What is a Japanese Diploma / Academic Transcript?
卒業証明書 / 成績証明書 · Sotsugyo Shomeisho / Seiseki ShomeishoA Japanese diploma (sotsugyo shomeisho, 卒業証明書) is an official document issued by a university or educational institution to certify the fact of graduation. Together with the academic transcript (seiseki shomeisho, 成績証明書), it may be used for proving educational credentials abroad, including graduate school applications, work visas and skilled-worker-related applications across the five Anglophone jurisdictions, professional licensure (medical, nursing, engineering), and credential evaluation services (WES, ECE, IERF, UK ENIC, NZQA).
A critical branching point exists in the apostille process for Japanese diplomas: the authentication route depends on whether the issuing university is a national / public university or a private university. Diplomas issued by national university corporations (kokuritsu daigaku hojin, 国立大学法人) and public university corporations (koritsu daigaku hojin, 公立大学法人) may be handled as public documents, allowing direct apostille from the Ministry of Foreign Affairs in some cases. Diplomas issued by private universities (shiritsu daigaku, 私立大学) may be handled as private documents and may require a notary-route authentication step through notary public, Legal Affairs Bureau, and finally MOFA apostille.
Our office is located in Akasaka, Tokyo — within close proximity to the Ministry of Foreign Affairs (Kasumigaseki). We confirm the route and timeline based on the receiving authority, issuing institution, and document format, including time-sensitive graduate school applications and visa renewal cases.
A note on terminology: A gyoseishoshi (行政書士) is a Japanese certified administrative procedures specialist licensed under the Gyoseishoshi Act. The profession is a national qualification regulated by the Ministry of Internal Affairs and Communications, with statutory authority to prepare and submit documents to government agencies, including apostille applications.
Government Targets & Diploma Authentication Context
How Diploma & Transcript Apostille Fits Academic MobilityBy Cabinet Decision of June 13, 2025 (Basic Policy on Economic and Fiscal Management and Reform 2025; Grand Design and Action Plan for a New Form of Capitalism, 2025 Revision), the Japanese government formally adopted policy targets to expand bidirectional academic mobility through 2033. Of relevance to diploma and transcript authentication, the number of long-term degree-seeking students abroad is targeted to grow approximately 2.4 times (from 62,000 to 150,000). Certified Translation and apostille of diplomas, academic transcripts, and recommendation letters may be used for graduate school admissions, professional licensing, and credential evaluation.
· Total Japanese students dispatched abroad: 136,048 → 500,000
· Joint Degree Programs: 27 → 50
· Double Degree Programs: 349 → 800
For the United States and United Kingdom markets, MEXT’s “Inter-University Exchange Project” (Re-Inventing Japan Project) provides related policy context: 13 consortia have been selected for United States partnerships during FY2023–FY2027 (FY2026 budget request: JPY 350 million), and 8 consortia have been selected with United Kingdom partners during FY2022–FY2026 under the Indo-Pacific Region partnership stream. Our office supports diploma, transcript, and degree certificate authentication for the five Anglophone jurisdictions: the United States, the United Kingdom, Singapore, New Zealand, and the Philippines.
Sources: MEXT, “Latest Status of University Internationalization Initiatives” (September 18, 2025); Education Future Creation Council, “J-MIRAI: Initiative for Future Generations” (Second Recommendation, April 27, 2023).
National / Public University vs. Private University Routing
The Critical Branching Point in Diploma AuthenticationThe authentication route for Japanese diplomas branches based on the legal status of the issuing university — a structural distinction unique to academic documents (not applicable to family registers or police clearance certificates). Before engagement, please confirm whether your alma mater is a national / public institution or a private institution.
Diplomas issued by national university corporations and public university corporations may be handled as public documents. With the official seal of the university president or registrar's office, the diploma may be eligible for direct apostille from MOFA.
Diplomas issued by private universities may be handled as private documents. Private university documents may require a notary-route authentication step by a Japanese notary public, followed by certification at the Legal Affairs Bureau.
