About Authorized Local Organizations

Traditionally, Neighborhood Associations (organizations based on geographical ties) were not recognized as legal entities, so even if a Neighborhood Association owned real estate such as land or buildings, it could not be registered in the name of the association, and was instead registered under the names of individuals such as the president or officers. In cases of registration under individual names, issues such as name changes or inheritance may arise due to the death or relocation of the name holder.
As a result, in April 1991, part of the Local Autonomy Act was amended, allowing for organizations based on geographical ties, such as Neighborhood Associations (note), to register real estate and other properties in the name of the Neighborhood Association by following certain procedures and obtaining corporate status approval from the head of the local government.
Organizations that have acquired legal personality through certain procedures like this are referred to as "approved local organizations."

(Note) "Organizations based on local ties" are defined as "organizations formed based on the local ties of individuals who have an address in a certain area of a town or district, or in other specific areas within a municipality" (Local Autonomy Act, Article 260-2, Paragraph 1).

• About Authorized Local Organizations (from the Ministry of Internal Affairs and Communications website) (PDF 684.3KB)

About the Revision of the Authorized Local Community Organization System

The system of authorized community-based organizations has been reviewed as follows due to a partial amendment of the Local Autonomy Act.

(1) Digitization of Voting Rights Exercise (Effective September 1, 2021)

Members who do not attend the general meeting of the authorized local organization may vote by electronic means instead of written voting, as stipulated by the regulations or resolutions of the general meeting.
If the terms are amended, the submission of the Application Form for Approval of Terms Change is required.

• Application Form for Approval of Rule Changes (Word 13.1KB)

Example of Voting by Electromagnetic Method

Voting methods such as sending via email, using websites and applications, recording on magnetic disks, etc., and delivering the relevant disks, etc.

(2) Review of Requirements for Approval (Effective November 26, 2021)

The previous system of authorized community-based organizations was introduced with the aim of allowing "Neighborhood Associations" that currently own or plan to own real estate to obtain corporate status with the approval of the mayor of the ward, city, or town, provided they meet certain requirements, and to become the registered name holders in real estate registration.
However, with this amendment, it will be changed so that approval can be obtained regardless of whether or not there is ownership of real estate, etc.

(3) Regarding the Merger of Approved Local Organizations (Effective April 1, 2023)

Prior to the amendment, the Local Government Act did not have provisions regarding the merger of approved local organizations. However, in recent years, with the decline in population and the aging society, there has been a serious decrease in members and a shortage of candidates for officers in approved local organizations. As a result, many organizations are unable to maintain their activities under the existing system, leading to an increased demand for the merger of approved local organizations compared to the past.
In light of the specific calls for the establishment of merger regulations and the simplification of dissolution procedures from local areas, it has been decided to newly establish regulations regarding the merger of authorized community organizations in the Local Autonomy Act and the Local Autonomy Act Enforcement Regulations, allowing for mergers with other authorized community organizations within the same city or town.

• Flow in the case of absorption merger (PDF 401.8KB)
• Flow for New Mergers (PDF 264.8KB)

Requirements for Approval

For approval, it is necessary to meet the following requirements.

[Note] Due to the legal amendments in November 2021, organizations based on local ties can now obtain approval from the mayor of the city or town to facilitate regional collaborative activities, regardless of whether they own real estate or have plans to do so.

Licensing Requirements

1. The purpose is to conduct local community activities that contribute to the maintenance and formation of a good community, such as communication among residents in the area, environmental improvement, and the maintenance and management of meeting facilities, and to be recognized as currently engaging in such activities.
2. That the area is established as objectively clear to the residents.
3. All individuals with an address in the area of the community-based organization can become members, provided that a sufficient number of them are members.
4. Establishing regulations. Within those regulations, matters concerning the purpose, name, area, location of the main office, qualifications of members, matters related to representatives, matters related to meetings, and matters related to assets are specified.

General flow until approval (Newly approved community organization)

Details of the Procedure	Subject of the Procedure
(1) Discussion and decision-making regarding the application for authorized local organizations within the Neighborhood Association	Neighborhood Association
(2) Preliminary consultation with the city (confirmation of required documents, acquisition of application form, confirmation of approval requirements, etc.)	Neighborhood Association
(3) Creation of Terms or Modification of Current Terms	Neighborhood Association
(4) Resolutions at the General Meeting ⇒ Document Submission	Neighborhood Association
(5) Document Review (Approval/Disapproval)	City
(6) Notification to the Neighborhood Association (Approval/Disapproval)	City
(7) Notification (Registration in the Approved Local Organization Ledger)	City

Documents Required for Application

• Application Form
• Terms and Conditions
• Document certifying the resolution made at the general meeting regarding the application for approval
• List of Members
• Inventory of Owned Assets or Inventory of Planned Assets
• Documents describing community activities that contribute to the maintenance and formation of a good local community.
• Documents certifying that the applicant is the representative

• Application Form (Word 25.0KB)
• Asset Inventory (Word 35.0KB)
• Planned Asset Inventory (Word 33.5KB)

Procedures After Approval

1. Issuance of Community Association Certificate

The certificate of community-based organization will be issued based on the request, along with a copy of the approved community-based organization registry. It can be issued from the date of the mayor's announcement.

Requirements for Issuing Certificates

• Request for Issuance
• Applicant's Seal
• Issuance Fee

• Community Organization Registry and Certificate Request Form (Word 29.0KB)

2. Seal Registration as a Recognized Local Organization

You can register the seal of the representative of a land association required for real estate registration, etc. Only the representative of the association can apply.
In addition, a certificate will be issued based on the Application Form for the issuance of the registered seal certificate for authorized local organizations.

Items Required for Seal Registration

• Application Form for Registration of Authorized Local Community Organization Seal
• Registration Form for Authorized Local Community Organization Seal
• Seal Registration Certificate
• Personal Seal of the Registered Representative
• Seal of the registered authorized community organization

Items required for requesting the issuance of a seal registration certificate

Application Form for Issuance of Certification of Registered Seal for Authorized Local Organizations

• Application Form for Registration of Authorized Local Organization Seal and others (Word 29.1KB)

3. Registration

Corporate Registration

The registration of the organization as a designated local entity will be replaced by a public notice issued by the mayor. Registration with the Legal Affairs Bureau is not required.
Furthermore, until this announcement is made, a community-based organization cannot assert its status as a recognized community-based organization against third parties.

Real Estate Registration

For the registration of assets held by a certified local organization, it is necessary to attach the Application Form, documents of cause and evidence, and a certificate of the local organization.
For real estate registration procedures, please consult with a judicial scrivener or the Legal Affairs Bureau.

Regarding Changes to Representatives, Regulations, etc.

If there are any announcements regarding representatives or changes to the regulations, notification and application are required.

Notice Items

The announced matters refer to the following nine items.

• Name
• Purpose defined in the regulations
• Area
• Office
• Name and Address of the Representative
• Whether there is a suspension of the representative's duties by the court and whether a substitute has been appointed (if a substitute has been appointed, their name and address)
• Presence of a representative (If there is a representative, their name and address)
• When the reasons for dissolution are specified in the regulations, those reasons
• Date of Approval

• Notification of Changes to Announcement (Word 17.4KB)
• Application Form for Approval of Rule Changes (Word 13.1KB)