Apostille for a Japanese Certificate of Residence (Jumin-hyo) and Seal Certificate: How to Obtain Them, My Number, Translation and Alternatives for People Abroad
A Japanese certificate of residence (copy of the resident record, jumin-hyo) and a seal registration certificate (inkan shomeisho) are public documents issued under the official seal of a municipal office or the Legal Affairs Bureau. For a country that is a party to the Hague Apostille Convention, you can therefore get an apostille directly from the Ministry of Foreign Affairs of Japan (MOFA), without going through a notary office (mail applications accepted, no fee, documents normally sent out three business days after receipt). They are often requested as proof of address for overseas bank and brokerage accounts and investments, for inheritance procedures abroad, and for buying, selling or registering property abroad, and they are among the documents we handle most often. There are three things to watch: MOFA certifies only originals issued within the last three months; the certificate of residence should not show your My Number (individual number); and attaching a translation turns the set into a private document, so it must go through a notary office with a translator's declaration. Both Japanese nationals and foreign nationals registered as residents in Japan can obtain these certificates. This page covers how to obtain them, certification, translation and the documents used instead by people living abroad, based on information published by MOFA, the Legal Affairs Bureau and municipal offices.
This page is a general explanation as of 30 September 2026, based on MOFA's pages on the certificate of official seal and apostille (updated 18 September 2026), the Legal Affairs Bureau's registration fees (from 1 April 2025), MOFA's "Certification at overseas missions" (updated 9 July 2026) and Minato City (Tokyo)'s guidance on certificates of residence and seal registration. The type of document, the entries, the validity period and whether a translation is required vary by country and institution, so always check the receiving authority's instructions.
In short: apostille directly from MOFA; via a notary office if a translation is attached
The procedure depends first on whether the receiving country is a Hague Convention country and whether a translation is required.
| Receiving country / condition | Procedure | MOFA fee and time |
|---|---|---|
| Convention country, no translation | Obtain the original from the municipal office (company seal certificates from the Legal Affairs Bureau) → apostille from MOFA | Free. For both mail and counter applications, normally sent out three business days after receipt |
| Convention country, with translation | The original and translation are attached to a translator's declaration and certified at a notary office → the Legal Affairs Bureau director certifies the notary's seal → apostille from MOFA (notary offices in Tokyo and some other prefectures do this all at once as a one-stop service) | MOFA is free. Notary fee separate (JPY 12,500 for a declaration in a foreign language) |
| Non-Convention country | Certificate of official seal from MOFA → consular legalization at the embassy or consulate in Japan | MOFA is free. Embassy fees and processing times vary by country |
Check whether the receiving country is a party in the list of Hague Apostille Convention countries. China has been a party since 7 November 2023 and Vietnam since 11 September 2026. Thailand will switch to the apostille on 28 February 2027; until then, a certificate of official seal and consular legalization are required.
When these certificates are requested abroad
The certificate of residence officially shows your address in Japan, and the seal certificate shows that the registered seal belongs to you. They are requested abroad as originals with an apostille (or consular legalization) in situations such as the following.
| Situation | Documents typically requested | Points |
|---|---|---|
| Overseas bank or brokerage accounts and investments (proof of address) | Certificate of residence (for you only, without registered domicile) | An English translation is often requested. Original issued within the last three months |
| Inheritance procedures abroad (identifying heirs and the deceased) | Certificate of residence, certificate of residence for a former resident (jumin-hyo no joshutsu), koseki, seal certificate | For a deceased person, a joshutsu certificate is used. Often requested together with the family register (koseki) |
| Buying, selling or registering property abroad (Korea, Taiwan, etc.) | Seal certificate + power of attorney, certificate of residence | In Korea and Taiwan, which have seal systems, a certified Japanese seal certificate is used with the power of attorney |
| Setting up a company, appointing officers or opening accounts abroad (corporate) | Company seal certificate (Legal Affairs Bureau), certificate of all historical matters | Often requested together with the company registration certificate |
| Supporting documents for visas, permanent residence and international marriage | Certificate of residence (all household members, with relationships) | When used to prove cohabitation or family relationships, keep the relationship and head-of-household entries |
Which document, whether for you only or for the whole household, whether to include the registered domicile or relationships, and whether a translation is needed: the receiving authority's instructions come first. If there are none, use the guidance on choosing entries below.