Note: Even for private universities, when the registrar's office has prepared the diploma in an "Affidavit format" with a sworn statement from the university president or dean, the notary process may be simplified. We confirm the issuing university's standard practice at engagement and advise on the procedure.
Authentication Requirements by Country
Two Routes — Translator-Certified vs. Notary-VerifiedAuthentication route and translation requirements differ by destination country. The United States and the United Kingdom may use Route A — Translator-Certified Route, subject to receiving authority instructions. Singapore, New Zealand, and the Philippines may require Route B — Notary-Verified Route where requested by the receiving authority. For diplomas, this is layered on top of the public / private university distinction described above.
United States
USCIS · State Licensing · Graduate Schools · WES / ECE / IERF Route AUnited Kingdom
UKVI · UK ENIC · UK Universities Route ASingapore
MOM · ICA · EduTrust · NUS / NTU Route BNew Zealand
NZQA · Immigration New Zealand · Universities Route BPhilippines
CHED · DFA · Bureau of Immigration Route BProcess & Timeline
From Inquiry to DeliveryStandard processing takes 3-7 business days from inquiry to delivery. Diplomas issued by private universities may require additional time due to notary and Legal Affairs Bureau steps. Express service (next-business-day, +50%) and rush service (+150%) may be available depending on the document and route. The process is supported for clients residing overseas, with international shipping via DHL or EMS.
Pricing for Diploma & Academic Documents
Standard Package and Translation-Only OptionsTwo pricing plans are available for diploma apostille and certified translation. For overseas submissions, the Country-Specific Standard Package (¥77,000) — a unified price across all 5 countries — is the most frequently selected option. Note: for private university diplomas, notary public fees (approximately ¥11,500) are added as actual disbursements.
8 Common Issues with Diploma Authentication
Frequently Asked QuestionsDiplomas are commonly used in graduate school applications and work visa or skilled-worker-related procedures across the five Anglophone jurisdictions, and there are several procedural points to check depending on the receiving authority, issuing institution, and document format. Below are eight common issues identified by our office, along with how we address each.
Can you assist with apostille for a Japanese degree certificate?
Yes. We can assist with apostille procurement and certified English translation for Japanese degree certificates, graduation certificates, diplomas, and academic transcripts. The appropriate route depends on the issuing institution, document format, and receiving authority. National and public university documents may be handled through the public-document route, while private university documents may require a notary-route authentication step before apostille.
I have an English diploma issued by my Japanese university. Do I still need a certified translation?
The answer depends on the destination authority:
- USCIS & graduate schools in the United States: May use English-language diplomas issued directly by Japanese universities, while a Certification of Translation Accuracy may also be requested
- UKVI & UK ENIC: May use university-issued English certificates, though third-party translator certification may also be requested
- Singapore MOM, New Zealand NZQA, the Philippines CHED: Receiving authorities may request certified translation or additional authentication in addition to university-issued English certificates
Please share whether you have a university-issued English diploma at engagement, along with the latest instructions from the receiving authority. We check requirements against the receiving authority's instructions.
Are the procedures different for national / public universities versus private universities?
Yes. This is an important branching point in diploma apostille processing.
| University Type | Document Class | Authentication Path | Steps |
|---|---|---|---|
| National / Public | Public document | Direct MOFA apostille | 2 steps |
| Private | Private document | Notary → Legal Affairs Bureau → MOFA | 4 steps |
For private universities, notary public fees (approximately ¥11,500) are added as actual disbursements. Note: even for private universities, when the registrar's office uses an "Affidavit format" with a sworn statement from the university president, the procedure may be simplified. We confirm at engagement and advise on the optimal approach.
Do I need both my diploma and academic transcript?
