Japan Apostille and Certified Translation FAQ
for the US, UK, Singapore, New Zealand, and the Philippines

An apostille is a certification issued by Japan's Ministry of Foreign Affairs under the 1961 Hague Apostille Convention for eligible Japanese public documents. It certifies the authenticity of the relevant official seal or signature; it does not certify the substantive contents of the document.

An apostille should be obtained where the receiving authority or applicable procedure requests authentication of the Japanese document. Hague Convention membership alone does not determine whether an apostille is required for a particular submission.

No. MOFA certification confirms the authenticity of the official seal or the issuance of the public document by the competent public authority. It does not certify the factual accuracy, legal validity, translation accuracy, or whether the receiving authority will accept the document.

The receiving authority independently determines whether the document satisfies its substantive requirements.

An apostille itself does not have a uniform expiration date. However, the receiving authority may impose its own document-age or submission-time requirement on the underlying document.

Separately, for a direct MOFA apostille application, an eligible Japanese public document is generally required to be an original issued within the preceding three months. These are different requirements and should not be confused.

Our current destination scope is limited to the United States, the United Kingdom, Singapore, New Zealand, and the Philippines. Keeping a defined service scope allows us to review the Japan-side document process against the receiving authority's current instructions for each matter.

These five destinations do not share one uniform authentication or translation route. The required steps depend on the document, issuing authority, authentication target, receiving authority, and purpose of submission.

An apostille issued under the Hague Convention is not limited to a single named receiving authority. However, whether the same apostilled original can practically be used for more than one submission depends on whether each receiving authority requires the original, retains the document, or accepts a copy.

If simultaneous submissions are planned, confirm the number of originals required with each receiving authority before obtaining the documents and apostilles.

Japan does not currently issue apostilles as fully digital apostille documents. Japan currently issues apostilles on paper. QR-coded apostilles issued by Japan's Ministry of Foreign Affairs on or after June 1, 2026 can be checked on MOFA's Apostille Verification website by entering the Apostille Number, Apostille Date, and Access Code. For the steps, see our guide on how to verify a Japanese apostille online. The online verification function does not mean that Japan has introduced a fully electronic apostille.

Some countries operate electronic or hybrid apostille systems under the HCCH e-APP framework, but implementation varies by issuing authority and document type. For Japanese documents, the Japan-side output remains a paper apostille with an online verification function for apostilles issued on or after June 1, 2026.

Whether a receiving authority accepts a scan for preliminary review or requires the paper original should be confirmed for the specific submission.

An apostille may be used where the Apostille Convention is in force between Japan and the destination, the Japanese document falls within the Convention and MOFA certification requirements, and the receiving authority requests or accepts apostille authentication.

Where the apostille procedure is not applicable to the particular document or destination, MOFA official seal confirmation followed by embassy or consular legalization may be required. The applicable process should be confirmed from the destination, document type, issuing authority, and receiving authority's current instructions. (Reference: MOFA: Certification (Authentication / Apostille))

The list of Contracting Parties and entry-into-force status of the Hague Apostille Convention can be checked through official information published by MOFA and the HCCH (Hague Conference on Private International Law). The United States, the United Kingdom, Singapore, New Zealand, and the Philippines are Contracting Parties. Contracting Party status, entry-into-force dates, and territorial application should be confirmed against the latest MOFA and HCCH information before filing. (Reference: HCCH Apostille Convention status table)

Processing time varies by the document and the required Japan-side steps. The main timing factors are:

MOFA's return timing should be checked against MOFA's current published guidance for each filing, and postal applications additionally require mailing time. Backward planning from the destination authority's filing deadline is generally advisable.

The office may consider priority review within operational capacity for time-sensitive matters.

The expected route and schedule are assessed after checking the document, receiving authority, translation volume, and deadline. Earlier engagement may allow more workflow steps to be prepared in parallel.

An apostille itself has no uniform statutory expiration date, but source-document timing must be considered separately. For MOFA apostille or official seal confirmation applications, the underlying eligible Japanese public document generally must be an original issued within the preceding three months.

