Apostille for Viet Nam: Embassy Legalization No Longer Needed from 11 September 2026 (Procedure, Translation and Our Service)

Since 11 September 2026, Japanese documents submitted in Viet Nam no longer need consular legalization by the Embassy of Viet Nam in Japan and can be submitted with an apostille from Japan's Ministry of Foreign Affairs (MOFA). This is because Viet Nam acceded to the Convention Abolishing the Requirement of Legalisation for Foreign Public Documents (the Hague Apostille Convention), which entered into force for Viet Nam on that date. The two-step procedure previously required for Japanese public documents ("MOFA's certificate of official seal → consular legalization at the Embassy of Viet Nam") is in principle no longer needed, and since that date the embassy no longer accepts applications for consular legalization of Japanese public documents (except for documents outside the scope of the Convention, such as administrative documents dealing directly with commercial or customs operations). Separately from the apostille, a notarized or certified Vietnamese translation must still be attached.

This page explains what has changed, how to obtain an apostille for public and private documents, how documents that received a certificate of official seal or consular legalization before 11 September are treated, which documents still need consular legalization, how to prepare the Vietnamese translation, and our service.

In short: from 11 September 2026, Japanese public documents for Viet Nam can be submitted with an apostille instead of consular legalization

Viet Nam deposited its instrument of accession to the Hague Apostille Convention on 31 December 2025, and the Convention entered into force for Viet Nam on 11 September 2026. MOFA has also announced that Viet Nam has joined the Convention, with effect from 11 September 2026.

As a result, when public documents are used between Japan and Viet Nam, obtaining an apostille replaces consular legalization and no further certification is needed.

An apostille certifies the authenticity of the signature, the capacity and authority of the signer, and the seal on a public document. It does not certify the content of the document itself (embassy notice).

What changed: Viet Nam's accession and the Embassy of Viet Nam's new practice

The Hague Apostille Convention (officially the Convention Abolishing the Requirement of Legalisation for Foreign Public Documents, done at The Hague on 5 October 1961) allows public documents to be used between Contracting States without consular legalization by the receiving country's embassy or consulate, provided the competent authority of the issuing country attaches an apostille. See the list of Hague Apostille Convention countries.

Because Viet Nam was previously not a Contracting State, Japanese documents used in Viet Nam needed MOFA's certificate of official seal followed by consular legalization at the Embassy of Viet Nam in Shibuya, Tokyo. Applicants had to go to the embassy to apply and then collect the documents later or after waiting several hours, which meant considerable travel and waiting time.

From 11 September 2026, the Embassy of Viet Nam in Japan does not accept applications for consular legalization of public documents issued by competent Japanese authorities (embassy notice, section 2 on changes in the embassy's handling). In Viet Nam, the decree implementing the Convention (Decree No. 293/2026/ND-CP) took effect on the same day, and apostilles are issued under the authority of the Vietnamese Ministry of Foreign Affairs. The Consular Department of the Ministry of Foreign Affairs (Hanoi) and the Ho Chi Minh City Department of Foreign Affairs are registered with the Hague Conference on Private International Law (HCCH) as issuing authorities.

How to obtain an apostille: public and private documents start in different places

MOFA can directly apostille public documents issued by Japanese government offices and municipalities. Private documents prepared by companies or individuals cannot be certified by MOFA directly, so they are first certified by a notary at a notary office.

Note that some documents issued by public bodies cannot be apostilled by MOFA directly. Documents issued by national and public university corporations, private universities, hospitals attached to national university corporations and hospitals run by incorporated administrative agencies (such as the National Hospital Organization) can receive a certificate of official seal from MOFA but not an apostille (MOFA FAQ). Like private documents, these go through a notary office to obtain an apostille.

For private documents, the one-stop service is available at notary offices in Hokkaido (within the Sapporo Legal Affairs Bureau district), Miyagi, Tokyo, Kanagawa, Shizuoka, Aichi, Osaka and Fukuoka. The notary's certification, the Legal Affairs Bureau's certification of the notary's seal and MOFA's apostille are obtained at once, with no need to go to the Legal Affairs Bureau or MOFA. In other areas there are three steps: the nearest notary office → the Legal Affairs Bureau with jurisdiction over it → MOFA (by mail is possible). If you live outside these areas, you can send your documents to our office and we will use the one-stop service in Tokyo on your behalf.

