How to Fill In Japan's Apostille Application Form (MOFA): Field-by-Field Guide

How to Fill In Japan's Apostille Application Form (MOFA): Field-by-Field Guide

To obtain an apostille from Japan's Ministry of Foreign Affairs (MOFA), you submit MOFA's Application Form for Apostille together with the document. The main fields are the country to submit to, the number of documents, the date of issue and the title and name of the issuer. If a representative applies for you, you (the delegator) sign the power of attorney section at the bottom of the form by hand; no seal is needed. The apostille form is a different form from the one for a certificate of official seal (authentication), so make sure you use the right one. Private documents and documents with a translation must be certified at a notary office before they go to MOFA, and the translator signs a declaration for that purpose. This page explains each field of the form in English for people and agencies outside Japan, along with how to apply by mail or at the counter and what to include.

This page is based on MOFA's pages "Download application forms and powers of attorney", application guide 1–3 and FAQ (all updated 18 September 2026), MOFA's page "Certificate of official seal and apostille" (updated 1 June 2026), MOFA's Application Form for Apostille (January 2026 version) and the Japan National Notaries Association's page on certification of foreign-language documents, as of 8 November 2026. The names and addresses in the examples are fictitious. MOFA's pages and forms are in Japanese, and the form also has English labels.

1. There are two forms: apostille and certificate of official seal

Form When to use it After MOFA's certification
Application Form for Apostille (with power of attorney) The destination is a party to the Hague Apostille Convention and asks for an apostille Submit the document directly to the receiving authority
Application form for a certificate of official seal (authentication) (with power of attorney) The destination is not a party to the Convention, or it is a party but asks for consular legalization Have the document legalized at the country's embassy or consulate in Japan

The apostille form carries a note that you can apply for an apostille only if a country (region) that is a party to the Convention requires it. If you are not sure which one you need, check with the receiving authority first. The difference is explained in Apostille vs. legalization, and you can check the destination in the list of Hague Apostille Convention countries.

1.1 How to get the form

  • Download: MOFA's download page offers the apostille form as a PDF and an Excel file. If you apply for several documents, you can make copies of the form
  • At the counter: forms are available at MOFA's Osaka Liaison Office
  • By mail: send a note (any format) stating the destination country, the type of form and the number of copies, together with a stamped, self-addressed return envelope, to MOFA headquarters in Tokyo or the Osaka Liaison Office

2. How to fill in the form

The top half of the sheet is the application form and the bottom half is the power of attorney. The form has both Japanese and English labels, and you may fill it in in either Japanese or English.

Field (Japanese / English label on the form) What to write Example
日付 / Date (DD/MM/YYYY) The date of application, in the Western calendar 15/10/2026
〒 and 住所 / Address The applicant's postal code and address in Japan 1-2-3 ○○, Chiyoda-ku, Tokyo 100-0000
Applicant type (本人 Self / 代理人（業務） Representative (Agent) / 代理人（個人） Representative (Personal)) Check only one box Self
所属（社名）・肩書 / Name of the Agent Company, Title Only for a Representative (Agent): the company name and your title —
Ⓐ申請者/代理人の氏名・電話番号 / Name of Applicant/Representative, Contact Number The person who comes to the counter or who applies by mail Taro Yamada, 090-0000-0000
提出先国名 / Country to submit One country per form United States of America
公文書の通数 / Number of official documents The number of documents to be certified 1
発行年月日 / Date of issue The date the document was issued (it must be within the last 3 months) 01/10/2026
書類発行者の肩書・氏名 / Title of the issuer, Name of the issuer The name in which the official seal on the document was affixed Mayor of Chiyoda City, ○○ ○○

Do not write in the fields marked "Official use only", such as the acceptance number, the date of certification and the boxes for the type of document. The form for a certificate of official seal has the same fields; only the title and the note at the top are different.

2.1 How to write the title and name of the issuer

Copy the name in which the official seal on the document was affixed, exactly as it appears.

