An apostille is difficult to obtain on an original passport, so when a "notarized copy of your passport with an apostille" is requested from abroad, the usual method is to have a copy of the passport certified at a notary office in Japan and then obtain an apostille via the Legal Affairs Bureau and the Ministry of Foreign Affairs of Japan (MOFA). MOFA itself advises that "certification of the original is difficult, so after checking with the receiving authority, if necessary, make a copy, have it certified by a notary and then apply".
A passport is a public document, so a Japanese notary cannot certify the copy itself as "identical to the original". Instead, the holder prepares and signs a declaration stating that "the attached copy is a true copy of my passport", and the notary certifies that declaration. The original passport is shown at the notary office. This method is used for Japanese passports; foreign nationals living in Japan can use the same method for their own passports, but check in advance that the receiving authority accepts a copy certified this way.
This page is based on MOFA's "FAQ" and "Application guide" 1–2 (updated 18 September 2026), the Japan National Notaries Association's guidance on certifying foreign-language documents, and the Notary Fee Ordinance, as of 12 October 2026.
In short: how to get an apostille for a passport copy
| Step | What happens | Cost (actual fees) |
|---|---|---|
| 1 | Copy the passport and prepare a declaration (in English) in the holder's name | – |
| 2 | Have the declaration certified by a notary at a notary office (the original passport is shown) | JPY 12,500 (for a declaration in English) |
| 3 | The Legal Affairs Bureau certifies the notary's seal | – |
| 4 | MOFA issues the apostille | Free |
At notary offices in Hokkaido (Sapporo Legal Affairs Bureau area), Miyagi, Tokyo, Kanagawa, Shizuoka, Aichi, Osaka and Fukuoka, steps 2–4 are completed at once (one-stop service). If the receiving country is not a party to the Hague Convention (such as the UAE or Qatar), MOFA issues a certificate of official seal instead of an apostille, followed by consular legalization at the embassy in Japan (see Apostille vs. consular legalization).
When an apostilled passport copy is requested
- Opening a bank account or identity checks abroad (foreign financial institutions ask for a "notarized copy of your passport")
- Setting up a company abroad, identity checks of officers and shareholders
- Pension, insurance and inheritance procedures abroad
- Visa and citizenship applications abroad
The form of certification required differs by receiving authority: "notarization only", "notarization and apostille", "certified copy by that country's embassy" or "certified copy by a lawyer or other legal professional". First check the receiving authority's instructions.
Why a copy and not the original
MOFA can apostille public documents issued within the last three months that show the issuing body's name and an official seal. A passport is an identity document used for many years, and MOFA states in its FAQ that certification of original passports and residence cards is difficult.
A copy is therefore made and certified at a notary office, the Legal Affairs Bureau director certifies the notary's seal, and then the apostille is applied for at MOFA.
How to prepare the declaration
The Japan National Notaries Association explains that notaries cannot certify that a copy of a public document is identical to the original, and instead describes the method of preparing a declaration and having it certified. The declaration is a private document prepared by the holder, so a notary can certify it.
| Part | Example |
|---|---|
| Title | DECLARATION |
| Statement | I, Taro Yamada, hereby declare that the attached document is a true and accurate copy of my Japanese passport (Passport No. XX0000000). |
| Date | October 15, 2026 |
| Signature | The passport holder's signature (the same as in the passport) |
| Name and address | The holder's name (in the same roman letters as the passport) and address |
| Attachment | Copy of the passport |
The wording may differ by notary office, so check with the notary office in advance. An English declaration template can be downloaded here (Word).
Points to note at the notary office
- The original passport is required: the notary office checks the original passport. Bringing only a copy is not enough
- Prepare the declaration yourself: the notary office does not draft it for you
- Reservation: some notary offices require advance booking, which may be weeks ahead in busy periods
- In principle, the holder attends: an agent can attend with a power of attorney (certification by proxy), but the receiving authority may require certification in the holder's presence
How to make the copy
There is no single correct way to copy the passport; follow the receiving authority's preferences. If in doubt, ask about:
- Color or black and white (some embassies, such as the UAE's, require color copies for legalization)
- The photo page only, or also the signature and visa pages
- Paper size (A4, etc.)
