All 10 Documents Organized into 5 Categories
Documents for overseas submission can be organized into 5 use-case categories. Personal identity documents (family register, certificate of residence, birth acceptance certificate) are core to overseas relocation and international marriage; marriage-related documents (marriage acceptance, single status certificate) are required for spouse visa applications and international marriage procedures; employment and income documents (employment certificate, tax payment certificate) are essential for the four overseas work visa categories; education and background documents (diploma, police clearance) are used for academic verification and criminal record checks; corporate and commercial documents (seal certificate) are required for Singapore ACRA incorporation and international commercial transactions. Each document detail page covers country-specific authentication routes, validity periods, and practical notes for the 5 jurisdictions.
Personal Identity Documents
個人身分関係 · Kojin Mibun KankeiPersonal identity documents under the Family Register Act and Basic Resident Registration Act. These are the most fundamental documents used for overseas relocation, international marriage, spouse visa filings, and US IR-1/CR-1 permanent residency applications. All 3 are public documents apostillable directly by MOFA.
The most standard public document for proof of family relationships. Used for spouse visa applications, US IR-1/CR-1 permanent residency, and international marriage procedures. Issued by the municipal office of registered domicile, recording the entire family registry (marriage, birth, adoption, etc.).
Public document certifying current residence. Used for overseas relocation address verification, Singapore ACRA Director registration, international marriage address consolidation, and overseas banking account opening. Available via convenience store kiosks (My Number card).
Public document certifying acceptance of birth registration. Used for US IR-2/CR-2 permanent residency (US citizen children residing abroad), foreign-side birth registration, and parent-child relationship verification. Available the same day birth is registered. Choosing between this and family register requires careful consideration.
Employment & Income Documents
就労・収入証明 · Shuro Shunyu ShomeiCore documents for overseas work visa and employment-related applications, including United States H-1B, United Kingdom Skilled Worker Visa, Singapore Employment Pass, and New Zealand work visa matters. The employment certificate is a private document, so a notary route may be required depending on the receiving authority and document purpose. Employer Coordination Support add-on (+¥11,000) is available.
Private document certifying employment status, prepared by the employer. Used for work visa and employment-related applications, including United States H-1B (USCIS Form I-129), United Kingdom Skilled Worker Visa, Singapore Employment Pass, and New Zealand work visa matters. Company seal, representative seal, and notary route requirements are checked against the receiving authority's instructions.
Public document issued by the Tax Office certifying income and tax payment status. Used for overseas permanent residence applications (USCIS I-485, Singapore PR, New Zealand residence or visa-related applications), work visa income verification, and proof of earnings. Recent 1, 3, and 5-year set options are available for year-by-year application needs.
Education & Background Documents
学歴・経歴 · Gakureki KeirekiDocuments used for overseas graduate school admissions, WES degree evaluation, overseas permanent residence applications, and criminal record verification. The diploma is a private document (issued by educational institutions), requiring the Notary-Verified Route; the police clearance certificate is a public document issued by the National Police Agency, apostillable directly by MOFA.
Private document issued by educational institutions certifying graduation and academic transcripts. Used for overseas graduate school admissions (US Graduate School, UK Postgraduate), WES degree evaluation, and academic verification for work visa applications. Diploma + transcript bundle is the standard combination.
Criminal record certificate issued by the National Police Agency (also called "no criminal record certificate"). Used for overseas permanent residence applications (USCIS, UKVI, ICA, PSA), work visas, international marriage, and immigration filings. Sealed envelope must not be opened; validity periods are short, requiring careful timeline planning.
Corporate & Commercial Documents
法人・商取引 · Hojin ShotorihikiDocuments used for overseas company incorporation, international commercial transactions, and overseas real estate transactions. The seal certificate, based on Japan's distinctive inkan toroku (registered seal) system, functions as the equivalent of a "Notarized Signature Block" from the perspective of overseas counterparties. Singapore ACRA enforces a strict 3-month validity standard.
Use-Case Bundle Packages
Document Bundles for Common Use CasesWe offer 4 bundle packages aligned with typical overseas submission needs. Multiple-document orders qualify for efficient scheduling and bundle discounts. Custom combinations beyond these are available via individual quote.
Identity documentation set required by Corporate Service Providers (CSPs) for Singapore Pte Ltd incorporation. Mandatory for foreign Director registration. Reverse-calculated scheduling for the strict ACRA "within 3 months" requirement. Convenience Store Procurement Support (+¥3,300) can be combined.
Documentation set often used for overseas work visa and employment-related applications, including United States H-1B, United Kingdom Skilled Worker Visa, Singapore Employment Pass, and New Zealand work visa matters. Employment Coordination Support (+¥11,000) can be combined; recent 3-year tax payment certificate set is also supported for income verification.
Two-document set frequently required for spouse visa applications (US IR-1/CR-1, UK Spouse Visa, Singapore LTVP). ¥16,000 OFF (single-item total ¥154,000 → ¥138,000). USCIS and UKVI commonly request both, making this a sensible combination when in doubt.
Two-document set commonly used for United States IR-2/CR-2 permanent residency applications (United States citizen children residing abroad). The birth acceptance certificate is available the same day birth is registered, and combined with the family register provides documentation of parent-child relationship, birth fact, and nationality. Also supports foreign-side birth registration.