Requirements vary by purpose. The following table summarizes typical requirements for overseas submissions:
| Destination | Documents That May Be Requested |
|---|---|
| Graduate schools in the United States (Master's, PhD) | Diploma + transcript may be requested |
| USCIS H-1B specialty occupation | Diploma (transcript supplementary) |
| WES, ECE, IERF credential evaluation | Diploma + transcript may be requested |
| UKVI Skilled Worker visa | Diploma may be requested; transcript depends on the instructions |
| United Kingdom postgraduate programs | Diploma + transcript may be requested |
| Singapore MOM work pass matters | Diploma may be requested; transcript depends on the document purpose |
| New Zealand work visa or skilled-worker-related applications | Diploma may be requested; transcript depends on the document purpose |
When uncertain, we check whether both diploma and transcript should be prepared. Our office offers efficient combined scheduling for clients ordering both documents.
I only have my diploma in my maiden name. Can it be reissued in my current surname?
Diplomas typically cannot be reissued under a different name. Most universities follow the principle of issuing certificates reflecting the student's name at graduation.
The following solutions are commonly used:
- Solution 1: Family register submission. Provide the family register (koseki tohon) showing the marital name change as proof of identity continuity
- Solution 2: Affidavit of Name Change. Prepare a sworn statement, have it notarized at a notary public office, and obtain an apostille
- Solution 3: University reissuance. Some universities will reissue the diploma with both maiden and current names listed (subject to confirmation with the registrar)
Our office handles bundled cases: diploma apostille + family register apostille + Certified Translation, with optimized scheduling for the combined service.
What if my university is far from Tokyo, no longer exists, or is overseas?
Our office provides the following services:
- Distant universities within Japan: With power of attorney, we obtain the diploma via mail request or in-person retrieval (¥5,500 per document + actual fees)
- Closed or merged universities: The Ministry of Education's archival authorities, successor institutions, or designated record-keepers may need to be approached. Our office identifies the correct path
- Overseas universities: Diplomas issued by overseas institutions cannot be apostilled in Japan. The apostille is usually obtained in the issuing country, then translated. We provide guidance on this alternative procedure
If your graduate school deadline is approaching, combining with express options enables a practical timeline based on the document and destination requirements.
My graduate school deadline is approaching. What is a suitable turnaround timeline?
Turnaround time depends on university type and selected express option:
| Scenario | Standard | Express (+50%) | Rush (+150%) |
|---|---|---|---|
| National / public · the United States / the United Kingdom | 3-5 business days | Next-business-day | May be available |
| National / public · Singapore / New Zealand / the Philippines | 4-6 business days | 2-3 business days | Subject to confirmation |
| Private · the United States / the United Kingdom | 5-7 business days | 3 business days | Not usually available |
| Private · Singapore / New Zealand / the Philippines | 6-8 business days | 4 business days | Not usually available |
Our office is positioned in Akasaka with access to the Ministry of Foreign Affairs in Kasumigaseki, and we check the route and timing for time-critical graduate school applications and visa renewals. Please share your deadline at engagement.
How do diploma requirements differ between the 5 countries?
Major requirements across the 5 countries served by our office:
| Country | Translation Route | Major Recipients | Notes |
|---|---|---|---|
| United States | Route A | USCIS / WES / Graduate schools | WES credential evaluation is commonly used; transcripts may be requested |
| United Kingdom | Route A | UKVI / UK ENIC / Universities | UK ENIC (formerly UK NARIC) may be used for credential evaluation |
| Singapore | Route B | MOM / NUS, NTU, SMU | Diploma may be requested for work pass matters |
| New Zealand | Route B | NZQA / Immigration New Zealand / Universities | May be used for qualification assessment, work visa, and skilled-worker-related procedures |
| Philippines | Route B | CHED / DFA / Universities | May be used for CHED credential evaluation or other academic procedures |
Route A (the United States / the United Kingdom): May be completed with gyoseishoshi's Certification of Translation Accuracy, subject to the receiving authority's instructions.
Route B (Singapore, New Zealand, and the Philippines): May require Japanese notary public, Legal Affairs Bureau, and MOFA apostille steps where requested by the receiving authority.
For more details, please refer to our Country-by-Country Guide.