Check with the receiving authority whether a seal certificate is really necessary. Seal systems exist in Korea, Taiwan, China and a few other places; countries without them (the United States, the United Kingdom, Australia, Singapore, etc.) generally do not ask for a seal certificate, and a notarized signature on the power of attorney may be enough. If you have been told "a seal certificate too, if possible" but have not registered a seal, confirm the need before registering one.
How to obtain a certificate of residence and which entries to include
Who can request it and how
A certificate of residence can be requested at the municipal office where you are registered by you or a member of your household. Foreign nationals with a residence card who are registered in Japan can request it in the same way. Someone outside your household (a family member or an agent such as our office) needs the original power of attorney signed by you and their own ID. You can request it at the counter, by mail (enclosing a copy of your ID, a postal money order and a return envelope), at a convenience store using your My Number Card, or in some municipalities online.
| Method | What you need | Fee (Minato City) |
|---|---|---|
| Counter | ID. An agent needs the original power of attorney and their own ID | JPY 300 per copy |
| Request form, copy of ID, postal money order, return envelope | JPY 300 per copy + postage and money order fee | |
| Convenience store | My Number Card (electronic certificate for user identification) | JPY 10 per copy (Minato City's temporary reduced fee; JPY 200–300 in other municipalities) |
Fees differ by municipality; at the counter or by mail they are JPY 200–400 per copy in many municipalities, and convenience-store issue is often cheaper. Whether mail requests are accepted, and what is needed, also differ, so check your municipality's website. People who live abroad and are no longer registered in Japan cannot obtain a certificate of residence (see "If you live abroad and have no resident or seal registration in Japan" below).
Choosing the entries: leave out the My Number
When requesting a certificate of residence, you can choose whether it covers the whole household or only some members, and whether to show the head of household and relationships, the registered domicile (honseki) and head of the family register, the My Number (individual number) and, for foreign nationals, nationality and status of residence. Guidelines for use abroad:
| Entry | Guideline | Reason |
|---|---|---|
| Whole household / you only | You only for proof of address; whole household for proof of family relationships | Avoids disclosing unnecessary information about family members |
| Head of household and relationships | "Include" when showing family relationships | Used to prove cohabitation, dependency or marriage |
| Registered domicile and head of the family register | "Include" when submitted with a koseki or for inheritance | Links the person to the koseki (Japanese nationals only) |
| My Number (individual number) | Obtain it "without" | Only you or your household members can request it, and the My Number Act limits to whom it may be given. Neither receiving authorities abroad nor MOFA normally need it |
| Nationality and status of residence (foreign nationals) | As instructed by the receiving authority | Only when used to prove your status of residence |
If an agent requests a certificate showing the My Number, the municipal office mails it to the person's registered address rather than handing it to the agent (Minato City example). When asking someone to obtain one for use abroad, request it without the My Number.
Issued within three months, original, official seal (the same for seal certificates)
MOFA certifies only originals issued within the last three months that show the issuing body (issuer's name) and bear an official seal. Copies, and documents with staple holes from removed staples or handwritten notes, are not accepted. The certificate of residence has no legal expiry date, but besides MOFA's three months, receiving authorities often set their own limit, such as "issued within three months" or "within six months", so allow for the days between certification and submission when you obtain it.
Certificates of residence and seal certificates issued at convenience stores are printed on paper with the image of the official seal. MOFA requires that "an official seal is affixed", but we have no record of convenience-store certificates being accepted, so we ask for originals issued at the counter or by mail. If you want to use a convenience-store certificate, please consult us first.
Seal certificates: individuals from the municipal office, companies from the Legal Affairs Bureau
There are two kinds of "seal certificate": an individual's seal registration certificate (issued by the municipal office) and a company's or corporation's seal certificate (issued by the Legal Affairs Bureau). Both are public documents, so MOFA can apostille them directly.
Individual seal registration certificate (municipal office)
Anyone aged 15 or over and registered as a resident of the municipality, including foreign residents, can register a seal. Registration is done at the counter; if you bring photo ID such as a My Number Card, driver's license or passport, the seal is registered the same day; otherwise an inquiry letter is mailed to your home (Minato City example; registration is free). To request a certificate, you must present the seal registration card; an agent with the card can also request it without a power of attorney (by correctly stating the registrant's address, name and date of birth). Many municipalities, including Minato City, do not accept mail requests; with a My Number Card you can use convenience-store issue.