  • Family register (koseki) and certificate of residence (juminhyo): the title and name of the mayor of the city, ward, town or village (e.g., Mayor of ○○ City, ○○ ○○)
  • Company registration certificate: the registrar of the Legal Affairs Bureau (e.g., Registrar, ○○ Legal Affairs Bureau, ○○ ○○)
  • Private documents or documents with a translation certified at a notary office: either the notary (e.g., Notary, Tokyo Legal Affairs Bureau, ○○ ○○) or the Director of the Legal Affairs Bureau who certified the notary's seal (e.g., Director, Tokyo Legal Affairs Bureau, ○○ ○○). Check whether the receiving authority specifies one, and if you use the one-stop service, follow the notary office's instructions

2.2 What can go on one form

  • Documents can go on one form if the destination country, the person concerned and the issuer (the name on the official seal) are the same
  • Use a separate form for each destination country
  • Use separate forms for documents with different issuers (e.g., a koseki and a company registration certificate)

3. How to fill in the power of attorney

When a representative applies for you, use the power of attorney section in the bottom half of the form ("I, hereby appoint Ⓐ as my representative for Apostille procedure at the Ministry of Foreign Affairs"). A separately prepared power of attorney in any format is also accepted.

When a power of attorney is not needed

According to MOFA's application guide 3, a power of attorney is not needed in the following cases.

  • Travel agencies, lawyers, administrative scriveners, judicial scriveners and similar professionals applying as part of their business: at the counter they show their professional ID; by mail they attach a copy of an ID showing their qualification, and the return address is their workplace
  • An employee applying for documents in the name of the company or association (a power of attorney is needed for the employee's personal documents, such as their koseki)
  • A parent with parental authority applying for documents of a minor child: if the document does not show that the applicant has parental authority, attach a copy of a document showing the relationship, such as a koseki

Points to check

  • The delegator (Ⓑ) must sign by hand. No seal is needed
  • A copy of the signed power of attorney is accepted (MOFA FAQ)
  • Write the delegator's address and a contact number such as a mobile phone
  • The representative (Ⓐ) writes their name and phone number in the top half
  • A Representative (Agent) writes the company name and attaches a copy of a document proving their qualification. Anyone else applies as a Representative (Personal)

If you live outside Japan, sign the power of attorney and send a copy to family in Japan, who can then apply for you. You can also ask an administrative scrivener or other agent. MOFA does not accept applications mailed from abroad, and it returns documents only to addresses in Japan.

4. How to apply: by mail or at the counter

Method Details
By mail Send the application to MOFA headquarters (Tokyo) or the Osaka Liaison Office. Applications mailed from outside Japan are not accepted. Mail applicants cannot collect the documents at either office
Counter in Tokyo Since 5 October 2026, an online appointment through MOFA's booking system is required, and applications without an appointment are not accepted (no walk-ins). Bring photo ID and the appointment confirmation email
Counter in Osaka Applications are also accepted at the Osaka Liaison Office counter. Check MOFA's page for opening hours and the address

What to submit

  • The document to be certified: the original, issued within the last 3 months (copies cannot be certified)
  • The application form: the apostille form or the form for a certificate of official seal, as required by the destination
  • A power of attorney: only when a representative applies (except in the cases above)
  • Photo ID: only at the counter (e.g., driver's license, My Number card, passport, residence card)
  • A trackable return envelope with the return address written on it, such as a Japan Post Letter Pack
  • The appointment confirmation email: for the Tokyo counter

Return and timing

  • Certified documents are returned by mail only, even if you apply at the counter
  • Documents are returned only to addresses in Japan. MOFA does not send them abroad or to Japanese embassies and consulates
  • If there are no problems, the documents are normally sent out 3 business days after acceptance (e.g., accepted on Monday, sent on Thursday). Applications of 10 or more documents at once may take longer depending on how busy MOFA is
  • MOFA's certification is free of charge. If there is a problem, MOFA calls you, so write a number where you can be reached during the day

5. How to prepare a declaration

A declaration is not a MOFA form. It is a private document you prepare so that it can be certified at a notary office. The Japan National Notaries Association explains that the translator signs a declaration stating that they are proficient in Japanese and the foreign language and that the translation faithfully reflects the original, attaches the translation and the public document, and has it certified by a notary.

