Key Points
- Diplomas, graduation certificates, degree certificates, academic transcripts, and related records are educational documents issued by schools, universities, and other educational institutions.
- The authentication route depends on the legal status of the issuing institution, the form of the document, the signature or seal appearing on it, and the receiving authority's instructions. A notary-route procedure may be required where the document is treated as a private document.
- For submissions to the United States, the United Kingdom, Singapore, New Zealand, and the Philippines, we review the required authentication procedure and Certified Translation into English.
- The receiving authority may require direct transmission by the institution, an unopened sealed envelope, electronic delivery, or a specified form of original or copy. The submission method should be confirmed before opening, translating, or authenticating the record.
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 route check exists in the apostille process for Japanese diplomas: the authentication route should not be determined solely by whether the school is national, public, or private. Documents issued by incorporated national university corporations, public university corporations, and private universities should generally be reviewed on the assumption that a Japanese notary-route authentication step may be required before MOFA apostille. Exception review may apply to documents issued by non-incorporated national or public universities, or to documents issued before incorporation, depending on the receiving authority, issuance date, issuing institution, and document format.
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
MEXT-related materials set policy targets for expanding Japanese students’ overseas mobility and increasing long-term degree-seeking study abroad by 2033. Against that policy background, demand may increase for diploma and transcript review in graduate school admissions, credential evaluation, and skilled-worker-related procedures. 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).
University-Issued Document Routing
Issuance Date, Issuing Institution, and Document Format CheckThe authentication route for Japanese diplomas and academic transcripts is not determined solely by national / public / private status. Student-facing documents issued by incorporated national university corporations, public university corporations, and private universities may be eligible for MOFA public-seal confirmation, but are in principle not eligible for a direct MOFA apostille; where an apostille is required, a notary-route authentication step may be required before MOFA apostille. Public-seal confirmation is a MOFA authentication considered where the receiving side requires consular legalization, and is not presented as a substitute for an apostille for a Hague Convention destination. We confirm the route based on the receiving authority, issuance date, issuing institution, and document format. (Reference: MOFA: Application Procedure and Required Documents)
This includes documents issued by incorporated national university corporations, public university corporations, and private universities. These documents may be eligible for MOFA public-seal confirmation, but are in principle not eligible for a direct MOFA apostille. Where an apostille is required, a notary-route authentication step may be required before MOFA apostille, depending on the receiving authority, issuance date, issuing institution, and document format.
Certificates issued by a national or public university that has not been incorporated, and degree certificates issued before incorporation, may be eligible for a direct MOFA apostille. We check the issuing institution, issuance date, document type, and the details recorded on the original before advising the route.
Note: Requirements vary depending on the receiving authority, issuance date, issuing institution, and document format. We avoid treating current national / public university corporation documents as automatically eligible for a simplified route, and confirm the available route before engagement.
Authentication Requirements by Country
Two Routes — Translator-Certified vs. Notary-VerifiedAuthentication route and translation requirements differ by destination country and receiving authority. For the United States and the United Kingdom, Route A means the receiving authority may accept a Certification of Translation Accuracy or Certified Translation without apostille, depending on current instructions. If the receiving authority specifically requests apostille, apostille or notary-route authentication is separate from the translation certification. Singapore, New Zealand, and the Philippines may require Route B — Notary-Verified Route where requested by the receiving authority.
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 · Bureau of Immigration Route BRoute A and Route B indicate typical workflows only. The final route is not determined solely by the destination country. It is reviewed case by case based on the document, the receiving authority's publicly available guidance or written instructions provided by the client, and current practice at MOFA, notary offices, and other relevant Japanese authorities.
Diploma and Transcript Process
Document Combination, Issuing Institution, and Authentication WorkflowJapanese diplomas and academic transcripts may be required as educational credentials for overseas university or graduate school applications, credential evaluation, employment screening, licensing procedures, and work-related filings. Requirements vary depending on the receiving authority, including whether a diploma alone is sufficient, whether an academic transcript must also be submitted, whether a school-issued English original can be used, whether a Japanese original with Certified Translation is required, whether sealed submission is needed, what recorded details must appear, and whether apostille or translation certification is required. We confirm the destination country, receiving authority, document combination, and issuing institution before organizing the required procedure sequence.