| Item | Details |
|---|---|
| Who can register | People registered as residents of Minato City, aged 15 or over and with mental capacity |
| Seals that cannot be registered | Seals outside the size or material standards, seals engraved with characters other than the name on the resident record, etc. |
| Requesting a certificate | The seal registration card must be presented. An agent may request it with the card (no power of attorney needed) |
| Fee | JPY 300 per copy (JPY 10 at convenience stores) |
| When you move abroad | The seal registration is cancelled together with your resident registration (MOFA, "Certification at overseas missions"). Japanese nationals living abroad use a signature certificate from a Japanese embassy or consulate instead |
Company or corporate seal certificate (Legal Affairs Bureau)
A company seal certificate certifies the representative's seal (company seal) registered with the Legal Affairs Bureau and can be requested at any Legal Affairs Bureau in Japan. Unlike the certificate of all historical matters, which anyone can request, the seal card must be presented (or enclosed for mail requests), and the request states the name and date of birth of the person who registered the seal (the representative). Fees from 1 April 2025 are JPY 500 per copy for a paper request, JPY 450 for an online request received by mail, and JPY 420 for an online request collected at the counter. It is often requested together with the company registration certificate when setting up a company or opening an account abroad, and we can certify both at the same time for an additional JPY 3,300 (tax included) for each document from the second.
Getting an apostille from MOFA (no translation)
If the certificate of residence or seal certificate is submitted as it is, without a translation, send the original to MOFA (the main office in Tokyo or the Osaka office) to receive an apostille (or a certificate of official seal for non-Convention countries). There is no fee, and documents are returned by mail only.
| Method | What you need / conditions | Return |
|---|---|---|
| By mail (Tokyo and Osaka) | Original (issued within three months), application form (apostille or certificate of official seal), a power of attorney for applications by a representative, and a trackable return envelope (such as Letter Pack). Mail from abroad is not accepted | Sent out three business days after receipt (received Monday, sent Thursday) |
| At the counter (Tokyo, main office) | From 5 October 2026, an online reservation on the dedicated website is required. Bring the reservation confirmation email, photo ID and a return envelope. Reception 14:00–16:00 | Same as above (documents cannot be collected at the counter) |
| At the counter (Osaka office) | No reservation. Arrive by 12:00 for the morning or by 16:30 for the afternoon | Same as above |
The application form may be completed in Japanese or English. If the receiving country, the person concerned and the name of the official seal are the same, one form covers several copies; for different receiving countries, use a separate form for each. Documents are returned only to the applicant's (sender's) address, not to another person or address. When an employee applies from home for documents in the company's name, a copy of the employee ID card or similar is enclosed. Applications for spare or archive copies are not accepted.
If anything is missing, MOFA calls the phone number on the application form, so give a number that can be reached during the day. People living abroad apply through family in Japan or an agent such as our office.
Certifying a translation: via a translator's declaration at a notary office
Overseas banks and registries often ask for an English (or local-language) translation of the Japanese certificate of residence or seal certificate. Note that, as MOFA's checklist states, attaching a translation to a public document turns it into a private document. In other words, submitting "the original certificate + translation" to MOFA as it is will not get you an apostille.
The standard method is to attach the translation and the original to a declaration in which the translator states that the original has been accurately translated, have it certified by a notary at a notary office (JPY 12,500 for a declaration in a foreign language), and then obtain the Legal Affairs Bureau director's certification of the notary's seal and MOFA's apostille in turn. Notary offices in Tokyo, Kanagawa, Osaka, Aichi, Fukuoka, Shizuoka, Miyagi and Hokkaido (Sapporo Legal Affairs Bureau area) offer a one-stop service in which everything from notarization to the apostille is obtained at once, with no need to visit the Legal Affairs Bureau or MOFA.
Some receiving authorities instead say that "the translation must be made by a certified translator in our country" or that "an apostille on the original is enough". In China, some receiving authorities require a translation by a Chinese translation company (one with a dedicated translation seal). Check the receiving authority's translation requirements before ordering a translation. We translate into English and Chinese. For Korean and other languages, we obtain the apostille on the original only and the translation is attached in the receiving country. If you want the translation attached in Japan, ask us about arranging a translator.
Documents are counted as one per declaration (the original and translation under one declaration count as one). If both the certificate of residence and the seal certificate need translations, there are two declarations, and the translation fee and notary fee apply to each. Documents without translations are submitted directly to MOFA, so no notary fee applies to them.
