Apostille for a Japanese Criminal Record Certificate (Police Clearance): How to Apply, the Sealed Envelope and Translation
To get an apostille on a Japanese criminal record certificate (police clearance certificate), (1) you apply in person at the prefectural police headquarters for your registered address in Japan (or, if you live abroad, at a Japanese embassy or consulate), and (2) you submit the sealed envelope you receive, unopened, to the Ministry of Foreign Affairs of Japan (MOFA). The police charge no fee, and in Japan the certificate is ready in about two weeks. If the receiving country is a party to the Hague Apostille Convention, MOFA issues an apostille; if not, MOFA issues a certificate of official seal (koin kakunin), followed by consular legalization at that country's embassy or consulate in Japan.
In Japanese the document is called hanzai keireki shomeisho, toko shomei or muhanzai shomeisho; these are the same certificate (Tokyo Metropolitan Police Department). In English it is usually called a police certificate or police clearance certificate. The envelope is marked "invalid if opened", and MOFA will in principle not accept a certificate whose envelope has been opened. This page covers how to apply at the police, MOFA certification, translation and the sealed envelope, points by country, and our service.
This page is based on information from the Tokyo Metropolitan Police Department ("Application for a travel certificate (criminal record certificate)", updated 3 August 2026), the Osaka Prefectural Police, the Ministry of Foreign Affairs ("Certification at overseas missions", updated 9 July 2026; "FAQ", updated 18 September 2026; "Application guide") and the Japan National Notaries Association, as of 29 September 2026. Opening hours and required documents differ between police headquarters, so check the guidance of the police headquarters for your registered address before you apply.
In short: apply in person at the police, then send the sealed certificate to MOFA
| Step | Where | Key points |
|---|---|---|
| 1. Apply for the criminal record certificate | The prefectural police headquarters for your registered address in Japan (in Tokyo, the Metropolitan Police Department). If you live abroad, a Japanese embassy or consulate | You must go in person; your fingerprints are taken. No one can apply on your behalf. No fee |
| 2. Collect the certificate | The police headquarters where you applied | In Japan, about two weeks later. It cannot be mailed. If someone else will collect it, say so when you apply |
| 3. MOFA certification | Ministry of Foreign Affairs (Tokyo or Osaka counter, or by mail) | Submit it unopened. Apostille for Convention countries; certificate of official seal for other countries |
| 4. Consular legalization (non-Convention countries only) | The embassy or consulate in Japan of the receiving country | Fees, appointments and translation requirements differ by embassy |
In Japan, allow at least about three weeks in total: about two weeks at the police, plus MOFA processing (if there are no problems, the documents are sent out three business days after MOFA receives them) and postage. Translation or consular legalization adds more time. If you apply at a Japanese embassy or consulate abroad, it usually takes about two months (sometimes more than three) for the certificate to arrive.
If you are not sure what the receiving authority requires, send us its instructions or email as they are. We will tell you free of charge which certifications you need, how to proceed and the total cost (free quote and inquiry form).
The criminal record certificate is issued by the prefectural police headquarters and states whether the applicant has a criminal record, in five languages: Japanese, English, French, Spanish and German. MOFA explains that it may be required, for example, for permanent residence applications in the United States, Canada, Australia or New Zealand, or for long-stay visas to work in Europe.
The Osaka Prefectural Police list the following as examples of applications it frequently receives:
- China: work permit (Foreigner's Work Permit application)
- Korea: marriage migrant visa (F-6) and overseas Korean visa (F-4)
- Vietnam: work permit
- Taiwan: visa and long-term residence
- United States: permanent residence (immigrant visa) and fiancé(e) visa
- Australia and New Zealand: permanent residence and visas
- Spain: work and residence permits; Belgium: permits for stays of more than three months; Brazil: temporary visa
The certificate is issued only when a foreign public authority (an embassy, immigration authority, etc.) requires it. A request from a company or an individual alone is not enough (Osaka Prefectural Police). However, even if your employer's HR department asks you for a "no criminal record certificate", the police may accept the application if the document will ultimately go to a foreign public authority (for example, the authority that reviews work permits in China). Check with the police headquarters in advance which documents show the need. In that case, get a copy of the form to be submitted to the authority (for example, the Foreigner's Work Permit application) from the company and take it with you. You cannot apply just to keep a certificate on hand for possible future use.
