How to postmark revenue stamps correctly?

Revenue stamps are required for various procedures, and the correct postmark makes the procedure valid. It is important to postmark correctly, as incorrect postmarking may invalidate the procedure. In this article, we will explain the specific steps and precautions for how to postmark revenue stamps and how to postmarks incorrectly.

What is a revenue stamp?

A revenue stamp is a printed document issued by the government that is pasted during official procedures to prove that the procedures were carried out properly. In Japan, it is mainly used for payments of taxes and utility charges, applications for public procedures, contracts, etc.

Revenue stamps have a face value depending on the amount to be paid, and there are various face values ​​from 1 yen to 100,000 yen. When affixing revenue stamps, you must affix them to the specified face value. Additionally, revenue stamps cannot be reused, so they must be postmarked and invalidated after use.

Where should I affix the revenue stamp?

The location where the revenue stamp is affixed varies depending on the purpose of use. Generally, it is often pasted in the following places.

• When pasting it on a contract or deed, paste it in the signature area or seal area.
• If necessary for legal procedures (document submission, application, notification, lawsuit, etc.), paste it in the designated place on the document to be submitted.
• If necessary when paying taxes or fees, please paste it in the designated area at the payment counter.

The place to affix the revenue stamp will vary depending on the purpose and procedure, so be sure to affix it in the appropriate place depending on the purpose of use. There may be rules regarding the location and method of pasting, so please check before pasting.

What is the postmark used when pasting revenue stamps?

Postmarking when affixing a revenue stamp is a procedure that is performed to mark the revenue stamp as no longer used. This prevents revenue stamps from being reused. To postmark, affix a HANKO or stamp to the revenue stamp.

Why do we need a postmark?

The reason why a postmark is required is to prevent revenue stamps from being reused. Revenue stamps have the role of guaranteeing the legitimacy of procedures, and if stamps that have been used once are reused, the legitimacy of the procedures may be compromised. The postmark clearly indicates that the stamp has been used and prevents it from being reused.

What happens if I don't postmark it?

Incorrect postmarks can cause issues such as:

1. procedure becomes invalid
2. cause trouble

If there is no postmark, the procedure may be invalidated. Similarly, incorrect or unclear postmarks may delay the process and require re-processing. For this reason, it is important that the revenue stamp is properly postmarked to prove that it has been used.

How to correctly postmark revenue stamps

When postmarking revenue stamps, you must do so in the correct manner. This is because stamps can be reused if they are not postmarked in the correct manner. Be sure to postmark in the correct manner, and if you make a mistake, correct it immediately.

Please refer to the National Tax Agency website for detailed instructions on how to postmark properly.
(Reference: National Tax Agency: How to postmark a tax stamp https://www.nta.go.jp/law/shitsugi/inshi/06/03.htm)

How to postmark correctly

According to the National Tax Agency website, the correct way to postmark is as follows.

• Stamp clearly so that it overlaps the color pattern on the stamp

The reason a stamp or signature is required is to make it clear who posted the postmark. The purpose of postmarking is to prevent the stamp from being reused, so postmarks and signatures must not be easily erased. Please note that signatures that can be easily erased, such as those written in pencil, do not constitute a postmark.

• The stamp can be erased using a stamp or a signature.

The signature must be handwritten by yourself. Your full name, common name, Shop Name, etc. are also valid signatures. Simply writing "Seal" or drawing a diagonal line through it will not be considered a signature or seal, and will not be considered a postmark.

• The person who postmarks can be someone other than the document creator.

As long as the reuse of the stamp can be prevented, even people other than the person who created the document can postmark it.

• Stamps affixed to documents created jointly by multiple people only need to be erased by one of the creators.

The purpose of the postmark is to prevent the stamp from being reused, so only one person who created the document needs to post the postmark. There is no problem if everyone postmarks.

• The stamp used for the postmark does not have to be the one used on the document.

The stamp used for postmarking does not have to be the same stamp used on the document. You may also use rubber stamps that display date stamps, job title, name, etc. The important thing is to postmark the stamp properly and prevent the stamp from being reused.

