Steps for Individuals to Ship a Nihontō Abroad — From the Agency for Cultural Affairs' Antique Art Export Inspection Certificate and Return of Registration Certificate to Packing and Selecting a Carrier

The Difference Between Individual Export and Dealer Export — What to Understand as a Starting Point

There are two ways to send a nihontō abroad: "export through a dealer (sword dealer)" and "direct export by an individual." When going through a sword dealer, export procedures are handled by professionals, but when an individual collector sends directly to an overseas acquaintance, an auction winner, or themselves (such as when relocating abroad), all procedures must be handled by the individual.

This article explains the practical steps on the premise that an individual legally handles the procedures themselves to ship a nihontō abroad. For the full picture of regulations surrounding customs duties and CITES (the Washington Convention), please also refer to the Complete Guide to Nihontō Export Abroad.

Step 1: Confirm the Legal Basis for Export

The export of nihontō is primarily governed by the following laws.

Foreign Exchange and Foreign Trade Act

Under the Foreign Exchange and Foreign Trade Act and the Export Trade Control Order, the export of certain items requires the permission (Article 1 of the Order) or approval (Article 2 of the Order) of the Minister of Economy, Trade and Industry. What concerns swords is the approval, which applies to kokuhō (National Treasures), jūyō bunkazai (Important Cultural Properties), jūyō bijutsuhin (Important Art Objects), and similar items (Item 43 of Appended Table 2 of the Order), as well as swords destined for Russia (as an economic sanctions measure; Article 2, Paragraph 1, Item 1-4 and Appended Table 2, Item 3 of the Order) (Export Trade Control Order (e-Gov Law Search)). Swords are not list-controlled items, and for transactions involving ordinary registered swords being sent to general countries, there is no procedure to apply to the Ministry of Economy, Trade and Industry (METI) for export permission or approval.

Regulations under the Act on Protection of Cultural Properties

The export of nihontō is subject to restrictions under the Act on Protection of Cultural Properties. When taking a nihontō (antique art object) abroad, including swords with a registration certificate, it is required to obtain an "Antique Art Export Inspection Certificate" through an application to the Agency for Cultural Affairs. The specific categories are as follows:

• Swords designated as jūyō bunkazai (Important Cultural Properties) or kokuhō (National Treasures): In principle, export is prohibited
• Swords certified as jūyō bijutsuhin (Important Art Objects): These also cannot, in principle, be exported (Agency for Cultural Affairs "Antique Art Export Inspection Certificate")
• Ordinary swords with no designation (with a registration certificate as an art object): Obtaining an Antique Art Export Inspection Certificate is required

It is important to note that even ordinary registered swords cannot be exported solely through a customs declaration. It is strongly recommended to confirm the necessary procedures in advance with the Agency for Cultural Affairs or the nearest customs office.

Step 2: Application to the Agency for Cultural Affairs for the Antique Art Export Inspection Certificate

When exporting a nihontō, including ordinary swords with a registration certificate, an application to the Agency for Cultural Affairs is required. This certificate is issued by the Agency for Cultural Affairs after it confirms that the sword to be exported is not designated as a kokuhō (National Treasure) or jūyō bunkazai (Important Cultural Property) and does not constitute a certified jūyō bijutsuhin (Important Art Object); customs may request this confirmation. Applications are accepted by mail, and the form and mailing address can be confirmed on the Agency for Cultural Affairs' page (the Agency for Cultural Affairs has announced that the application form has been changed due to organizational restructuring).

Application Documents

• Application form for the Antique Art Export Inspection Certificate (the form prescribed by the Agency for Cultural Affairs)
• A copy of the front of the registration certificate (issued by the prefectural Board of Education)
• Photographs of the sword (the front and back of the entire blade with the saya (scabbard), tsuka (hilt), and habaki removed, and an enlarged photograph or rubbing of the nakago (tang))
• A return envelope for the certificate (such as a Letterpack)

As the Agency for Cultural Affairs advises that due to an increase in applications, issuance of the certificate may take longer than usual, apply with ample lead time before the planned export. Once the certificate is issued, submit the original to customs at the time of export clearance.

Step 3: Return of the Registration Certificate

The registration certificate becomes invalid the moment the sword is taken out of the country. The invalidated registration certificate must be returned to the prefectural Board of Education that registered the sword (i.e., that issued the registration certificate) (Tokyo Metropolitan Board of Education "When Exporting Firearms and Swords" · Saitama Prefecture "Export of Firearms and Swords (Taking Them Abroad)"). The practical details of obtaining, reading, and reissuing the registration certificate are summarized in the Complete Guide to Nihontō Registration Certificates.

Short-term exports for overseas exhibitions or iai demonstrations are also included in "export," and the registration certificate becomes invalid in the same way. A sword brought back to Japan must be re-registered with the prefectural Board of Education of the owner's residential address.