Points by receiving country
| Receiving country | Certification | Points |
|---|---|---|
| Korea | Apostille | Korea has a seal certificate system. For property sales, registration and inheritance, a Japanese seal certificate is used with a power of attorney. Check with the receiving authority whether a translation is needed |
| China | Apostille (since 7 November 2023) | The former consular legalization is no longer required. A Chinese translation is often requested |
| Taiwan | Authentication by the Taipei Economic and Cultural Representative Office in Japan | Outside the Hague Convention framework. Documents in which the original and translation are notarized together may not be accepted, so the original and translation are processed separately |
| United States, Australia, United Kingdom and other Convention countries | Apostille | If an English translation is attached, use the notary route with a translator's declaration. Some states or institutions have requirements for the translator |
| Thailand | Until 27 February 2027: certificate of official seal + consular legalization; apostille from 28 February 2027 | The certification required changes at the switchover |
| UAE, Qatar and other non-Convention countries | Certificate of official seal + legalization at the embassy in Japan | Embassy fees and processing time are additional. See our guides by country (in Japanese) |
If you live abroad and have no resident or seal registration in Japan
When you file a notice of moving abroad, your resident record becomes a joshutsu (former resident) record and your seal registration is cancelled. Even if a financial institution abroad asks for "proof of address in Japan", a person who has moved out has no current address in Japan. Check with the receiving authority whether a certificate of your current (overseas) address is enough or whether it needs your former address in Japan, and combine the documents below.
| Document | Issued by | What it proves / how it is used |
|---|---|---|
| Certificate of residence for a former resident (jumin-hyo no joshutsu) | The municipal office where you were last registered | Your last address in Japan and the date you moved out (destination "abroad"). Records removed on or after 20 June 2019 are kept for 150 years (earlier ones may have been discarded after five years). Available to both Japanese and foreign nationals. A public document, so MOFA can apostille it directly |
| Family register supplementary record (koseki no fuhyo) | The municipal office of the registered domicile | History of resident registrations (past addresses in Japan). Used for inheritance and proof of past addresses. Japanese nationals only. A public document |
| Certificate of residence abroad (zairyu shomei) | The Japanese embassy or consulate for your area | Your current overseas address. For Japanese nationals who have stayed in that country for three months or more and are not registered in Japan. About JPY 1,200 per copy (in local currency) |
| Signature certificate (shomei shomei) | The Japanese embassy or consulate | Used instead of a seal certificate. Certifies that you signed in front of a consular officer. Form 1 is bound with the power of attorney or inheritance agreement; Form 2 certifies the signature alone. Must be applied for in person. About JPY 1,700 per copy (in local currency). For Japanese nationals |
The joshutsu certificate (for yourself) and the koseki no fuhyo can be requested by family in Japan or by our office on your behalf if you send us the original power of attorney signed by you by international mail (most municipalities do not accept copies or PDFs). It is requested without the My Number. Requirements differ by municipality, so check in advance. The application to MOFA is made by the agent in Japan as the applicant, and certified documents are returned to the applicant's (agent's) address, from where they are forwarded abroad.
Whether the certificate of residence abroad or signature certificate must also be apostilled depends on the receiving authority; if so, the application to MOFA is again made through an agent in Japan. If heirs are asked for a "seal certificate" in an inheritance abroad, heirs registered in Japan use a seal certificate and heirs living abroad use a signature certificate. Foreign nationals who have left Japan cannot use signature certificates from Japanese missions; in that case, a signature notarized in the country where you live is generally used, but check with the receiving authority.
Our service: from obtaining the certificate of residence to translation, apostille and shipping abroad
Our office (Royal Partners Administrative Scrivener Office, Azabu-juban, Tokyo) handles apostilles and consular legalization for certificates of residence and seal certificates for clients throughout Japan and abroad. With your power of attorney, we obtain the certificate of residence by mail from the municipal office. The individual seal registration certificate requires the seal registration card, and many municipalities do not accept mail requests, so please obtain it yourself (or ask family in Japan) and send us the original.
| Service | Fee |
|---|---|
| Apostille service | JPY 17,600 (tax included) |
| Consular legalization service (certificate of official seal + embassy in Japan) | JPY 28,600 (tax included) |
| Two or more documents | JPY 3,300 (tax included) for each document from the second |
| Obtaining a certificate of residence by mail (power of attorney required) | JPY 16,500 (tax included) + actual costs (municipal fee, postal money order fee, round-trip postage) |
| Translation (English, Chinese) | From JPY 3,850 per A4 page (tax included) |
| Notarization (when a translation is attached) | Actual notary fee (JPY 12,500 for a declaration in a foreign language) |
| 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 |
Typical turnaround, counted from the day we have both your payment and the original (or, if we obtain the certificate of residence, the day it arrives): an apostille without translation is sent within 5–6 business days; with a translation, about 3 business days for the translation (depending on pages) plus 3 business days for the apostille at the notary office, about 5–6 business days in total. Consular legalization adds the embassy's processing time. See Fees for details.
