete standstill, potentially resulting in penalties, vehicle seizure, or repatriation.

##Step 1: Document Collection After Vehicle Purchase

The process begins the moment a car is purchased. The first task is to collect the vehicle’s core documentation. These papers are typically found in the glove compartment and are gathered by AA Japan personnel at the auction site or storage yard.

Core Documents Collected:

• Bill of Sale – This confirms the transaction between buyer and seller.
• Registration Certificate – A record of the vehicle’s ownership and registration status.
• Additional Inspection or Ownership Documents – Depending on the vehicle's history or prefecture of origin.

These documents are securely packaged and sent to our head office, where they are prepped for export certificate processing.

Step 2: Detailed Review and Preparation of Key Documents

Once received, the documents go through a structured review process to confirm completeness and accuracy. Several items must be included in every application to the transport authorities. Each serves a unique role in verifying the vehicle’s condition, ownership, and eligibility for export.

Road Worthiness Certificate

Also known as the Shaken document, this certificate lists critical specifications of the vehicle, including engine capacity, weight, dimensions, fuel type, and chassis number. It also serves as an official confirmation that the car meets Japanese safety and emissions standards. This certificate is vital for verifying roadworthiness and is one of the first documents checked by authorities.

Transfer Certificate

The transfer certificate documents the change of ownership and provides legal clarity over the transaction. It includes a signed contract from the previous owner, confirming that the vehicle is authorized for sale. This document is crucial to ensuring that the vehicle has no disputes over its title and is cleared up for new ownership abroad.

Fee Payment Form

To initiate the deregistration and export certificate process, a payment fee must be submitted. This form notifies the relevant transport office of the request and serves as proof that all associated administrative fees have been paid. It effectively opens the formal channel for the vehicle’s removal from the national registration database.

Vehicle Number Plates

Both front and rear number plates must be returned as part of the deregistration process. These plates differ by vehicle type:

White plates identify standard passenger cars.

Yellow plates are used for KEI cars—light vehicles with specific size and engine restrictions.

Returning the correct plates is mandatory, and failure to do so can delay or halt the issuance of the export certificate.

Step 3: Submission to the Appropriate Transport Authority

Once the documents are organized and verified, they are submitted to the correct government agency. The submission destination depends on the type of vehicle:

Land Transport Bureau – For regular passenger vehicles.

Light Vehicle Inspection Organization – For KEI cars. These include KEI trucks as well.

These agencies are present in each of Japan’s prefectures and are responsible for vehicle registration, inspection, and ownership management. By decentralizing these offices, the Japanese government ensures that the vehicle deregistration and export processes can be handled efficiently across the country.

Step 4: Submission Schedule and Daily Processing Flow

At AA Japan, document submission is handled in a methodical and timely manner to meet export deadlines. The schedule is structured to align with government office workflows:

Regular Cars: Applications submitted on Mondays, Wednesdays, and Fridays.

KEI Cars: Applications submitted on Wednesdays and Fridays only.

Vehicles are batched and submitted in high volumes. On average, AA Japan processes documentation for approximately 100 vehicles per day. This scale allows for logistical precision while maintaining compliance with all government regulations. Because of the volume and coordination with local offices, export certificates are typically issued on the same day the application is submitted—an impressive feat that supports our fast turnaround for international customers.

Step 5: Certificate Issuance and Final Verification

Once the export certificate is issued, it undergoes a final quality check. Every document is reviewed again to ensure that all details are correct, and that no information is missing or inconsistent. This includes:

• Verifying that chassis and engine numbers match the inspection certificate
• Confirming that ownership transfers are properly recorded
• Ensuring the number plates returned correspond to the registered vehicle

Only after these checks are completed is the document cleared for the next stage. It is then routed through AA Japan’s shipping and logistics division, where preparations are made for container loading or RORO (Roll-on/Roll-off) transport.

By maintaining this rigorous review process, we minimize the risk of customs clearance delays at destination ports. Errors in paperwork can lead to fines, import rejection, or even confiscation of vehicles abroad. That’s why we prioritize precision and accountability in every certificate we handle.

Step 6: Export Certificate in the Larger Export Process

The issuance of an export certificate is a pivotal point in the international vehicle shipping process. It unlocks the following steps: Final shipping documentation (Bill of Lading, Commercial Invoice)

• Customs declaration at the Japanese port
• Vehicle loading coordination
• Booking and transport via sea freight

Every international buyer, logistics partner, and freight forwarder depends on the accuracy of this document. Whether the car is headed to Africa, the Caribbean, Europe, or Southeast Asia, the export certificate is the legal passport that confirms its eligibility to enter foreign territory.

Precision Powers Export Success

The Japanese vehicle export process is a tightly governed framework that demands accuracy, coordination, and compliance. At AA Japan, we understand the stakes and handle every step—from documentation to deregistration—with meticulous care. The export certificate isn’t just another piece of paper; it’s a vital checkpoint that connects sellers and buyers across continents. With our structured operations, dedicated personnel, and vast experience, we help customers avoid costly delays and ensure that every vehicle sails smoothly toward its next destination. Trust AA Japan to manage the process right—because in international logistics, precision makes all the difference.

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