Applying at the police: in person, fingerprints, about two weeks
Who can apply and where
If you are registered as a resident in Japan, apply at the police headquarters with jurisdiction over your registered address. Police stations and police boxes (koban) do not accept applications. If you live abroad and apply during a visit to Japan, apply at the police headquarters for your last registered address in Japan. Not only Japanese citizens but also foreign nationals who were registered as residents in Japan (including under the former alien registration system) can apply. People under 14 cannot apply (Tokyo Metropolitan Police Department and Osaka Prefectural Police).
Because your fingerprints are taken, you must go in person. No one can apply on your behalf (Tokyo Metropolitan Police Department and Osaka Prefectural Police).
What to bring (example: Tokyo Metropolitan Police Department, Japanese citizen registered in Tokyo)
- Your passport (valid; copies not accepted)
- A document showing your name and registered address (one of: a certificate of residence issued within the last six months, a My Number Card, or a driver's license showing your registered address)
- A document showing that the certificate is required (for example, a request letter from an embassy with your name, an invitation letter, a school acceptance letter, a job offer, a transfer order or an employment contract)
Foreign nationals use their residence card or special permanent resident certificate instead of item 2. If you live abroad and your last registered address in Japan was in Tokyo, you also need a document showing that you used to live in Tokyo (such as a certificate of residence for a former resident, joshutsu jumin-hyo) and a document showing your current address abroad. Required documents vary with the requesting country and purpose, so the Tokyo Metropolitan Police Department recommends contacting it in advance.
The Osaka Prefectural Police require a certificate of residence issued within the last six months that does not show your My Number. Documents showing that the certificate is required must be printed on paper and brought with you even if you applied online, and the police may ask for a Japanese translation of the key parts. They ask applicants to fill in the application form in advance if possible (the procedure takes about 30 minutes).
Opening hours, processing time and collection
| Tokyo Metropolitan Police Department | Osaka Prefectural Police | |
|---|---|---|
| Counter | Travel Certificate Section, 1st floor, Metropolitan Police Department headquarters (2-1-1 Kasumigaseki, Chiyoda-ku) | Overseas Travel Section, Forensic Division, Osaka Prefectural Police headquarters (3-1-11 Otemae, Chuo-ku, Osaka) |
| Hours | Weekdays 8:30–11:30 and 13:00–16:30 | Weekdays 9:00–11:30 and 13:00–17:00 (no appointment) |
| Fee | Free | Free |
| Processing time | About two weeks after the application date | About two weeks after the application is completed |
| Collection | Cannot be mailed. If someone else will collect it, say so when you apply and receive a power of attorney form | Handed to the applicant in principle. A representative may collect it if unavoidable (say so when you apply) |
It may take longer around Golden Week and the New Year holidays. Other prefectures also accept applications at their police headquarters, but hours and required documents differ. Search for "(prefecture name) police criminal record certificate" (in Japanese: 警察 犯罪経歴証明書) and check that headquarters' guidance.
Renew your passport first
Your passport number is printed on the certificate. If you renew your passport after obtaining the certificate, the number changes and the certificate may become invalid (Osaka Prefectural Police; exceptions may be possible, so if you have already renewed, check with the receiving authority). You also cannot apply if the name in your passport differs from your name in the family register (Tokyo Metropolitan Police Department). If your passport is about to expire or your name has changed, deal with the passport first.
If you live abroad: apply at a Japanese embassy or consulate (about two months)
If you live outside Japan, you can apply at a Japanese embassy or consulate in your country. In some circumstances you can apply at a mission outside your jurisdiction. The application is forwarded through MOFA to the National Police Agency, so it usually takes about two months, and sometimes more than three, for the certificate to arrive (MOFA, "Certification at overseas missions"). Fingerprints may be taken at the mission or at a local police station, and required documents differ by mission, so check the website of the mission where you will apply. If you apply at a mission abroad, you cannot make the same application at a police headquarters in Japan.
You can choose to collect the certificate at the mission where you applied, at another Japanese mission, or at MOFA in Japan (by you or a representative you name when applying). MOFA generally certifies documents issued within the last three months, so if you collect the certificate abroad and then send it to Japan, the deadline may be close. If you plan to get an apostille or certificate of official seal in Japan, naming a representative in Japan (such as a family member) to collect it at MOFA avoids sending the certificate back and forth internationally. The collection method is decided when you apply, so check with the receiving authority first whether certification is needed.