* Requirements for diplomas and academic transcripts, acceptance of school-issued English originals, sealed submission, name format, translation certification format, and original document submission vary depending on the receiving authority.
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+, tax included where applicable) — a standard fee shared across all 5 countries — is the standard plan. Notary public fees, related authority fees, and other actual disbursements may be added where a notary-route authentication step is required. Actual amounts vary depending on document type, language, notarization format, and receiving authority instructions.
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 route review, apostille procurement where applicable, and certified English translation for Japanese degree certificates, graduation certificates, diplomas, and academic transcripts. The appropriate route depends on the receiving authority, issuance date, issuing institution, and document format. Documents issued by incorporated national university corporations, public university corporations, and private universities are generally reviewed on the assumption that a Japanese notary-route authentication step may be required before MOFA 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.
How is the authentication route determined for a university-issued document?
The route is not determined solely by whether the school is national, public, or private. We check the issuing institution's corporate status, issuance date, document type, the issuer name, official seal, and signature on the original, sealed-envelope status, the receiving authority's instructions, and current practice at MOFA and Japanese notary offices. Public-seal confirmation may be available where consular legalization is required, and is not presented as a substitute for an apostille for a Hague Convention destination.
| Document / Issuer Type | Review Position | Possible Authentication Path | What We Check |
|---|---|---|---|
| Incorporated university documents | May be eligible for MOFA public-seal confirmation; in principle not eligible for a direct MOFA apostille. Where an apostille is required, notary-route authentication may be required | University document → Japanese notary public authentication → Legal Affairs Bureau certification of the notary's seal → MOFA apostille | Receiving authority, issuance date, issuing institution, and document format |
| Pre-incorporation or non-incorporated public documents | May be eligible for a direct MOFA apostille | Issuance date and issuing authority check → direct MOFA apostille eligibility check | Issuing authority, seal format, date of issue, and receiving authority instructions |
Notary public fees and related authority fees are added as actual disbursements where the notary-route is required. We confirm the available procedure at engagement and avoid assuming a route from the university category alone.
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 the receiving authority, issuing institution, document format, document type, and current document status before advising whether both diploma and transcript should be prepared. For written diploma or transcript document review and quotation requests, email is recommended.
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, email-based document review is recommended so we can check the destination country, receiving authority, issuing institution, current document status, requested deadline, and shipping destination in writing.
My graduate school deadline is approaching. What is a suitable turnaround timeline?
Timing depends on the receiving authority, issuance date, issuing institution, document format, translation volume, notary-office and Legal Affairs Bureau availability where applicable, MOFA processing, courier schedule, and the receiving authority's deadline.
| Factor | What We Check | Timing Note |
|---|---|---|
| Issuing institution | Issuance date, issuing authority, and document format | Notary office and Legal Affairs Bureau steps may be required depending on the route. |
| Document status | Already issued, pending issuance, sealed envelope, or university mailing requirement | University-side issuance and mailing schedules are outside our control. |
| Translation volume | Diploma only, transcript pages, certificates, and name-format issues | Transcript length and required certification format may affect preparation time. |
| External authorities | MOFA, notary office, Legal Affairs Bureau, courier, and receiving authority deadline | External authority processing times cannot be shortened by our office. |
For time-sensitive graduate school or credential evaluation matters, we first review the route and schedule after checking document status, notary office, Legal Affairs Bureau, MOFA, and delivery timing. Priority review may be possible operationally, but external authority processing times cannot be shortened by our office.
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 / Universities | May be used for CHED credential evaluation or other academic procedures |
Route A (the United States / the United Kingdom): The receiving authority may accept a Certification of Translation Accuracy or Certified Translation without apostille, depending on current instructions. If apostille is specifically requested, apostille or notary-route authentication is separate from translation certification.
Route B (Singapore, New Zealand, and the Philippines): Japanese notary public authentication, Legal Affairs Bureau certification of the notary's seal, and MOFA apostille may be required where requested by the receiving authority.
For more details, please refer to our Country-by-Country Guide.