5.1 When a declaration is needed

  • When you want a translation of a koseki or company registration certificate to be certified together with the document (see Translation and notarization)
  • When you are asked for certification of a copy of a public document. One method is for the representative or other person to prepare a declaration stating that "the attached copy is a true copy of the original"

5.2 Structure of a declaration (English example)

Notary offices differ in how they want the declaration written, so check with the notary office in advance.

Part Content
Title DECLARATION
Statement The translator's name, a statement that they are proficient in Japanese and English, and a statement that the attached English translation is a true and faithful translation of the original (e.g., of a Certificate of All Matters in the Family Register)
Date e.g., October 15, 2026
Signature The translator's own signature, made in front of the notary, or an existing signature acknowledged as theirs in front of the notary
Name and address The translator's name and address
Attachments The original (public document) and the translation, stapled together

5.3 Declaration templates (Word)

Replace the parts in [ ]. The second page explains how to fill it in. If the notary office or the receiving authority specifies the wording, use that wording.

5.4 Procedure and cost at the notary office

  • The translator goes to the notary office, shows an identity document and has the declaration certified. An agent can go instead with a power of attorney, but some receiving authorities require certification in the person's presence
  • Notary fee: certification of the signature on a document that states no monetary amount is JPY 6,500 per case, plus JPY 6,000 for a document in a foreign language (Notary Fee Ordinance; minutes, sworn certification and some other documents have different fees). For a declaration in English, expect about JPY 12,500
  • One-stop service: at notary offices in Hokkaido (within the Sapporo Legal Affairs Bureau district), Miyagi, Tokyo, Kanagawa, Shizuoka, Aichi, Osaka and Fukuoka, you can obtain everything from the notary's certification to MOFA's apostille at once. Prepare the MOFA application form as the notary office instructs

For private documents in general, see Apostille for private documents in Japan.

6. Common mistakes on the form

  • Using the form for a certificate of official seal for a Convention country: you will receive a certificate of official seal, not an apostille
  • Leaving the country blank or writing several countries: one country per form
  • Writing the applicant's name as the issuer: the issuer is the office that affixed the official seal (the mayor, the registrar, the Director of the Legal Affairs Bureau, etc.)
  • The representative signing the power of attorney: the delegator must sign it by hand
  • Giving a return address abroad: documents are returned only to the applicant's address in Japan

FAQ

Can I fill in the apostille application form in English?

Yes. MOFA's form has both Japanese and English labels, and you can apply in either language.

Where can I find the form?

On MOFA's page "Download application forms and powers of attorney" (an English version is also available). The examples on this page were prepared by our office following the fields of the form.

Does the power of attorney need a seal?

No. It needs the delegator's handwritten signature. A copy of the signed power of attorney is accepted.

Can I apply from abroad and have the document sent to me?

No. MOFA does not accept applications mailed from abroad and returns documents only to addresses in Japan. Ask family in Japan or an agent such as an administrative scrivener to apply and forward the documents to you.

Is there a standard template for the declaration?

There is no single official template, because each notary office asks for its own format. Tell the notary office which document the translation is for and where it will be submitted, and check with it. If you use our service, preparing the declaration is included in the fee.

We handle everything from the application form onward

Our office (Royal Partners Administrative Scrivener Office; Taiga Sato, Certified Administrative Scrivener) prepares the application form and power of attorney, prepares the declaration, translates the documents, handles the procedures at the notary office, the Legal Affairs Bureau and MOFA, and ships the documents to you after they are returned. We accept requests from anywhere in Japan and from abroad.

Fees (per request)
Service Fee
Apostille service (including filling in the application form and preparing the declaration) From JPY 17,600 (tax included)
Legalization service (MOFA certificate of official seal + legalization at the embassy in Japan) JPY 28,600 (tax included)
Two or more documents JPY 3,300 (tax included) for each document from the second
Translation (English, Chinese, Korean; for Spanish and other languages we can introduce a certified translator) From JPY 3,300 per A4 page (tax included)
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. 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.

Tell us the destination country, the type and number of documents and whether a translation is needed, and we will send you a free quote, as a rule within 1 business day.

References (official sources)