How to obtain an apostille in Japan
Japan is a long-standing party to the Hague Apostille Convention, which means Japanese public documents can be authenticated for overseas use through an apostille—without the need for embassy or consular legalisation—when the destination country is also a Convention member.
This article explains what an apostille is, who issues it in Japan, which documents are eligible, and the step-by-step process to obtain one.
What is an apostille?
An apostille is a standard certificate issued under the Hague Apostille Convention that verifies the authenticity of the signature, seal, or stamp on a public document. Once apostilled, the document is recognised in all other Convention countries without further authentication.
An apostille certifies the origin of a document, not the accuracy of its contents.
Japan’s apostille authority
In Japan, apostilles are issued by the Ministry of Foreign Affairs of Japan (MOFA).
Applications are handled through:
- MOFA headquarters in Tokyo, and
- Regional MOFA offices with consular functions.
Apostilles issued in Japan are valid only for use outside Japan in other Hague Convention countries.
Documents that can be apostilled in Japan
Civil and personal documents
- Family register certificates (koseki tohon / koseki shohon)
- Residence certificates (juminhyo)
- Birth, marriage, and death certificates
- Police certificates
Educational documents
- University degrees and diplomas
- Academic transcripts
- Certificates of graduation or enrolment
(Educational documents may require prior certification by the issuing institution.)
Legal and commercial documents
- Powers of attorney
- Affidavits and statutory declarations
- Company registry extracts
- Articles of incorporation
- Notarised contracts and statements
Important:
Private documents must usually be notarised by a Japanese notary public (公証人 / kōshōnin) before MOFA will issue an apostille.
Step-by-step: how to obtain an apostille in Japan
Step 1: Prepare the document
Ensure you have:
- The original document issued by a Japanese authority, or
- A properly certified copy
For private documents, arrange notarisation by a Japanese notary public.
Step 2: Translation (if required)
If the document will be used overseas:
- Many receiving authorities require an English translation (or the destination country’s official language).
- Translations are commonly prepared before apostille, and both the original and translation may be apostilled together if required.
Step 3: Submit to the Ministry of Foreign Affairs
Lodge the application with the Ministry of Foreign Affairs of Japan.
You will typically need:
- The document(s) to be apostilled
- Application form
- Identification of the applicant or authorised representative
- Applicable government fee
Applications may be lodged in person or by post, and authorised agents may apply on behalf of applicants.
Step 4: Apostille issuance
Once approved, MOFA issues an apostille certificate attached to the document. Processing times are generally short, often ranging from same-day to a few working days, depending on location and workload.
Step 5: Use the apostilled document overseas
The apostilled document can now be used directly in any other Hague Apostille Convention country without further legalisation.
Apostille vs embassy legalisation in Japan
| Situation | Correct process |
|---|---|
| Document used in a Hague Convention country | Apostille |
| Document used in a non-Convention country | Embassy / consular legalisation |
| Document used within Japan | No apostille required |
Common mistakes to avoid
- Using an apostille for a non-Convention country
Always confirm the destination country’s Hague status. - Skipping notarisation for private documents
MOFA will not apostille unsigned or informal documents. - Incorrect translation sequencing
Translations done after apostille may invalidate the certification.
Practical tips
- Apostilles do not expire, but receiving institutions (immigration, courts, banks) may impose their own validity periods.
- Keep both hard copies and digital scans—many overseas authorities verify apostilles electronically.
- If you are outside Japan, appointing a Japan-based agent can simplify and speed up the process.