What is a Japanese Police Clearance Certificate?
警察証明書 / 渡航証明書 · Keisatsu Shomeisho / Tokoh ShomeishoThe Japanese police clearance certificate (keisatsu shomeisho, 警察証明書) is a public document issued under the name of the Commissioner General of the National Police Agency, certifying the absence of criminal records in Japan. Internationally, it is referred to as Police Clearance Certificate or Certificate of No Criminal Record. It may be requested for USCIS green card and naturalization applications, UKVI Settlement and ILR, Singapore ICA Permanent Residence, New Zealand visa and residence-related procedures, Philippines international marriage and long-term visas, and other long-term residence or immigration-related procedures in the supported jurisdictions.
The certificate is classified as a public document under Japanese law, eligible for direct apostille from the Ministry of Foreign Affairs (MOFA). However, it is uniquely issued sealed in an official envelope; breaking the seal may affect public document integrity and may cause receiving authorities to decline the document. Our office handles this constraint through a seal preservation protocol from receipt through MOFA apostille, certified translation, and international shipment to the destination authority.
Our office is located in Akasaka, Tokyo — within close proximity to the Ministry of Foreign Affairs (Kasumigaseki). This location supports efficient handling of the application-and-receipt workflow, including express processing (next-business-day) and same-day rush services where available. We help prepare documents for time-sensitive cases such as permanent residence application deadlines and visa renewals, where the police clearance certificate may be part of the dossier.
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.
The Sealed Envelope Rule: Do Not Break the Seal
A Constraint Unique to Police Clearance CertificatesIn the apostille process for Japanese police clearance certificates, the key caution is: do not break the seal of the envelope. This is a defining constraint that distinguishes police clearance certificates from family registers and diplomas.
If the seal of a Japanese police clearance certificate is broken, the document may become unusable for submission.
Japanese police clearance certificates are issued under the name of the Commissioner General of the National Police Agency, sealed in an official envelope. The envelope bears the National Police Agency's official seal, and the document and envelope together form an integral public document.
Breaking the seal may cause the document to lose its identity and tamper-proof properties, and receiving authorities may decline to use it. USCIS, UKVI, Singapore ICA, New Zealand authorities, and Philippines PSA may request submission in a sealed envelope depending on the visa category and receiving authority.
If the seal is accidentally broken, the certificate may need to be reissued at the prefectural police headquarters, involving another in-person application, fingerprinting, and waiting period. For overseas residents, reissuance through the embassy / consulate route may take 2-3 months and can affect permanent residence and visa application timelines.
Our office operates under a seal preservation protocol: from the moment we receive the sealed certificate from the client, through MOFA apostille application, Certified Translation preparation, and international shipment to the destination authority, the seal is kept closed. This workflow design and document handling protocol support compliance with receiving authority instructions.
How to Obtain — In-Person Application
Domestic Police Headquarters or Overseas Embassies / ConsulatesObtaining a Japanese police clearance certificate generally involves in-person application and fingerprinting by the applicant. Application by proxy via power of attorney is generally not accepted. This is a more involved process than for family registers or diplomas. Our office cannot represent the procurement step itself; however, apostille, certified translation, and international shipping are available for case review after the certificate is obtained.
Apply in person at the identification division of the prefectural police headquarters covering your current address. No proxy applications are accepted.
- Identity document (passport, driver's license, etc.)
- Document indicating destination country (visa application, embassy notice, etc.)
- Documentation of intended use
- For foreign nationals: residence card
- Application: 30-60 minutes (including fingerprinting)
- Issuance: 1-2 weeks
- Pickup: by applicant or proxy (pickup-only proxy permitted)
Apply at the Japanese embassy or consulate in your country of residence. Fingerprinting is performed at the embassy / consulate, and the certificate is issued via the National Police Agency.
- (1) Apply and provide fingerprints at the embassy / consulate
- (2) Forward to the National Police Agency (diplomatic mail)
- (3) National Police Agency issues the certificate
- (4) Returned to the embassy / consulate for pickup
- Application to receipt: 2-3 months
- Once obtained, the sealed certificate is mailed to Japan; we handle apostille, translation, and international shipping from there
For overseas residents, the extended processing time means early document review is recommended before your submission deadline. Embassy procedures vary by country; please contact us before applying so we can review the intended schedule.
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 generally use Route A — Translator-Certified Route. Singapore, New Zealand, and the Philippines may request Route B — Notary-Verified Route, depending on the visa category and receiving authority. In all cases, the sealed envelope should be preserved.
United States
USCIS · Permanent Residence · Naturalization Route AUnited Kingdom
UKVI · Settlement · ILR Route ASingapore
ICA · Permanent Residence Application Route BNew Zealand
Immigration New Zealand · Department of Internal Affairs Route BPhilippines
PSA · DFA · Bureau of Immigration Route BProcess & Timeline
From Inquiry to DeliveryAfter the police clearance certificate is obtained, our usual processing takes 3-7 business days from inquiry to delivery. Designed around the sealed-envelope preservation protocol with direct access to MOFA, our workflow supports express service (next-business-day, +50%) and same-day rush (+150%) where available for time-critical matters. The full process is available for clients residing overseas.
Pricing for Police Clearance Certificate
Standard Package and Translation-Only OptionsTwo pricing plans are available for police clearance certificate apostille and certified translation. For overseas submissions, the Country-Specific Standard Package (JPY 84,700 incl. tax) — a unified price across all 5 countries — is the most frequently selected option. Note: police clearance certificate issuance normally does not require a government issuance fee; embassy / consulate fees are paid directly by the applicant.