This MOFA-side requirement is separate from any document-age, validity, or submission-time requirement imposed by the receiving authority, which depends on the document type, application category, and current instructions.

Private documents, academic records, police certificates, and other records may be subject to different issuing-authority or receiving-authority requirements. Confirm the applicable period before ordering or reissuing documents.

MOFA does not charge an application fee for an apostille or official seal confirmation, whether filed at the counter or by mail. However, separate costs may apply for notary-office services, Legal Affairs Bureau certification, document issuance, domestic postage, international shipping, and embassy or consular legalization where applicable. Fee schedules are subject to revision, so current disbursements are checked at quotation. For the filing procedure, required documents, and power-of-attorney rules, see our MOFA Apostille Application Guide.

For matters you engage our office to handle (documents for the United States, the United Kingdom, Singapore, New Zealand, or the Philippines), we handle the Japan-side procedures, including the MOFA apostille application. Depending on the matter, the procedure can proceed without you having to visit MOFA in person.

From October 5, 2026, counter filings at MOFA in Tokyo require an online appointment, and certified documents are returned by mail only. From our Akasaka office in Tokyo, we check current appointment availability and determine the appropriate filing method for each matter, whether by mail or at the MOFA Tokyo service desk.

Whether your personal attendance is required, and which steps are needed, depends on the document and the matter. We explain the scope and process for your matter before you engage us.

No. Japan does not use the same retail-style notary system commonly encountered in the United States. Japanese notarization is performed by Japanese notaries at designated notary offices (kōshō yakuba); banks, post offices, and ordinary retail stores do not perform Japanese notarial acts.

Where a private document, signature, declaration, copy, or translation certificate requires notarization for overseas use, the exact notarization and any further Legal Affairs Bureau or MOFA authentication steps should be confirmed for that document and receiving authority. Not every private document matter automatically requires the same notary-office sequence.

No. A Certified Translation issued by our office is an English translation accompanied by a Certification of Translation Accuracy. It is not itself a Japanese notarial act.

If the receiving authority separately requires notarization of a translator's declaration or certification, authentication of a signature, or additional Japan-side authentication, those steps are assessed separately. The required process depends on what the receiving authority asks to have certified or authenticated.

A Gyoseishoshi (行政書士) is a Japanese national qualification under the Gyoseishoshi Act. Within the scope permitted by Japanese law, a Gyoseishoshi may prepare and submit certain documents to government agencies and handle related administrative procedures on behalf of clients. Gyoseishoshi practice carries statutory confidentiality obligations and is subject to disciplinary oversight.

Apostille Japan is operated by Daisuke Mori, Gyoseishoshi / Administrative Scrivener. Registered with the Japan Federation of Gyoseishoshi Lawyers Associations, Registration No. 26081719, and Gyoseishoshi Lawyers of Tokyo, Member No. 16660, on May 15, 2026; the office opened on May 30, 2026.

The exact scope of representation or document procurement depends on the procedure and any restrictions imposed by other laws.

Embassy or consular legalization may be required when the Hague Convention is not in force for the destination country, or when the receiving authority specifically requests consular legalization instead of an apostille. In the non-apostille route, MOFA official seal confirmation is generally obtained first, followed by consular legalization at the destination country's embassy or consulate in Japan. Treaty status changes over time, so the latest information should be checked before submission.

In Tokyo and other designated areas, a one-stop service may be available at the applicant's request. It may allow notarial authentication, Legal Affairs Bureau certification of the notary's seal, and the MOFA apostille or official seal confirmation to be obtained in a single process, reducing visits to multiple authorities. Availability is not automatic for every area, notary office, document, or case. In some areas, only the notarial authentication and the Legal Affairs Bureau certification can be combined, which is distinct from the full one-stop service. Availability should be checked against the latest guidance from the notary office and MOFA.

Eligible Japanese public documents that meet MOFA's certification requirements may be submitted directly to MOFA for an apostille. The document generally must be an original issued within the preceding three months and meet MOFA's requirements concerning the issuing authority, issue date, issuer, and official seal. Ordinary photocopies are not eligible for direct MOFA certification.

