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Corporate Secretary

In Japan, there is no statutory requirement to appoint a formal "corporate secretary" in the same way as some other jurisdictions (e.g., the UK or Hong Kong). However, companies operating in Japan still need to manage a set of ongoing compliance and administrative duties typically associated with this role.

MailMate helps businesses handle many of the practical, day-to-day corporate administration tasks by acting as their bilingual mail hub and compliance support service.

How MailMate Helps

  • Registered address — MailMate's virtual addresses in Tokyo, and Fukuoka can serve as your company's registered head office address.
  • Mail receiving & scanning — All government notices, tax letters, and legal correspondence arriving at your MailMate address are scanned and uploaded to your dashboard with English summaries.
  • Registered mail handling — MailMate accepts and processes registered mail (書留郵便) on your behalf.
  • Bill & notice routing — Forward important notices to directors, lawyers, or accountants with 1-click sharing.
  • Bilingual virtual assistants — MailMate's assistant service can help with market research, translations, or liaising with local authorities.
  • Invoice & receipt management — Integrated AP automation and expense tools keep financial records compliant with Japanese bookkeeping laws.

Compliance Notes

Japanese companies must update the Legal Affairs Bureau any time there is a change in:
- Representative director or directors
- Registered head office address
- Authorized share capital or issued shares
- Company objectives (articles of incorporation)

Failure to update within the prescribed timeframe can result in fines. MailMate recommends working with a licensed judicial scrivener (司法書士) for registry filings.

For formal corporate secretary or compliance support in Japan, MailMate's Service Directory lists trusted English-speaking business support providers.

Documentation is updated from time to time — please confirm with MailMate personnel in all cases. Documentation may be out of date, lack details, or have mistakes.