Apostille or certificate of official seal at MOFA: submit it unopened
The criminal record certificate is a public document issued by the police, so MOFA can issue an apostille or certificate of official seal directly, without going through a notary office. Key points from MOFA's guidance:
- Opened certificates are in principle not accepted. If you cannot see the name of the official seal or the issuer's title and name without opening the envelope, you may leave those fields of the application form blank (MOFA, "FAQ")
- MOFA generally accepts documents issued within the last three months
- Apply at the counter in Tokyo or Osaka, or by mail. There is no fee, and documents are returned by mail only. If there are no problems, they are sent out three business days after receipt (for example, received on Monday, sent on Thursday afternoon)
- From 5 October 2026, counter applications at MOFA in Tokyo require an online reservation (the Osaka office does not require one)
- Use a separate application form for each receiving country. Applications for spare or archive copies are not accepted
Which certification you need depends on the receiving country. For a Hague Convention country, an apostille alone is enough, and no embassy legalization is needed. For other countries, MOFA's certificate of official seal is followed by consular legalization at that country's embassy or consulate in Japan. See the list of Hague Apostille Convention countries.
An apostille certifies that the official seal on the certificate is genuine. It does not certify the content of the certificate or guarantee that the receiving authority will accept it. Some authorities require the certificate to have been issued within a certain period (for example, three months), so plan backward from your submission date.
Do not open the envelope at least until the MOFA and embassy certifications are done. Whether to submit it still sealed after certification, and when and by whom it may be opened, depends on the receiving authority's instructions (the Osaka Prefectural Police also advise checking the procedure after collection with the receiving authority).
Translation and the sealed envelope
Because the certificate is written in five languages, a receiving authority that accepts one of them may not need a translation, but this varies. If you are asked for a translation into, for example, Chinese, Korean, Vietnamese or Thai, note two points:
- Once the envelope is opened, MOFA will in principle no longer accept it. Do not open it for translation without the receiving authority's confirmation
- Attaching a translation to a public document turns it into a private document (MOFA, "Application guide"). It can no longer be certified by MOFA as a police document; instead, the translation and the original are attached to the translator's declaration, which is certified by a notary. The Japan National Notaries Association explains that notaries can certify public documents such as registration certificates this way. However, the criminal record certificate is invalid once opened, so you must confirm with the receiving authority that it will accept this form
Another option is to get an apostille on the original only in Japan and have the translation done in the receiving country. If the translation is prepared in Japan, we can handle either of the two methods below. Which one to use depends on the receiving authority's instructions, so please consult us before opening the envelope.
| Method | How it works | Points to note |
|---|---|---|
| A: Certify the sealed original and the translation separately | The original stays sealed and receives an apostille from MOFA. Because the envelope is not opened, the translation is prepared from the standard wording of the police certificate and the details you confirm (name, date of birth, passport number, no criminal record, etc.); it is attached to the translator's declaration, certified by a notary and apostilled | The original and translation become separate documents, and the translation is made without seeing the certificate. Items that cannot be known without opening it, such as the certificate number or issue date, may not be included. If the translation differs from the actual certificate, the receiving authority may reject it. Always confirm in advance that this form is acceptable |
| B: With your consent and the receiving authority's, open the envelope and have the translator's declaration, with the translation and original attached, certified by a notary | The translation and original are attached to the translator's declaration, which is certified by a notary and apostilled | Because the envelope is opened, MOFA can no longer apostille the original directly. Always confirm that the receiving authority accepts an opened certificate |
With method A, the original and the translation are each certified, so fees for two documents (the additional-document fee) and notary fees apply. If the receiving authority requires a specific translator (such as a sworn translator in that country), a translation prepared in Japan may not be accepted, so check first. Some countries, such as Vietnam, require an attached translation into the local language that has been notarized or certified (see our guide for Vietnam (in Japanese)).
A sworn statement of no criminal record may be accepted instead
MOFA notes that some receiving authorities accept, instead of a police certificate, a statement in which the applicant declares that they have no criminal record, certified by a notary. If you cannot wait for the police application or the two months via an overseas mission, ask the receiving authority whether this is acceptable. We can also arrange notarization and an apostille for such a statement. The fee is our apostille service fee (JPY 17,600, tax included) plus actual costs such as the notary fee. The notary fee for certifying a document without a monetary amount is JPY 6,500, plus JPY 6,000 for a document in a foreign language (Notary Fee Ordinance, Article 34).
