An apostille and a certification of official seal (koin kakunin) are both issued by Japan's Ministry of Foreign Affairs (MOFA) to confirm the official seal on a Japanese public document. The difference is whether consular legalization by an embassy is needed afterwards. If the destination country is a party to the Hague Apostille Convention, an apostille is enough. If not, you receive MOFA's certification of official seal and then consular legalization at that country's embassy or consulate in Japan.
This page is based on MOFA's "Certification of Official Seals and Apostilles" (updated June 1, 2026), Application Guides 1–2 (updated September 18, 2026), "List of Contracting States (Regions) to the Hague Convention" (updated September 11, 2026) and the Japan National Notaries Association's "Certification of Documents in Foreign Languages", as of October 12, 2026. These sources are in Japanese.
The differences at a glance
| Apostille | Certification of official seal | Consular legalization | |
|---|---|---|---|
| Issued by | MOFA (Tokyo or Osaka Branch) | MOFA (Tokyo or Osaka Branch) | The destination country's embassy or consulate in Japan |
| When it is used | The destination country is a Convention party | The destination country is not a Convention party, or is a party but requires consular legalization | Always after a certification of official seal |
| Next step | None (submit as is) | Consular legalization | None (submit) |
| MOFA fee | Free | Free | Varies by embassy |
| Processing time | Mailed three business days after receipt | Mailed three business days after receipt | Varies by embassy |
| Application form | Apostille application form | Certification of official seal application form | The embassy's own form |
MOFA explains that a document with an apostille can be used in the destination country as the equivalent of one legalized by that country's embassy or consulate in Japan. A certification of official seal assumes that consular legalization will follow; it cannot be submitted on its own.
How to decide which you need
- Check whether the destination country is a Hague Apostille Convention party
- If it is, an apostille is the general rule
- If it is not, you need a certification of official seal followed by consular legalization
- In either case, confirm the type of certificate the receiving authority specifies
MOFA warns that even when the destination country is a Convention party, consular legalization may be required, in which case a certification of official seal is needed. If in doubt, check with the receiving authority or with that country's embassy or consulate in Japan before applying. MOFA certification should be requested only when the receiving authority or embassy requires it.
Examples by country
| Type of certificate | Examples | Our guides (in Japanese) |
|---|---|---|
| Apostille | United States, China (from November 7, 2023), South Korea, the Philippines, France, Italy, Australia, etc. | China, South Korea, Philippines |
| Certification of official seal + consular legalization | UAE (Dubai), Qatar, Myanmar, etc. | UAE, Qatar, Myanmar |
| Acceded, not yet in force | Thailand (the Convention enters into force on February 28, 2027; until then, certification of official seal + consular legalization) | Thailand |
| Special handling | Taiwan (notarization followed by authentication at the Taipei Economic and Cultural Representative Office in Japan is sufficient, according to the Japan National Notaries Association) | — |
The list of Convention parties can change. Before applying, check MOFA's List of Contracting States (Regions) to the Hague Convention (in Japanese).
How the procedures differ
Public documents (koseki tohon, juminhyo, company registration certificates, etc.)
| Step | Apostille | Certification of official seal + consular legalization |
|---|---|---|
| 1 | Apostille at MOFA | Certification of official seal at MOFA |
| 2 | Submit to the receiving authority | Consular legalization at the embassy or consulate in Japan |
| 3 | — | Submit to the receiving authority |
Private documents and documents with a translation
| Step | Apostille | Certification of official seal + consular legalization |
|---|---|---|
| 1 | Notarization at a notary office | Notarization at a notary office |
| 2 | Certification of the notary's seal at the Legal Affairs Bureau | Certification of the notary's seal at the Legal Affairs Bureau |
| 3 | Apostille at MOFA | Certification of official seal at MOFA |
| 4 | Submit to the receiving authority | Consular legalization at the embassy or consulate in Japan |
| 5 | — | Submit to the receiving authority |
The Japan National Notaries Association calls the notary's certification "notarization" and the subsequent certification by public authorities "legalization". Consular legalization is the final stage of legalization.