MOFA does not directly certify an ordinary private document. Where a private document must ultimately be used with an apostille, a Japanese notarization procedure and further authentication may be required. The exact process depends on the document, signatory, issuing organisation, authentication target, and current requirements.

Academic documents require document-specific review because the available process can depend on the issuing institution, document type, and date of issue.

Document procurement assistance is assessed separately for each document. Availability depends on the issuing authority's procedure, the client's legal eligibility to request the document, the relationship between the client and the record, and any required authorization.

Some documents may be requested by an authorised representative, while others must be requested, applied for, or collected by the applicant personally. Some Japanese municipalities also accept direct postal applications from applicants living overseas, subject to the issuing office's current guidance. We therefore confirm procurement availability only after identifying the exact document and issuing authority.

Where our procurement assistance is available, the professional fee is JPY 5,500 per document plus actual issuance and postage costs.

A properly issued Japanese police clearance certificate may be eligible for MOFA apostille handling.

The police-certificate application itself must be completed by the applicant in accordance with the competent police authority's procedure, including fingerprinting. Apostille Japan does not apply for the police clearance certificate on the applicant's behalf.

The sealed certificate must not be opened. Japanese police clearance certificates are issued in Japanese, English, French, German, and Spanish.

Our professional fee for apostille handling starts from JPY 77,000. Certified Translation is not included by default. If the receiving authority separately confirms that an additional Certified Translation is required, the professional fee starts from JPY 16,500 per certificate.

Note: foreign-issued police clearance certificates fall outside our Japan-side service scope; authentication is generally obtained in the issuing country.

National tax certificates issued by a Japanese tax office and municipal tax or income-related certificates are different documents with different issuing authorities and contents. An eligible paper public document may be capable of direct MOFA apostille if it satisfies MOFA's certification requirements.

The receiving authority should specify the required certificate type, tax category, relevant year or period, and whether authentication or translation is required.

Electronic tax certificates and their acceptance should be checked separately with the receiving authority. Document procurement is not automatically included and may not be available for every tax-related certificate.

Academic documents require document-specific review. Whether a diploma, graduation certificate, or academic transcript is eligible for direct MOFA certification, and specifically for an apostille, depends on the issuing institution, document type, incorporation status where relevant, and date of issue. Some academic documents require the notary-office route — notarization at a notary office and certification of the notary's seal at the Legal Affairs Bureau — before a MOFA apostille can be obtained. The correct route should be confirmed from the original document and the current MOFA requirements.

Yes, where the required steps are confirmed. A private document cannot receive a direct MOFA apostille as a public document. Where an apostille or official seal confirmation is ultimately required for an employment certificate, power of attorney, declaration, contract, or translation certificate, notarial authentication at a notary office and certification of the notary's seal by the Legal Affairs Bureau may be required before the MOFA step. In designated areas, a one-stop service may combine these stages in a single process. The required level of authentication depends on the receiving authority's instructions, so please confirm the requirements with the receiving authority in advance.

Certificates of registered matters (full certificates) issued by the Legal Affairs Bureau may be eligible for the MOFA apostille or official seal confirmation as public documents. However, depending on the registration type (corporate or real estate), issuance format, the receiving authority's instructions, and whether a translation is attached, additional confirmation may be needed before filing. If authentication is requested for the certificate bound together with its translation as a single document, the set may be treated as a private document, requiring the notary-office route.

A Certified Translation is an English translation accompanied by a signed Certification of Translation Accuracy stating the translator's competence and confirming that the translation is complete and accurate.

Japan does not have one national sworn-translator registry for this purpose. The receiving authority determines what translator details, certification wording, notarization, or additional authentication it requires.

For example, USCIS has its own translator-certification requirements, while other receiving authorities may specify different information or formalities. Requirements for one authority should not be treated as a rule for the entire destination country.

No. Japan does not have a national sworn-translator registry equivalent to the systems used in some other jurisdictions.

For overseas submissions, the relevant question is not simply whether a translator is “sworn,” but what the receiving authority requires for the particular translation: translator competence, signed certification, contact information, notarization, or further authentication.