Notary offices often staple documents at the top left, so place the passport in the center of the page so that the photo and number are not covered by the staple.
Cost and time
| Item | Amount / time |
|---|---|
| Notarization (declaration in English) | JPY 12,500 (certification of signature on a document without a monetary amount JPY 6,500 + JPY 6,000 for a foreign language; Notary Fee Ordinance) |
| Legal Affairs Bureau certification and MOFA apostille | MOFA charges no fee |
| MOFA processing | If there are no problems, sent out by mail three business days after receipt |
| One-stop service | Everything obtained at the notary office at once |
Identity documents other than passports
- Residence card: MOFA states that, as with passports, certification of the original is difficult. A copy is certified at a notary office before applying to MOFA
- Driver's license and My Number Card: the same copy-and-declaration method applies. Check with the receiving authority whether the side showing the My Number (individual number) must be included (see our guide to driver's licenses and My Number Cards (in Japanese))
Certified copies by embassies, such as Australia
Australian superannuation funds and others sometimes ask for a "certified copy" of the passport. In such cases, certification by the Australian Embassy in Japan, rather than a Japanese notary office, may be enough. We also obtain certified copies at embassies on your behalf (see our guide for Australia (in Japanese)).
Copy certification by a legal professional
Some receiving authorities ask for "a copy of the passport certified by a lawyer". Our office can prepare a certified copy of a passport in the name of a Certified Administrative Scrivener (Taiga Sato), and that certification can also be notarized and apostilled.
FAQ
Can an apostille be attached to an original passport?
MOFA states that certification of original passports is difficult. After checking with the receiving authority, the method is to have a copy certified at a notary office and then obtain an apostille.
How much does a notary office charge to certify a passport copy?
For a declaration in English, the notary fee is JPY 12,500. MOFA's apostille is free.
Can I do it myself?
Yes. Prepare the declaration and go to the notary office with your original passport. In one-stop areas, you can receive the apostille at the notary office. If you are unsure about the declaration or the receiving authority's instructions, please consult us.
I live abroad. Can I get an apostille on a passport copy in Japan?
The notary office checks the original, so you need to go to a Japanese notary office with your passport. If you have no plans to come to Japan, ask the receiving authority whether certification by a notary in your country of residence or by a Japanese embassy or consulate is acceptable.
Our service: notarization and apostille for passport copies
Our office (Taiga Sato, Certified Administrative Scrivener) handles everything from preparing the declaration to the notary office, Legal Affairs Bureau and MOFA procedures, certified copies by a legal professional and shipping abroad. The original passport is needed, so please bring it to our office (Azabu-juban, Minato-ku, Tokyo; by appointment only). We regularly handle passport copies of officers of listed companies.
| Service | Fee (per request) |
|---|---|
| Apostille service (including preparing the declaration) | JPY 17,600 (tax included) |
| Consular legalization service (MOFA certificate of official seal + embassy legalization in Japan) | JPY 28,600 (tax included) |
| Two or more documents | JPY 3,300 (tax included) for each document from the second |
| 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. We obtain certifications in Japan on your behalf; we cannot guarantee that the receiving authority will accept the documents. Actual costs such as notary and embassy fees are charged separately. See Fees for details.
Free quote and inquiry form / Phone: +81-3-6303-1664 (weekdays 9:00–20:00 Japan time; weekends and holidays by appointment)
References (official sources, in Japanese)
- 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 1: Documents that can be certified" (updated 18 September 2026) https://www.mofa.go.jp/mofaj/toko/page22_000549.html
- Ministry of Foreign Affairs, "Application guide 2: Application flow" (updated 18 September 2026) https://www.mofa.go.jp/mofaj/toko/page22_000607.html
- Japan National Notaries Association, "Certification of foreign-language documents" https://www.koshonin.gr.jp/notary/ow09_2
- Notary Fee Ordinance (e-Gov) https://laws.e-gov.go.jp/law/405CO0000000224