Points by country
| Receiving country | MOFA certification | Points to note |
|---|---|---|
| China (mainland) | Apostille (since 7 November 2023) | Required for work permits and other purposes. Check with the receiving authority whether a Chinese translation is needed and how it should be prepared |
| Korea | Apostille | Required for F-6, F-4 and other visas. Check with the receiving authority whether a Korean translation is needed and how it should be prepared |
| Vietnam | Apostille (since 11 September 2026) | Required for work permits and other purposes. A notarized or certified Vietnamese translation is required. If the apostille is obtained in Japan without opening the envelope, check with the receiving authority how the translation should be handled (for example, translation in Vietnam) (guide for Vietnam (in Japanese)) |
| Thailand | Until 27 February 2027: certificate of official seal, then legalization at the Royal Thai Embassy in Japan. Apostille expected from 28 February 2027 | The certificate includes English. If the embassy asks for a copy or English translation for legalization, it must be checked how to handle this while the envelope stays sealed (we will check with the embassy; guide for Thailand (in Japanese)) |
| United States, Australia, New Zealand, etc. | Apostille, if the receiving authority requires it (Convention countries) | Required for permanent residence and visa applications. Check the receiving authority's guidance on whether certification is needed and whether to send the original or a scan |
| Spain and other European countries | Apostille | Required for work and residence permits. Check with the receiving authority whether a translation is needed |
Procedures by country are covered in our guides by country (in Japanese), and other documents in our guides by document.
Our service: send us the certificate unopened, as you received it from the police
Only you can apply for the criminal record certificate, so we take the certificate you received from the police and handle the MOFA apostille or certificate of official seal, consular legalization at the embassy in Japan where needed, and shipping after certification.
- Tell us by email or through the form the receiving country, the purpose and the certification and translation required. We will send you a free quote
- Once you accept the quote, pay in advance (credit card via Square, PayPal or bank transfer)
- Mail the certificate you received from the police to our office without opening the envelope (issued within the last three months; use a trackable service such as Letter Pack Light)
- We apply to MOFA and send the certified document to the address you specify, in Japan or abroad
We submit the certificate to MOFA (and the embassy, where needed) still sealed and send it to the address you specify. We do not open the envelope or copy its contents. Any procedure that requires opening it, such as attaching a translation, is done only after checking the receiving authority's instructions and with your consent. As administrative scriveners we have a legal duty of confidentiality (Administrative Scrivener Act, Article 12), and we use your documents and information only for the certification procedure. If you apply in Tokyo (Metropolitan Police Department), we can also collect the certificate from the police for you (fee on quotation). Contact us before you apply, and when you apply, tell the counter that a representative will collect it. Fill in the power of attorney form the police give you and send it to us. We submit the collected certificate to MOFA without opening it. We do not collect certificates from police headquarters outside Tokyo. If you live abroad and are considering applying at an overseas mission or collecting the certificate at MOFA, please contact us before you apply. We will explain how a representative in Japan, such as a family member, can collect it and send it to us.
| Service | Fee (per request) |
|---|---|
| Apostille service | JPY 17,600 (tax included) |
| Consular legalization service (certificate of official seal + embassy in Japan) | JPY 28,600 (tax included) |
| Two or more documents | JPY 3,300 (tax included) for each document from the second |
| Translation | From JPY 3,850 per A4 page (tax included) |
| Collection at the police (only for applications at the Tokyo Metropolitan Police Department) | On quotation |
| PDF scan sent by email | JPY 990 (tax included) |
| Return within Japan (Letter Pack Light) | JPY 450 |
| International shipping (DHL, FedEx, EMS) | JPY 3,300 (tax included) + actual shipping cost |
PDF scans, return within Japan and international shipping are not included in the basic fee and are added if you request them. Because the criminal record certificate is submitted unopened, a PDF scan covers only what is visible on the outside of the envelope. Actual costs such as embassy fees and notary fees are charged separately. See Fees for details. We obtain certifications in Japan on your behalf; we cannot guarantee that the receiving authority will accept the documents.
FAQ
I opened the envelope of my criminal record certificate. What should I do?
MOFA will in principle not accept an opened certificate (MOFA, "FAQ"). The Osaka Prefectural Police also state that it is invalid once opened and advise checking the procedure after collection with the receiving authority. If you need MOFA certification, the reliable way is to apply again at the police headquarters for a new certificate (you must go in person again, and it takes about two weeks). If you are not sure whether it has been opened, send us photos of the front and back of the envelope before mailing it, and we will tell you whether you should get a new one.