Our Certified Translation service provides a Certification of Translation Accuracy. Additional notarization or authentication is handled only where separately required.

For USCIS, the applicable requirement is that a foreign-language document be accompanied by a full English translation and a translator certification stating that the translation is complete and accurate and that the translator is competent to translate.

The USCIS rule does not itself create a requirement for a particular Japanese professional qualification. Other receiving authorities may impose different rules concerning self-translation, family-member translation, independence, or translator credentials.

For Immigration New Zealand applications, the applicant, a family member, or an immigration adviser assisting with the application cannot act as translator.

If using a translation for a specific filing, confirm the receiving authority's current instructions.

The required scope of translation depends on the receiving authority.

For USCIS, a foreign-language document submitted as evidence generally requires a full English translation together with the required translator certification. Other receiving authorities may use different rules or may specify particular information that must be translated.

We do not assume that a partial translation is acceptable unless the receiving authority's current instructions support it.

Attaching or binding a translation to a Japanese public document changes the document set and may change what is being presented for authentication. If the required authentication is for the eligible original public document itself, the direct MOFA apostille process should be completed for that document without altering it.

If the receiving authority instead requires authentication of a combined document set, a translation certificate, a signature, or another private-document element, different Japan-side steps may be required. Confirm the authentication target before binding, notarizing, or submitting the documents.

Name differences can matter when the receiving authority compares the Japanese record with a passport or another identity document. Common issues include maiden names, middle names, and different Romanization conventions.

For Certified Translation, the English name should follow the spelling confirmed for the specific submission. Where a name change or discrepancy must be explained, the receiving authority may request supporting evidence.

We confirm Romanization and supporting information when needed after the matter and document requirements have been identified.

Do not remove or reattach staples from a Japanese public document that will be submitted for MOFA certification. MOFA's pre-application guidance states that altered public documents, including documents showing removal or refixing of staples, may not be accepted for certification.

If a document has already been disassembled or altered, its usability should be checked before filing and reissuance may be necessary.

Age and condition are checked at two layers. For the MOFA application, the underlying Japanese public document generally must be an original issued within the preceding three months, so an older certificate often needs to be reissued before authentication. The seals, signatures, and issuer information must also be identifiable. In addition, the receiving authority may set its own validity or issuance-period requirements.

When documents present these issues, requesting reissuance from the issuing authority is often the safer course. We perform pre-submission document review at intake and advise on whether reissuance is warranted before any authentication chain is initiated.

Common issues include:

The correct sequence should be confirmed before documents are notarized, bound together, or submitted for authentication.

An eligible Japanese public document is generally submitted to MOFA as the original issued by the relevant authority. An ordinary photocopy cannot receive a direct apostille as the original public document.

A copy may instead be processed through a notarial route in an appropriate case. In that situation, the apostille authenticates the notary's certification attached to the copy; it does not directly authenticate the copied issuing authority's seal or signature.

Whether the receiving authority accepts a notarized copy instead of the original must be confirmed before using this route.

Many matters can be handled remotely by email and mail. The standard engagement proceeds in six stages.

Clients work with the office contact identified for the engagement.

Apostille Japan operates on Japan Standard Time (JST, UTC+9).

Email is generally advisable for written communication. It creates a clear record for document scope, quotations, instructions, and attorney review. WhatsApp Business may be used for initial overseas inquiries, but formal quotation and document review may be handled by email.

WhatsApp and email messages may be sent at any time, regardless of your time zone; we also check messages outside regular business hours and aim to respond as promptly as possible. Response timing depends on JST business hours, document complexity, and operational availability.

Document security is important because original Japanese public documents and apostilled originals can be difficult to replace in their already-issued form; a lost original may require reissuance before further work can resume. Trackable delivery methods are used where available.

Internal handling is restricted under statutory confidentiality obligations. Courier, customs, and local delivery performance cannot be guaranteed by the office. Where a receiving authority permits direct intake, shipment directly to the receiving address can be considered.

Temporary document retention and any later return shipment are handled under the agreed retention period and at actual shipping cost where applicable.