Step 4: Practical Export Customs Declaration

Required Documents

• Export declaration form (customs format)
• A copy of the registration certificate (the original becomes invalid the moment it is taken out of the country and must be returned to the Board of Education that issued it)
• Invoice (commercial invoice) — state the export value accurately
• Packing list
• Antique Art Export Inspection Certificate (issued by the Agency for Cultural Affairs)

Selection of HS Code

An appropriate HS code (tariff classification code) must be selected for the export declaration of a nihontō. In the tariff schedule, swords fall under 9307.00 (swords, cutlasses, bayonets, lances, and similar arms). However, swords more than 100 years after manufacture are excluded from Chapter 93 and classified as antiques under heading 97.06 (9706.10 for those more than 250 years after manufacture, and 9706.90 for others) (Customs "Tariff Schedule Explanatory Notes" Chapter 93 · Chapter 97). 9705.10 is the number for collections of archaeological, ethnographic, or historical interest and is not a general number for antiques. When in doubt, confirm at the customs window before export.

Declared Value (Invoice Amount)

The invoice amount must accurately state the actual transaction price (or market value). Under-declaration constitutes a violation of the Customs Act and carries the risk of clearance suspension or confiscation. Even for gratuitous transfers, state the market value and add a note such as "Gift."

Step 5: Packing Standards and Practice

Packing for international shipment of a nihontō must take into account both the physical safety of the sword and legal issues during transport (treatment as a dangerous bladed weapon).

Recommended Packing Method

1. Placing in a tōfukuro (sword bag): First place the sword in a tōfukuro so that the blade does not come into direct contact with external materials.
2. Placing in a kiri (paulownia wood) box: Place the sword (still in the tōfukuro) inside a kiri box (wooden), and pack cushioning material (Japanese paper, cushioning sheets) inside the box to secure it. Ensure at least 2–3 cm of cushioning in all directions so the sword does not move inside the box.
3. Packing in an outer box (cardboard): Place the kiri box inside a double-walled cardboard box and completely protect the surrounding space with foam polystyrene or air-cushion (bubble wrap) packaging.
4. Labeling on the outer box: Affix labels reading "FRAGILE," "KEEP FLAT," and "THIS SIDE UP" on all four sides. The description on the shipping label or invoice must not be changed to something like "ANTIQUE ART OBJECT" to conceal the fact that it is a sword. Export customs declarations require that the description of goods be declared, and exporting with a false declaration is subject to penalties (Articles 67 and 111 of the Customs Act (e-Gov Law Search)). Whether swords are accepted varies by carrier, so instead of falsifying the description, choose a carrier that accepts them (Step 6).

Blade Protection

Do not secure the blade with tape or similar materials (adhesives damage the blade surface). Keep the habaki fitted, place the sword in the saya (scabbard), and secure the saya firmly using the tōfukuro cords so it cannot come out.

Step 6: Selection of International Carrier

Selecting an international carrier for nihontō (bladed weapons / art objects) requires different considerations from ordinary cargo.

Carriers That Can Handle the Shipment

• Specialist fine art carriers: The safest option, with comprehensive insurance coverage. Recommended for shipping important swords. Costs are high but thorough.
• General international courier services (DHL, FedEx, UPS): Regulations may prohibit or restrict the shipment of swords (bladed weapons). Confirm in advance whether they are accepted under each carrier's regulations.
• Japan Post international mail (EMS, etc.): Japan Post does not list swords among universally prohibited items, but packages containing swords with a blade length of 15 cm or more require a "Dangerous Weapons Label for International Mail" to be affixed, and they may be returned if they cannot be loaded onto the aircraft due to airline conditions. Some countries and regions cannot receive them, so check the country- and region-specific information (Japan Post "Items That Cannot Be Sent as International Mail").

Notes When Using International Couriers

International couriers such as UPS and FedEx may prohibit or restrict the shipment of "edged weapons." The description must not be changed to "antique art object" or similar language to avoid these restrictions. Declare the description of the goods accurately on the export customs declaration (Customs Act (e-Gov Law Search), Article 67). Whether they will accept the shipment should be confirmed with each carrier.

Step 7: Using a Customs Broker

Because individual export clearance involves many documents and is complex, the use of a customs broker (forwarder) is strongly recommended.

A forwarder is a specialist who handles the preparation of the export declaration form, submission to customs, and coordination with the carrier. Costs vary by firm and case, so confirm by requesting a quotation.

When engaging a forwarder, confirm in advance whether they have a track record in exporting swords as art objects. Because swords are handled differently from ordinary cargo, the selection of an experienced firm is key to success or failure.

Import Regulations of the Receiving Country

It is also essential to check in advance the import regulations of the destination country. The situation in major countries:

Regulations in destination countries are subject to change, so it is essential to confirm with the embassy in Japan or a local specialist firm before shipping.

Summary: For Individual Export, "Complete Documentation + Use of Specialist Firm" Is the Key to Success

Personal overseas shipment of a nihontō is a complex procedure requiring threefold confirmation — under the Act on Protection of Cultural Properties, the Foreign Exchange and Foreign Trade Act, and the laws of the destination country. Even for an ordinary registered sword, obtaining the Agency for Cultural Affairs' Antique Art Export Inspection Certificate is required, and the process is not complete with customs declaration alone. The keys to success come down to two points: "completeness of documentation" and "selection of a specialist firm with experience in sword export."