Can a family member or my company apply for me?
No. You must go to the police headquarters in person because your fingerprints are taken. A representative can collect the certificate if you say so when you apply (Tokyo Metropolitan Police Department and Osaka Prefectural Police). If you apply in Tokyo (Metropolitan Police Department), we can also collect it for you.
I live abroad. Can I get it without going to Japan?
Yes, at a Japanese embassy or consulate in your country. It usually takes about two months (sometimes more than three), so apply early, working back from your deadline. If you are visiting Japan, you can apply at the police headquarters for your last registered address in Japan; it is issued in about two weeks. It cannot be mailed, so if you cannot collect it during your stay, tell them when you apply that a representative will collect it. If you apply in Tokyo, we can also collect it for you. If you have already applied at an overseas mission, you cannot apply at the police.
I am a foreign national. Can I get a certificate covering the time I lived in Japan?
Yes, if a foreign public authority requires it. Foreign nationals who were registered as residents in Japan (including under the former alien registration system) can apply. While you live in Japan, apply at the police headquarters for your registered address; after you leave Japan, apply at the Japanese embassy or consulate in the country where you live. If you apply at the police before leaving Japan, remember that it takes about two weeks and cannot be mailed, so plan backward from your departure date or tell them when you apply that a representative will collect it.
Does the certificate have an expiry date?
The Tokyo Metropolitan Police Department and Osaka Prefectural Police guidance does not mention an expiry date. However, MOFA generally certifies only documents issued within the last three months, and the receiving authority may also set a time limit after issue. Apply working back from your submission date.
Summary and how to request our service
- You apply for the criminal record certificate (police clearance certificate) in person at the police headquarters for your registered address in Japan, where your fingerprints are taken. No proxy applications, no fee, about two weeks in Japan
- If you live abroad, you can apply at a Japanese embassy or consulate; it takes about two months (sometimes more than three)
- Send it unopened to MOFA. Apostille for Convention countries; certificate of official seal followed by embassy legalization for other countries
- If a translation is needed, check with the receiving authority before opening the envelope
- Renew your passport before applying for the certificate
Tell us the receiving country, the purpose and the certification and translation required, and we will quote the procedure, total cost and timeline.
- Free quote and inquiry form: https://royal-ptns.com/certification/en/contact/
- Phone: +81-3-6303-1664 (weekdays 9:00–20:00 Japan time; weekends and holidays by appointment)
- Email: info@royal-ptns.com
- Fees: Fees
References (official sources, in Japanese)
- Tokyo Metropolitan Police Department, "Application for a travel certificate (criminal record certificate)" (updated 3 August 2026) https://www.keishicho.metro.tokyo.lg.jp/tetsuzuki/toko.html
- Osaka Prefectural Police, "Application for a criminal record certificate" https://www.police.pref.osaka.lg.jp/tetsuduki/hanzaikeireki/index.html
- National Police Agency, notice on the issue of criminal record certificates (Criminal Affairs Bureau notices) https://www.npa.go.jp/laws/notification/keiji.html
- Ministry of Foreign Affairs, "Certification at overseas missions" (updated 9 July 2026; 6. Police certificates) https://www.mofa.go.jp/mofaj/toko/page22_000554.html
- Ministry of Foreign Affairs, "FAQ" (updated 18 September 2026) https://www.mofa.go.jp/mofaj/toko/page22_000552.html
- Ministry of Foreign Affairs, "Application guide 3: How to apply and required documents" (updated 18 September 2026) https://www.mofa.go.jp/mofaj/toko/page22_000608.html
- Ministry of Foreign Affairs, "Application guide 4: Checklist before applying" https://www.mofa.go.jp/mofaj/toko/page22_000609.html
- Ministry of Foreign Affairs, "What are the certificate of official seal and the apostille?" https://www.mofa.go.jp/mofaj/toko/page22_000548.html
- Japan National Notaries Association, on notarized registration certificates and family register certificates requested by foreign authorities https://www.koshonin.gr.jp/notary/ow09_2/9_2_q02
- Japan National Notaries Association, "Fees for certification" https://www.koshonin.gr.jp/notary/ow12/12-q7
The information on this page is as of 29 September 2026 (all sources viewed on that date).
