Apostille for Japanese Documents Used in the Philippines: No Embassy Authentication Needed

The Philippines is a party to the Hague Apostille Convention, which entered into force for the Philippines on 14 May 2019. When you submit Japanese documents in the Philippines, an apostille from Japan's Ministry of Foreign Affairs (MOFA) is enough, and no authentication by the Philippine Embassy or Consulate is needed. Private documents are first certified at a notary office and then go to MOFA.

In short: for the Philippines, MOFA's apostille is all you need

The Philippine Embassy in Tokyo explains that MOFA attaches an apostille to public documents issued by Japanese government offices, and that apostilled documents can be used in the Philippines without authentication by the Philippine Embassy or Consulate. It advises that documents prepared by individuals or companies should first be certified at a Japanese notary office.

Embassy authentication is no longer required

Before the Convention took effect, Japanese documents used in the Philippines needed a certificate of official seal from MOFA followed by authentication at the Philippine Embassy in Japan. Now an apostille alone is enough. If a receiving authority still following old guidance asks for "embassy authentication", check with it whether an apostille is sufficient.

Documents often required in the Philippines

The documents and formats required differ by receiving authority. The situations above are examples, so check the receiving authority's instructions before preparing your documents.

Procedure and timeline

Public documents (koseki, etc.)

1. Obtain an original issued within the last 3 months
2. Apply to MOFA for the apostille (by mail or at the counter; the Tokyo counter has required an online appointment since 5 October 2026)
3. If there are no problems, the document is sent out by mail 3 business days after acceptance
4. Send it to the Philippines

Private documents (power of attorney, etc.)

1. Prepare the document and have it certified by a notary at a notary office
2. Have the notary's seal certified at the Legal Affairs Bureau
3. Obtain the apostille from MOFA

At notary offices in Hokkaido (within the Sapporo Legal Affairs Bureau district), Miyagi, Tokyo, Kanagawa, Shizuoka, Aichi, Osaka and Fukuoka, steps 1–3 can be completed at once (the one-stop service).

Translation

The official languages of the Philippines are English and Filipino. An English translation of Japanese documents is often required. If the translation is to be certified together with the document, it is notarized at a notary office with a translator's declaration attached (see Translation and notarization). Check with the receiving authority whether a translation is needed and in what form.

Points to note

• Philippine documents used in Japan follow the reverse procedure: an apostille for a document issued in the Philippines can only be issued by the Philippine Department of Foreign Affairs (DFA). The Philippine Embassy and Consulates in Japan cannot issue it
• Return addresses in Japan only: MOFA does not return documents to addresses in the Philippines. If you live in the Philippines, apply through family or an agent in Japan
• Issued within 3 months: MOFA can only certify documents such as the koseki that were issued within the last 3 months
• The receiving authority's validity period: authorities in the Philippines may require documents "issued within X months"

FAQ

Do I need authentication by the Philippine Embassy?

No. Documents apostilled by MOFA do not need authentication by the Philippine Embassy or Consulate (according to the Philippine Embassy in Tokyo).

I live in the Philippines. Can I get an apostille on a Japanese koseki?

Yes. However, MOFA does not accept applications mailed from abroad, and it returns documents only to addresses in Japan. Ask family in Japan or an agent such as an administrative scrivener to apply, and have them send the documents to you in the Philippines.

How can I use a Philippine birth certificate (PSA) in Japan?

Obtain an apostille from the Philippine Department of Foreign Affairs (DFA). The Philippine Embassy in Japan cannot issue one.

Our apostille service for documents going to the Philippines

Our office (Royal Partners Administrative Scrivener Office; Taiga Sato, Certified Administrative Scrivener) obtains documents such as the koseki, arranges notarization of your SPA, translates into English, obtains MOFA's apostille and ships the documents to the Philippines. We also accept requests from clients living in the Philippines.

PDF scans, return within Japan and international shipping are not included in the basic fee and are added if you request them. Notary fees, shipping and other actual costs are charged separately. Our office obtains the certifications in Japan on your behalf and cannot guarantee that the receiving authority will accept the documents. For the overall procedure see What is an apostille?, for fees see Fees, and for shipping see International shipping times and costs.

References (official sources)

• Philippine Embassy in Tokyo, "Apostille (formerly Authentication)"
• MOFA, "Certificate of official seal and apostille" (updated 1 June 2026; in Japanese)
• MOFA, "Application guide 3: How to apply and required documents" (updated 18 September 2026; in Japanese)
• MOFA, "List of Contracting States (Regions) to the Hague Convention" (updated 11 September 2026; in Japanese)