How to postmark incorrectly

As an incorrect method of postmarking, drawing a diagonal line or double line on the revenue stamp will not be recognized as a postmark. Also, postmarks made with something that is easy to erase, such as a pencil, or symbols that say "seal" are not valid. If the postmark is unclear, it may be assumed that the postmark was not posted, so be sure to postmark it so that you can see the stamp. To correct an incorrect postmark, draw a double line over the incorrect HANKO , place the correction stamp over the incorrect stamp, and press it. Then press the correct seal in the correct place. By stamping the same HANKO a little over the incorrect HANKO , you can invalidate the mistaken HANKO and stamp the correct HANKO in the blank space.

What is the difference between a postmark, a warisin, and a seal?

Postmarks, wari seals, and seals are HANKO with different roles.

What is a postmark?

A postmark is a HANKO stamped on a stamp to show that it has been used. Postmarking prevents the revenue stamp from being reused and confirms the payment of taxes and fees. Postmarks are generally affixed using a stamp or HANKO that has the date, time, name, signature, etc. printed on it.

The postmark can be either a stamp or a signature; in the case of a stamp, it must be stamped clearly so that it appears on the stamp paper. In the case of a signature, the name and other information must be written in an indelible pen, and double or diagonal lines are not allowed.

What is Wari-in?

A stamp is a method of stamping two or more documents so that they span the stamp, indicating the relationship between the documents. When the documents are separated, the HANKO remains on both documents. Because the HANKO is split into two, it is called a ``wari-in.''
Each person who concludes a contract holds one copy of the stamp. By having one copy of each document held by each party to the contract, it is possible to prevent one of the documents from being tampered with, and the purpose is to avoid the possibility of unauthorized duplication. Although there is no fixed position for placing the mark, generally speaking, two copies of the contract are stacked one on top of the other, slightly shifted vertically or horizontally, and the seal is placed across the overlapped parts.

What is a seal?

A seal is a HANKO stamped to prove that a multi-page contract is a single document. The seal should be HANKO across both pages. The function is to prevent fraudulent troubles such as documents being added or replaced after the HANKO is affixed.
Wari-in and kiin are often confused, but they have different roles. A warrant is used when two or more copies of a contract are created (such as an original and a copy), and a seal is used to show that the pages are continuous.

Points to note when postmarking revenue stamps

When postmarking, please note the following points.

Make sure it is postmarked

Before postmarking, make sure the revenue stamp is affixed in the correct place. Also, after postmarking, make sure that the ink from the HANKO is firmly attached to the revenue stamp and that the postmark impression is clear. If the postmark is unclear, it may be assumed that the postmark was not posted, so be sure to postmark it so that you can see the stamp.

Is the postmark clearly visible?

When postmarking, it is important to place HANKO in the center of the revenue stamp. Make sure that the size of the HANKO is suitable for revenue stamps, and be careful about the amount of pressure you use when HANKO. If you use too much force, the HANKO may blur and the paper may tear. On the other hand, if the pressure is insufficient, the impression may become unclear. By pressing with the appropriate amount of pressure, you can obtain clear impressions.

What to do if you mistakenly postmark a revenue stamp

If you make a mistake with the postmark, here are some ways to deal with it. Rules regarding postmarks may vary depending on the procedure, so you should definitely check with the relevant authorities for more information.

If you forget the postmark

If you notice that you have forgotten to postmark, immediately postmark it in an appropriate manner. If a revenue stamp is not postmarked, it may be considered that the procedure has not been completed correctly, so it is important to deal with it as soon as possible.

If the seal impression is missing, move it and postmark it.

If you notice that the seal impression is missing or unclear, adjust the pressure and position of the HANKO and try postmarking again. At this time, please postmark within the frame of the revenue stamp and be careful not to overlap the stamps. Also, be careful not to damage the revenue stamp.

summary

In this article, we explained how to postmark revenue stamps. Postmarking is an important process for the procedure to be valid and must be done in the correct manner. When postmarking, be careful of the size and pressure of the HANKO, and make sure to press the stamp so that it leaves a clear impression in the center of the revenue stamp.

If you have any questions or concerns about HANKO , please contact Hanko Shop 21. Hanko Shop 21 has approximately 300 stores nationwide, and we provide one-stop service from answering questions about HANKO to creating original HANKO and creating business HANKO.