FAQ
Can a certificate of residence showing my My Number be certified?
It can be certified if it meets MOFA's requirements (issued within three months, issuer's name, official seal), but a certificate showing the My Number can be requested only by you or your household, and the My Number Act limits its use. Receiving authorities abroad and MOFA normally do not need it, and we accept only certificates of residence without the My Number.
Can an apostille be attached to a certificate of residence or seal certificate printed at a convenience store?
We have no record of convenience-store certificates being accepted, so we ask for originals issued at the counter or by mail. If you want to use one, please consult us first.
Can I use a certificate of residence or seal certificate issued more than three months ago?
MOFA in principle does not accept public documents more than three months after issue. These certificates can be issued any number of times, so obtain a new one. If the receiving authority sets a different limit, such as "within six months of issue", allow for the days between certification and submission.
Is there an English version of the certificate of residence?
Municipal offices issue certificates of residence in Japanese only. If an English translation is needed, the translation and original are attached to a translator's declaration, certified at a notary office and apostilled. We handle everything from English or Chinese translation to certification.
I live abroad and have no certificate of residence. How can I prove my address?
Japanese nationals can obtain a certificate of residence abroad from the Japanese embassy or consulate for their area. If your former address in Japan is needed, obtain a certificate of residence for a former resident from the municipal office where you were last registered (foreign nationals can obtain this too). If an apostille is required, the application to MOFA can be made only from within Japan, so apply through an agent in Japan.
Can you obtain my seal certificate for me?
An individual seal registration certificate requires presenting the seal registration card, and many municipalities do not accept mail requests, so we do not obtain it on your behalf. Please obtain it at the counter yourself or ask family in Japan, and send us the original. We can obtain a certificate of residence by mail with your power of attorney. Company seal certificates require the company's seal card, so please obtain them at your company.
What does it cost to request a certificate of residence, seal certificate and koseki together?
The apostille service fee of JPY 17,600 (tax included), plus JPY 3,300 (tax included) for each document from the second. If translations are attached, a translation fee and notary fee apply to each document. Tell us the types and number of documents and the receiving country, and we will quote the total.
Summary and how to request our service
- Certificates of residence and seal certificates (individuals from the municipal office, companies from the Legal Affairs Bureau) are public documents. For Convention countries, MOFA apostilles them directly (free, normally sent out three business days after receipt); for other countries, a certificate of official seal and consular legalization are needed
- MOFA certifies only originals issued within the last three months. Obtain the certificate of residence without the My Number
- Attaching a translation turns the set into a private document, so it goes through a notary office with a translator's declaration (one-stop notary offices issue the apostille at the same time)
- People living abroad have no resident or seal registration in Japan, so documents such as the joshutsu certificate, koseki no fuhyo, certificate of residence abroad and signature certificate are used instead
- From 5 October 2026, counter applications at MOFA in Tokyo require an online reservation. Mail applications from abroad are not accepted, so apply through an agent in Japan
Tell us the receiving country, the purpose, the types and number of documents and whether a translation is needed, and we will quote the procedure, total cost and timeline.
- Free quote and inquiry form: https://royal-ptns.com/certification/en/contact/
- Phone: +81-3-6303-1664 (weekdays 9:00–20:00 Japan time; weekends and holidays by appointment)
- Email: info@royal-ptns.com
- Fees: Fees
References (official sources, in Japanese)
- Ministry of Foreign Affairs: Application guide 1, Documents that can be certified (updated 18 September 2026)
- Ministry of Foreign Affairs: Application guide 2, Application flow (updated 18 September 2026)
- Ministry of Foreign Affairs: Application guide 3, How to apply and required documents
- Ministry of Foreign Affairs: Application guide 4, Checklist before applying
- Ministry of Foreign Affairs: FAQ on the certificate of official seal and apostille (updated 18 September 2026)
- Ministry of Foreign Affairs: Certification at overseas missions (certificate of residence abroad, signature certificate; updated 9 July 2026)
- Legal Affairs Bureau: Main registration fees (from 1 April 2025)
- Minato City: Requesting and viewing the resident record
- Minato City: Seal registration and certificates
- Minato City: List of fees
- Japan National Notaries Association: Notary fees (Notary Fee Ordinance)
Fees and processing times on this page are based on published information as of 30 September 2026. Municipal fees differ by municipality.