7 Common Issues with Police Clearance Certificate Authentication
Frequently Asked QuestionsIn permanent residence and long-term visa applications across the five Anglophone jurisdictions, the police clearance certificate is the critical final piece, but also a frequent source of procedural complexity regarding sealed envelope handling, application logistics, and validity period management. Below are seven common issues identified by our office, along with how we address each.
Why must the sealed envelope of the police clearance certificate not be opened?
The Japanese police clearance certificate is issued under the name of the Commissioner General of the National Police Agency, sealed in an official envelope as an integral public document. Breaking the seal may affect public document integrity, and receiving authorities may decline to use the document.
Specifically, the following problems arise:
- Loss of tamper-proof status: The seal certifies that the document has not been altered since issuance
- Receiving authority issues: USCIS, UKVI, ICA, and others may request submission in a sealed envelope
- Possible reissuance: Once opened, reapplication at the police headquarters may be needed (fingerprinting + 1-2 weeks of waiting)
Our office maintains seal integrity throughout the entire workflow from receipt through MOFA apostille and international delivery.
How can I obtain a Japanese police clearance certificate while residing overseas?
You may be able to obtain it through Japanese embassies / consulates in your country of residence. The applicable process should be checked with the relevant consular post.
Acquisition workflow:
- (1) Apply and provide fingerprints at the embassy / consulate in your country
- (2) Embassy forwards the application to the National Police Agency in Japan via diplomatic mail
- (3) National Police Agency issues the certificate
- (4) Returned to the embassy / consulate for pickup
Total processing time is often approximately 2-3 months from application to receipt. For permanent residence application timelines, early document review is recommended before the submission deadline.
Once obtained, please mail the sealed certificate to Japan; we will handle apostille, certified translation, and international shipping. Do not open the seal when sending it to us.
How many times can the certificate be obtained? Are old certificates still valid?
There is no limit on the number of times you can request issuance. Multiple submissions to different countries can each have their own dedicated certificate.
Validity periods vary by receiving authority:
| Receiving Authority | Typical Validity |
|---|---|
| USCIS (United States) | Within 12 months of issuance recommended |
| UKVI (Settlement) | Within 6 months of issuance |
| Singapore ICA | Within 3-6 months of issuance |
| New Zealand authorities | Varies by receiving authority |
| Philippines PSA | Within 6 months of issuance may be requested |
Whether an older certificate can be used should be checked against the receiving authority's instructions. Overseas residents may need 2-3 months for acquisition, so reverse-calculated planning from the submission deadline is recommended.
How does the FBI Background Check differ from the Japanese police clearance certificate?
They are distinct documents covering different jurisdictions. US permanent residence and naturalization applications may request both.
| Item | FBI Background Check | Japanese Police Clearance |
|---|---|---|
| Issuing Authority | US Federal Bureau of Investigation | National Police Agency |
| Coverage | Criminal records within the US | Criminal records within Japan |
| Purpose | Background check for those with US residency history | Background check for those with Japan residency history |
For US permanent residence (I-485) and naturalization (N-400) applications, USCIS may request police clearance certificates from countries where the applicant has resided for a specified period. Applicants with Japan residency history may be asked to submit the apostilled and translated Japanese police clearance certificate.
Is the police clearance certificate the same as the 'Certificate of No Criminal Record' requested for permanent residence?
Yes, they refer to the same document. The Japanese police clearance certificate (formally known as Certificate of Travel or Certificate of Criminal Records) is generally referred to internationally as 'Certificate of No Criminal Record' or 'Police Clearance Certificate.'
Major submission scenarios:
- USCIS (United States): May be requested for permanent residence (I-485) and naturalization (N-400)
- UKVI (United Kingdom): May be requested for Settlement / ILR (when converting from Skilled Worker to permanent residence)
- Singapore ICA: May be requested for PR application
- New Zealand: May be requested for visa and residence-related procedures
- Philippines: Commonly requested for international marriage, 13-series visas, and citizenship applications
Our office handles documents for the United States, the United Kingdom, Singapore, New Zealand, and the Philippines, and checks requirements against each receiving authority's current instructions.
How does the certified translation work? Can the translation be made while the envelope remains sealed?
This is a unique practical issue for police clearance certificates. Our office uses two approaches:
- Method 1: Translation reference copy at issuance (check at acquisition)
When applying for the certificate, ask whether a copy for translation purposes can be issued. Some prefectural police accept this practice, providing a copy alongside the sealed certificate. - Method 2: Certified Translation prepared separately and attached at submission
The apostille is obtained on the sealed original, while a Certified Translation is prepared independently from a reference copy and attached as a set at submission.
Our office can obtain the apostille on the sealed original, while preparing the Certified Translation separately. This approach is designed to support destination country translation needs without breaking the seal.
Please share your acquisition status when engaging us, and we will suggest an approach based on the receiving authority's instructions.
How do police clearance certificate requirements differ between the 5 countries?
Major requirements across the 5 countries served by our office:
| Country | Translation Route | Major Submission | Validity |
|---|---|---|---|
| United States | Route A | Permanent Residence / Naturalization (I-485 / N-400) | 12 months |
| United Kingdom | Route A | Settlement / ILR | 6 months |
| Singapore | Route B | PR application | 3-6 months |
| New Zealand | Route B | Visa and residence-related procedures | Varies by receiving authority |
| Philippines | Route B | International marriage / 13-series visa | 6 months |
Route A (the United States / the United Kingdom): Uses the gyoseishoshi's Certification of Translation Accuracy where accepted by the receiving authority.
Route B (Singapore, New Zealand, and the Philippines): A notary route via Japanese notary public, Legal Affairs Bureau, and MOFA apostille may be requested depending on the receiving authority.
For more details, please refer to our Country-by-Country Guide.