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Getting Started with MailMate
To get started, create an email account or book a demo with us here: Link
After the demo, we will follow up with the onboarding steps via email:
1. ID & Verification
For Individuals
Required documents: a passport and a government-issued document (such as a driver's license or utility bill) that shows your current residential address.
We will then send a verification code to the address listed on the document.
For Companies
Required documents:
- The Touki / company registration issued within 6 months that shows the company's current address
- The passport and a government-issued document showing the representative's current residential address.
We will then send two verification codes: one to the company address listed on the Touki, and one to the representative's address listed on the government-issued document.
Important: ID Photo Submission
When submitting your ID, please ensure you take a live photo or scan directly of the original document. Photos of photos, or scans of scans, may be flagged as fraudulent by our verification system. If your submission is rejected for this reason, we will send you a live capture link to resubmit.
Note:
The verification code is sent by registered mail. Someone must be present at the address to receive it, as a signature is required upon delivery. The code cannot be sent as regular mail, forwarded electronically, or redirected to a different address — this is required under Japanese anti-money laundering regulations (the Act on Prevention of Transfer of Criminal Proceeds).
If your company address is a virtual office (e.g. Regus or similar): please confirm in advance with that provider that they are able to receive registered mail on your behalf. If no one is available to receive the letter, redelivery can be arranged, but this may delay your onboarding.
About the Power of Attorney (POA)
As part of onboarding, we will ask you to sign a Power of Attorney. This document authorises MailMate to open a mail address on your behalf — it is not related to your business registry address and does not change any official company registration details.
MailMate is a virtual address and bill-pay enablement operator. These services are governed by the Japanese Act on Prevention of Transfer of Criminal Proceeds and the Payment Services Act.
You may use our other services (such as AP Management, Expense Management, and other back-office functions) without ID verifications; however, all mail receipt and bill-related services require an ID check before service can begin.
2. E-signature
We will send you a link via SignTime to review and sign the agreement. Note: MailMate signs the contract on our side once we have received and confirmed your verification code. You will receive the finalised version at that point.
3. Subscription
We will send you a link to subscribe to our service.
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.