At a notary office, either the author (signer) of the document signs in front of the notary, or an agent applies using a power of attorney. For documents not prepared by the client, such as graduation or health certificates, the usual method is for the client to prepare a declaration stating that the attached document is genuine, attach the document to the declaration and have it certified by the notary. Our service includes preparing the declaration and power of attorney and applying at the notary office on your behalf. The notary fee is JPY 6,500 per document that states no monetary amount, such as a declaration, plus JPY 6,000 if it is written in a foreign language, for a total of JPY 12,500 (Article 34 of the Notary Fee Ordinance).

MOFA's FAQ and application guide (updated 18 September 2026) explain the following about applying to MOFA.

• You can apply at the counters of MOFA headquarters in Tokyo or the Osaka branch, or by mail from anywhere in Japan (documents are returned by mail only)
• There is no fee (postage for mail applications is paid by the applicant)
• Documents are returned by mail only. If there are no problems, certified documents are generally sent 3 business days after acceptance (e.g. accepted on Monday, sent on Thursday afternoon)
• Since 5 October 2026, applications at the Tokyo counter require an online appointment (no appointment is needed in Osaka)
• Documents issued more than 3 months ago are generally not accepted (except where the receiving authority requires a document issued only once, such as a diploma)
• A criminal record certificate marked "invalid if opened" must be submitted unopened (opened certificates are generally not accepted)
• It is difficult to certify an original passport or residence card, so check with the receiving authority and, if necessary, have a copy certified by a notary before applying

Whether MOFA can apostille school documents directly depends on the type of school. See Graduation certificates for details.

Documents legalized or certified before 11 September

According to the Embassy of Viet Nam's notice, public documents that received consular legalization on or before 11 September 2026 remain valid for use in Viet Nam, and there is no need to obtain a new apostille. Apostilles issued by competent foreign authorities before 11 September are also accepted in Viet Nam.

Documents that received only MOFA's certificate of official seal and have not yet been legalized fall into two groups.

• Documents MOFA can apostille directly (koseki, criminal record certificate, company registration certificate, etc.): the embassy will not legalize them, so you need an apostille. Because MOFA's certification stamp cannot be cancelled once applied, it is not certain that an apostille can be added to an original that already has a certificate of official seal. Obtaining a new original and applying for an apostille is the reliable approach
• Documents MOFA does not apostille directly (graduation certificates from private universities and university corporations, health certificates from incorporated administrative agency hospitals, etc.): these are not outside the Convention itself; they can be apostilled via a notary office. However, the embassy's notice says it will continue to accept consular legalization for documents that fall outside the Convention's scope, are not eligible for an apostille in Japan and are certified by the conventional legalization procedure. Whether a document meets these conditions is for the embassy to decide, so we confirm with the embassy in advance whether a document with a certificate of official seal can be legalized as it is. If this cannot be confirmed, we switch to obtaining an apostille via a notary office

Which group a document falls into must be judged document by document. If you send us a copy of your document, we will tell you the procedure and time required.

Documents that still need consular legalization: those outside the Convention

The Hague Apostille Convention does not apply to every document. The embassy's notice lists "administrative documents dealing directly with commercial or customs operations" as outside the Convention's scope, and says these can still be legalized at the Embassy of Viet Nam in Japan. Whether a document is covered by the Convention is determined under the law of the country where it was issued (Japan).

Viet Nam's decree excludes the following Vietnamese public documents from the apostille (as reported by VIETJO). The same thinking is a useful guide for Japanese documents.

• Documents prepared or issued by Vietnamese diplomatic or consular officers
• Administrative documents dealing directly with commercial or customs operations (except documents that were subject to consular legalization before the Convention took effect)
• Documents not prepared under public authority and not notarized or certified
• Documents with improper erasures, corrections or alterations, or documents found to be forged
• Electronic documents without a valid digital signature, or whose signature does not meet the statutory technical requirements

By the same logic, certificates issued by Japanese diplomatic missions (the Embassy and Consulates-General of Japan in Viet Nam) are documents prepared by diplomatic or consular officers and fall outside the Convention, so they cannot be apostilled. If you live in Viet Nam and obtained a document such as a certificate of legal capacity to marry from a Japanese mission there, check with the receiving authority whether it can be submitted as it is without an apostille.