Route A vs. Route B: Country-Specific Authentication
Two Routes Across the 5 JurisdictionsAuthentication routes diverge into two paths depending on the destination country and receiving authority. The United States and the United Kingdom generally follow Route A (Translator-Certified Route), while Singapore, New Zealand, and the Philippines may require Route B (Notary-Verified Route) where required by the receiving authority. Employment certificates and other private documents may require a notary route depending on the receiving authority and document purpose.
| Aspect | Route A (the United States, the United Kingdom) | Route B (Singapore, New Zealand, and the Philippines) |
|---|---|---|
| Typical steps | 2 steps | Up to 4 steps where required |
| Step 1 | MOFA apostille procurement | Certified Translation preparation |
| Step 2 | Certification of Translation Accuracy attached | Japanese notary office sworn certification |
| Step 3 | — | Legal Affairs Bureau certification |
| Step 4 | — | MOFA apostille procurement |
| Standard turnaround | 3-5 business days | 5-10 business days |
| Notary public | Often not required for public documents | May be required depending on the receiving authority |
| Legal basis | USCIS 8 CFR §103.2(b)(3), etc. | ICA, Immigration New Zealand, and other receiving authority requirements |
Note: Whether a notary-office step is required depends on whether the document is a public document, such as a family register, residence certificate, or certificate of acceptance, or a private document, such as a translation, affidavit, power of attorney, or employment certificate. Where the receiving authority specifies requirements, the authentication route is determined based on those requirements.
Each document detail page covers country-specific authentication requirements, validity periods, and practical notes across the 5 jurisdictions. Our Country-by-Country Guide is updated continuously with the latest practice information.
Common Questions About the Documents Catalog
Frequently Asked QuestionsI'm not sure which of the 10 documents I should obtain. How do I decide?
The document set depends on your destination country and application purpose. Common cases:
- Spouse visa applications (US IR-1/CR-1, UK Spouse Visa): Family register + marriage acceptance certificate (International Marriage Bundle)
- Work visa and employment-related applications (H-1B, Skilled Worker, EP, New Zealand work visa matters): Employment certificate + certificate of residence + tax payment certificate + police clearance (Overseas Work Visa Bundle)
- Singapore ACRA company incorporation: Seal certificate + certificate of residence (Singapore ACRA Incorporation Bundle)
- United States IR-2/CR-2 permanent residency applications: Birth acceptance certificate + family register (United States IR-2/CR-2 Birth Documentation Bundle)
- Overseas graduate school admissions / WES degree evaluation: Diploma + academic transcripts
We confirm your destination requirements at engagement and provide the expected document combination. See the 4 bundle packages on this page for typical combinations.
Are bundle discounts available for multiple-document orders?
Yes — bundle discounts apply for simultaneous multiple-document orders. The 4 bundle packages featured on this page represent typical combinations:
- Singapore ACRA Incorporation Bundle (seal certificate + certificate of residence)
- Overseas Work Visa Bundle (employment + residence + tax + police)
- International Marriage Bundle (family register + marriage acceptance) = ¥138,000 / ¥16,000 OFF
- US IR-2/CR-2 Birth Documentation Bundle (birth acceptance + family register)
Custom combinations beyond these are available via individual quote. Optional add-ons (Employment Coordination Support +¥11,000 for employment certificates, Convenience Store Procurement Support +¥3,300 for individual seal certificates) can be combined with bundle pricing.
Do you handle countries other than the United States, the United Kingdom, Singapore, New Zealand, and the Philippines?
Our service scope covers five countries: the United States, the United Kingdom, Singapore, New Zealand, and the Philippines. Destinations outside our scope:
- Germany, France, Spain, Italy, Brazil, etc.: sworn translator routes apply — outside our scope
- Vietnam, China, etc.: embassy translation certification routes apply — outside our scope
- Other non-Hague Convention countries: consular legalization routes (MOFA + embassy certification) may apply
By limiting the scope to these 5 countries, we check the format against receiving authority requirements. For destinations outside our scope, we can refer you to appropriate specialist firms.
I'm based overseas. Can you procure Japanese documents on my behalf?
Yes — we handle the entire process by power-of-attorney-based procurement service. Most clients are based overseas. The workflow:
- (1) Document procurement (¥5,500/document + actual costs, from registered domicile or residence registry)
- (2) MOFA apostille procurement at Kasumigaseki
- (3) Certified Translation preparation (with gyoseishoshi's Certification of Translation Accuracy)
- (4) International shipping (DHL or EMS to destination country)
Most clients are based in the United States, the United Kingdom, Singapore, New Zealand, or the Philippines. WhatsApp Business is available for time-zone-friendly communication. Please prepare a power of attorney template, passport copy, and registered domicile information when contacting us.
How long does the entire process take from document procurement to overseas submission?
It depends on the destination country (Route A or B) and document type:
- Route A (the United States, the United Kingdom): Standard 3-5 business days
- Route B (Singapore, New Zealand, and the Philippines): Standard 5-10 business days
- Employment certificate and other private documents: 5-10 business days (including employer coordination and route confirmation)
- With procurement service: Above + 3-5 business days (document procurement time)
- International shipping: Above + 3-7 business days (DHL, EMS, etc.)
Express processing (next-business-day, +50%) and same-day rush (+150%) are also available. Documents with short validity periods (police clearance, employment certificate, seal certificate) require careful reverse-calculated timeline planning from the final submission deadline. We provide a reverse-calculated schedule at engagement.