International payment is arranged in Japanese yen (JPY) as the primary quotation and invoice currency. Available payment methods may include domestic bank transfer, credit card payment via Stripe, and Wise for overseas remittance where available.

For overseas clients, an approximate reference amount in a foreign currency may be shown for budgeting purposes. The formal quotation and invoice are issued in JPY unless otherwise agreed in writing.

MOFA does not charge the applicant an apostille application fee. Advance payment, retainers, and actual disbursements such as notary-office fees, Legal Affairs Bureau certification fees, document issuance fees, domestic postage, and international shipping charges are set out in the quotation or engagement letter before work begins.

Payment availability, processing fees, exchange rates, and settlement timing may vary depending on the client location, payment provider, and engagement type.

When applying to overseas universities or graduate schools, you may be asked to attach an apostille or embassy legalization to diplomas, transcripts, police clearance certificates, and similar documents. Whether an apostille is required varies by the receiving university and country. Academic documents require document-specific review: eligibility for direct MOFA certification, and specifically for an apostille, depends on the issuing institution, document type, incorporation status where relevant, and date of issue, and some academic documents require the notary-office route before a MOFA apostille can be obtained.

The exact Japanese evidence required for a USCIS filing depends on the immigration category, form instructions, and any case-specific request for evidence.

Where a foreign-language document is submitted, USCIS generally requires a full English translation accompanied by the translator's certification that the translation is complete and accurate and that the translator is competent to translate.

That translation rule does not itself mean that every Japanese document requires a MOFA apostille. If an apostille or other authentication is requested by the applicable instructions, attorney, or receiving party, the relevant Japanese document and authentication target should be confirmed separately.

For UKVI matters, the applicable document checklist and current guidance should be reviewed for the specific application.

Where a certified translation is required, UK guidance may require information such as confirmation that the translation is accurate, the date, translator's name and signature, and contact details.

Whether the Japanese source document also requires an apostille is a separate question and should be confirmed from the applicable instructions. A requirement in one UK immigration procedure should not be generalized to every UK receiving organisation.

Singapore deposited its instrument of accession to the 1961 Hague Apostille Convention on January 18, 2021, and the Convention entered into force for Singapore on September 16, 2021. Since entry into force, Japanese public documents may be submitted to Singapore with a MOFA apostille where accepted by the receiving agency. Before entry into force, Japanese documents could require MOFA official seal confirmation followed by legalization at the Singapore Embassy in Tokyo.

After the Convention entered into force for Singapore, a Japanese apostille may be used where the Singapore receiving authority requests Hague apostille authentication.

Translation and notarization requirements remain receiving-authority specific. ICA, MOM, ACRA, corporate service providers, banks, courts, and other Singapore recipients may issue different instructions. Some procedures may require notarized or otherwise certified translations, but this should not be treated as a country-wide four-step route.

Yes. New Zealand is a Hague Convention member. Whether a Japanese document requires apostille, Certified Translation, additional certification, or another formality depends on the receiving authority and procedure.

Immigration New Zealand, NZQA, educational institutions, employers, professional bodies, and other receiving organisations can apply different requirements.

See our Country Guide page for current Immigration New Zealand translation guidance. Requirements for one New Zealand procedure should not be treated as a country-wide rule.

For a Japanese national marrying in the Philippines, the usual process may involve obtaining a Certificate of Legal Capacity to Contract Marriage from the Embassy of Japan in the Philippines or the relevant Japanese consulate. The required documents should be confirmed with the Philippine local civil registrar and the relevant Japanese embassy or consulate before proceeding.

A Japanese family register (戸籍謄本 / koseki tōhon) or other Japan-issued supporting documents may be requested. Following the Apostille Convention's entry into force for the Philippines on May 14, 2019, Japanese public documents for use in the Philippines are generally apostilled by MOFA rather than legalized by the Philippine Embassy in Tokyo, subject to the receiving authority's instructions. Whether those supporting documents require an apostille, translation, or a specific issuance period depends on the receiving authority.

Documents issued by a Japanese embassy or consulate abroad fall outside the general Japan-issued-document guidance on this site and require document-specific review.