For commercial and trade documents such as a Certificate of Free Sale, JETRO-related documents and food import documents, whether an apostille is sufficient or consular legalization is needed differs by document. After checking the receiving authority's instructions, our office will decide the procedure, so please consult us first.

Preparing the Vietnamese translation: a notarized or certified translation is required

According to the embassy's notice, when a public document is written in a language other than Vietnamese, Vietnamese law requires a notarized or certified Vietnamese translation to be attached. An apostille certifies the signature and seal on a document and does not replace a translation. A criminal record certificate marked "invalid if opened" is submitted to MOFA sealed, so its contents cannot be translated in Japan. Check with the receiving authority how the translation should be handled (for example, whether it is opened and translated in Viet Nam).

There are two main ways to prepare the translation.

MOFA does not translate documents, and explains that requirements vary by receiving authority: some accept a translation prepared by the applicant, others require the translation to be certified by a notary and then by MOFA, and others specify the translator. To avoid paying twice, confirm the method with the receiving authority (or your agent in Viet Nam) before requesting our service.

Our office translates from Japanese and English into Vietnamese, and can also arrange notarization of the translation and the apostille (translation fees are quoted individually). With a Vietnamese translation, the turnaround is about 3 weeks to 1 month from the day we have both your payment and the original. If you show us the receiving authority's instructions (email or guidance), we will confirm the required format and send you a quote.

Typical documents used in Viet Nam and their procedures

We receive many requests for the following documents for work permits, assignments of expatriate staff, setting up local companies, marriage and residence procedures and product exports.

For marriage, the required documents differ depending on whether you first file the marriage notification in Japan or first register the marriage in Viet Nam. If you married in Japan first, you usually submit to the Vietnamese side the certificate of acceptance of the marriage notification or a koseki showing the marriage; if you marry in Viet Nam first, you usually submit the certificate of legal capacity to marry. Check the instructions of the People's Committee handling the registration before obtaining documents.

MOFA accepts documents issued within the last 3 months, and receiving authorities in Viet Nam often require documents issued within a certain period, so it is important to plan when to obtain each document by working backwards from obtaining it, the apostille, translation and shipping to submission in Viet Nam. We may be able to handle documents not listed here, so please ask.

Using Vietnamese public documents in Japan

Conversely, if a Japanese authority requires certification of a public document issued in Viet Nam (birth certificate, marriage certificate, police clearance, company registration documents, etc.), you obtain an apostille in Viet Nam. Many Japanese receiving authorities, such as municipal offices and the Immigration Services Agency, do not require certification of foreign public documents, so check first whether certification is needed.

The Embassy of Viet Nam in Japan does not issue apostilles. Apostilles for Vietnamese public documents are obtained from the competent issuing authorities in Viet Nam (the Consular Department of the Ministry of Foreign Affairs in Hanoi and the Ho Chi Minh City Department of Foreign Affairs). Application counters, required documents, fees and processing times are explained on the Vietnamese Ministry of Foreign Affairs' dedicated website (apostille.lanhsuvietnam.gov.vn).

Our apostille service: requests from anywhere in Japan or abroad

Royal Partners Administrative Scrivener Office, conveniently located near notary offices and MOFA, has long handled certification of documents for Viet Nam. Since the Convention took effect, we handle these requests as an apostille service at MOFA instead of consular legalization at the Embassy of Viet Nam.

Actual costs such as notary fees (e.g. JPY 12,500 per declaration in a foreign language) and postage to MOFA are charged separately (we send you the receipts electronically). See Fees for details. Tell us the type and number of documents and we will give you a free quote for the total cost and turnaround. With a Vietnamese translation, allow about 3 weeks to 1 month.

Whether you live in Japan, Viet Nam or elsewhere abroad, everything can be completed by email and online payment (credit card via Square, PayPal or bank transfer). Certified documents can be shipped to any address you specify, in Japan or abroad.

FAQ

What are the application form, fee and processing time for consular legalization at the Embassy of Viet Nam?

Since 11 September 2026, the Embassy of Viet Nam in Japan does not accept applications for consular legalization of Japanese public documents (embassy notice). Obtain an apostille from MOFA instead. MOFA charges no fee and, if there are no problems, sends documents by mail 3 business days after acceptance. Documents outside the Convention, such as administrative documents dealing directly with commercial or customs operations, may still need consular legalization, so check with the embassy.

What is the difference between consular legalization and an apostille?