At notary offices in Hokkaido (within the Sapporo Legal Affairs Bureau district), Miyagi, Tokyo, Kanagawa, Shizuoka, Aichi, Osaka and Fukuoka, notarization, the Legal Affairs Bureau's certification of the notary's seal and MOFA's certification of official seal or apostille can all be obtained in one visit (the one-stop service). With a certification of official seal, consular legalization must still follow.
Which certificate is available depends on the document
According to MOFA's table, some issuing authorities' documents can receive a certification of official seal but not an apostille.
| Issuing authority | Certification of official seal | Apostille |
|---|---|---|
| National agencies, local governments, notaries public | Yes | Yes |
| Public high, junior high and elementary schools | Yes | Yes |
| National/public university corporations and private universities | Yes | No |
| Private high, junior high and elementary schools | Yes | No |
| Special corporations and incorporated administrative agencies | Yes | No |
| Private vocational and miscellaneous schools, foundations, associations, chambers of commerce | No | No |
To submit a document marked "No" to a Convention country, have it notarized at a notary office and obtain an apostille on the notarial certificate (example: Apostille for graduation certificates).
Points to note
- Certifications cannot be stacked: A document certified by MOFA (certification of official seal or apostille) cannot also be certified by a Japanese embassy or consulate abroad, and vice versa
- Embassy requirements vary by country: Consular legalization fees, processing times, whether a reservation is needed and whether a translation is required differ by embassy. Check the embassy's requirements before obtaining MOFA's certification of official seal
- Do not mix up the forms: The apostille application form and the certification of official seal form are different (How to fill in the application form (in Japanese))
- The same three conditions apply to the document: Issued within the last three months, the issuing authority's name shown, and an official seal. These apply to both types of certificate
Frequently asked questions
Do I need both an apostille and consular legalization?
For a Convention country, an apostille alone is generally enough, and consular legalization is not needed. However, if the receiving authority requires consular legalization, you obtain a certification of official seal instead of an apostille and then consular legalization.
Can I submit a document with only a certification of official seal?
No. A certification of official seal assumes that consular legalization by the embassy or consulate in Japan will follow.
How long do the certification of official seal and consular legalization take?
If there are no problems, MOFA mails the document three business days after receipt. The time needed for consular legalization varies by embassy, so check the embassy's guidance.
How much does consular legalization cost?
It varies by embassy or consulate. MOFA's certification of official seal is free.
Our certification and legalization service
Our office (Taiga Sato, Certified Administrative Scrivener) handles everything from confirming which certificate you need to the procedures at the notary office, Legal Affairs Bureau, MOFA and the embassy in Japan, translation and international shipping.
| Service | Fee (per request) |
|---|---|
| Apostille service (public documents only / including private documents) | JPY 17,600 (tax included) |
| Consular legalization service (MOFA certification of official seal + embassy legalization in Japan) | JPY 28,600 (tax included) |
| Each additional document | JPY 3,300 per document from the second (tax included) |
| Translation (English and Chinese) | From JPY 3,850 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 only if you need them. We obtain certifications in Japan on your behalf; we cannot guarantee that the receiving authority will accept the documents. Actual expenses such as notary fees, embassy fees and shipping are charged separately. For the overall process, see What Is an Apostille?; for fees, see Fees.
Free quote and inquiry form / Phone: +81-3-6303-1664 (weekdays 9:00–20:00 Japan time; weekends and holidays by appointment)
References (primary sources, in Japanese)
- MOFA, "Certification of Official Seals and Apostilles" (updated June 1, 2026) https://www.mofa.go.jp/mofaj/toko/page22_000548.html
- MOFA, "Application Guide 1: Documents that can be certified" (updated September 18, 2026) https://www.mofa.go.jp/mofaj/toko/page22_000549.html
- MOFA, "Application Guide 2: Application process" (updated September 18, 2026) https://www.mofa.go.jp/mofaj/toko/page22_000607.html
- MOFA, "List of Contracting States (Regions) to the Hague Convention" (updated September 11, 2026) https://www.mofa.go.jp/mofaj/toko/page22_000610.html
- Japan National Notaries Association, "Certification of Documents in Foreign Languages" https://www.koshonin.gr.jp/notary/ow09_2