Both show the receiving country that a Japanese document is genuine. Consular legalization is performed by the receiving country's embassy or consulate after MOFA's certificate of official seal, and is needed for countries that are not party to the Hague Apostille Convention. An apostille is a certificate attached by MOFA, and between Contracting States it is all that is needed. Since the Convention entered into force for Viet Nam on 11 September 2026, Japanese public documents can be submitted there with an apostille, without consular legalization.

What about documents that received MOFA's certificate of official seal before 11 September?

Documents that have already been legalized can be used in Viet Nam as they are. For documents that stopped at the certificate of official seal, if MOFA can apostille them directly, obtaining a new original and an apostille is the reliable approach. For documents not eligible for a direct apostille, such as graduation certificates from private universities, the embassy may continue to legalize them if they are judged to fall outside the Convention, so we check with the embassy before proceeding. Send us a copy of the document and we will check.

How long does the procedure take?

If there are no problems, MOFA sends certified documents by mail 3 business days after acceptance (MOFA FAQ). For private documents, a notary office offering the one-stop service completes everything from notarization to the apostille at once. As a guide, allow about 1–2 weeks from when the documents reach our office until they are returned (translation and international shipping take extra time). If a new criminal record certificate is needed, issuance by the police takes about 1–2 weeks (varies by prefecture), so consult us early, working backwards from your travel date.

Is a translation needed? Does the embassy need to certify the translation?

Under Vietnamese law, documents not in Vietnamese must be accompanied by a notarized or certified Vietnamese translation (embassy notice). Whether the translation is notarized in Viet Nam or certified in Japan depends on the receiving authority's instructions. If you show us the receiving authority's guidance, we will arrange the translation in the required format.

Can company documents (articles of incorporation, financial statements, documents issued by a chamber of commerce) be apostilled?

Articles of incorporation and financial statements prepared by a company, and documents issued by a chamber of commerce, are private documents, so they can be apostilled after certification by a notary. Separately, administrative documents dealing directly with commercial or customs operations issued by government offices, such as a Certificate of Free Sale, may fall outside the Convention, and some receiving authorities may require consular legalization. Tell us the document name and receiving authority, and we will confirm which procedure is needed.

Summary and how to request our service

• From 11 September 2026, Japanese public documents for Viet Nam no longer need consular legalization by the Embassy of Viet Nam and can be submitted with MOFA's apostille. The embassy does not accept consular legalization of Japanese public documents
• Private documents, and documents from institutions not eligible for a direct apostille (university corporations, private universities, incorporated administrative agency hospitals, etc.), are certified by a notary before the apostille (completed at once with the one-stop service)
• Documents legalized before 11 September remain valid. For documents with only a certificate of official seal, depending on the type, obtain a new original and an apostille, or check with the embassy
• Administrative documents dealing directly with commercial or customs operations and similar documents are outside the Convention and may still need consular legalization
• A notarized or certified Vietnamese translation must still be attached. Check with the receiving authority whether it should be translated in Viet Nam or certified in Japan

Tell us the type and number of documents and the receiving authority (which authority in Viet Nam), and we will quote the procedure, total cost and timeline.

References (official sources)

• Embassy of the Socialist Republic of Viet Nam in Japan, notice on the application of the apostille in place of consular legalization (9 September 2026; available from the news section; in Japanese)
• MOFA, "Certification (certificate of official seal and apostille) and certificates issued at Japanese missions" (announcement of Viet Nam's accession and its entry into force on 11 September 2026; in Japanese)
• MOFA, "FAQ" (updated 18 September 2026; in Japanese)
• MOFA, "Application guide 3: How to apply and required documents" (updated 18 September 2026; in Japanese)
• MOFA, "Contracting States (Regions) to the Hague Apostille Convention" (updated 11 September 2026; in Japanese)
• Japan National Notaries Association, "Q7. Certification fees" (in Japanese)
• HCCH, "Viet Nam accedes to the 1961 Apostille Convention" (deposited 31 December 2025; entry into force 11 September 2026)
• HCCH, "Viet Nam – Competent Authority (Art. 6)" (apostille issuing authorities in Viet Nam)
• VIETJO Viet Nam News, report on the entry into force of the Hague Convention on 11 September covering Japanese public documents (10 September 2026; content of Decree No. 293/2026/ND-CP; in Japanese)

The information on this page is as of 25 September 2026.