When you send a Japanese document abroad with a translation, there are three main ways to do it: (A) obtain an apostille on the original and prepare the translation separately, (B) attach the translation, have it certified at a notary office and then obtain an apostille, or (C) attach only a translator's certificate. Which one you need is decided by the receiving authority. If a public document such as a family register (koseki) is to be certified together with its translation, the set is handled as a private document: it cannot go straight to Japan's Ministry of Foreign Affairs (MOFA). Instead, the translator signs a declaration, a notary certifies it, and the documents then go to the Legal Affairs Bureau and MOFA. MOFA itself does not translate documents.
This page is based on MOFA's application guide 1 and 2 and its FAQ (updated 18 September 2026), the Japan National Notaries Association's page on certification of foreign-language documents, and the Notary Fee Ordinance, as of 8 November 2026.
Three ways to attach a translation
| Method | What is certified | Flow | Suitable when |
|---|---|---|---|
| A. Apostille on the original; translation prepared separately | The official seal on the original | MOFA apostilles the original → translation by a local translator or a designated translator | The receiving authority requires a local translation or one by a translator it designates |
| B. Translation attached; notarization and apostille | The notary's certification of the translator's declaration (followed by the Legal Affairs Bureau's and MOFA's certifications) | Declaration + translation + original → notary office → Legal Affairs Bureau → MOFA | The receiving authority requires a translation certified in Japan |
| C. Translator's certificate only | The translator (a translation company, an administrative scrivener, etc.) confirms that the translation is accurate | The translator attaches a certificate | The receiving authority does not require official certification |
- With method A, the apostille is attached to the Japanese original. The translation is outside its scope.
- With method B, the apostille relates to the notary's certification (the seal of the notary or of the director of the Legal Affairs Bureau). It does not mean that MOFA guarantees the content of the translation.
Why a document with a translation becomes a private document
A family register or a company registration certificate is a public document, so a notary cannot certify it directly. According to the Japan National Notaries Association, the translator instead prepares a declaration stating that they are proficient in Japanese and the foreign language and have faithfully translated the contents of the attached public document. The translator signs the declaration and attaches the translation and the public document to it, and the notary certifies the declaration. Because the declaration is a document made by a private individual, the whole set is handled as a private document.
Steps for a document with a translation
- The translator prepares the translation and the declaration and binds them together with the original
- A notary certifies the declaration at a notary office
- The Legal Affairs Bureau that the notary belongs to certifies the notary's seal
- MOFA issues the apostille. If the destination country is not a party to the Hague Apostille Convention, MOFA issues a certificate of official seal instead, followed by consular legalization at that country's embassy in Japan
At notary offices in Hokkaido (within the Sapporo Legal Affairs Bureau district), Miyagi, Tokyo, Kanagawa, Shizuoka, Aichi, Osaka and Fukuoka, steps 2–4 can be completed at once (the one-stop service). How to fill in the declaration is explained in How to fill in the application form (declaration). For the difference between an apostille and consular legalization, see Apostille vs. consular legalization, and to check whether the destination is a Convention country, see the list of Hague Apostille Convention countries.
Costs (actual costs)
| Item | Amount |
|---|---|
| Notary's certification of the translator's declaration (a declaration in a foreign language such as English) | JPY 12,500 (JPY 6,500 per case + JPY 6,000 foreign-language surcharge; Notary Fee Ordinance) |
| Legal Affairs Bureau's certification of the notary's seal and MOFA's apostille | Free of charge |
| Obtaining the original | Issuance fee for the koseki, company registration certificate, etc. |
| Translation | Depends on the translator |
Check the exact notary fee with the notary office.
Before you apply, confirm the following with the authority or institution that will receive the documents:
- Level of certification: whether the translation needs notarization and an apostille, or whether a translator's certificate alone is enough
- Translator qualifications: whether a particular translator is required. Some countries accept only translations by certified translators or local sworn translators
- How the apostille is attached: whether one apostille is attached to the original and translation bound together, or separate apostilles to the original and the translation
- Spelling of names and date format: how names should be written in the Roman alphabet and how dates should be written
- Validity period: whether it is counted from the issue date of the document or from the date of certification
Notes by document
| Document | Points to note in translation | Detailed guide |
|---|---|---|
| Family register (koseki) | It has many entries, so the amount of translation depends on the number of pages. Handwritten entries in old-format registers (kaisei-gen koseki) need careful reading | Family register (koseki) |
| Company registration certificate (rireki jiko zenbu shomeisho) | Match the English company name and officers' titles to the articles of incorporation and any existing English materials | Company registration certificate |
| Criminal record certificate | It becomes invalid once opened. Check the receiving authority's instructions on how to attach a translation | Criminal record certificate |
| Graduation certificate and transcript | If the school issues certificates in English, a translation may not be needed | Graduation certificates |
English equivalents of Japanese document names are listed in our Japanese–English dictionary of document names (in Japanese).
FAQ
Can MOFA translate the document as well?
No. MOFA does not translate documents. Prepare the translation yourself or ask a translator.
Can I have my own translation notarized?
Following the Japan National Notaries Association's guidance, the person who made the translation prepares and signs a declaration, and the notary certifies that declaration. If you translated the document yourself, you sign the declaration. However, if the receiving authority specifies a translator's qualifications, your own translation may not be accepted.
Can an apostille be obtained on a koseki with a translation attached?
Yes. Attach the translation and the declaration, have them certified at a notary office, have the notary's seal certified at the Legal Affairs Bureau, and then obtain the apostille from MOFA. This is a different procedure from obtaining an apostille on the original alone.
What is the difference between a translator's certificate and notarization?
A translator's certificate is a document in which the translator certifies that the translation is accurate. Notarization is a procedure in which a notary certifies the signature on the declaration. After notarization, you can go on to obtain an apostille or consular legalization.
Our translation and apostille service
Our office (Royal Partners Administrative Scrivener Office; Taiga Sato, Certified Administrative Scrivener) handles translation into English, Chinese and Korean, preparation of the declaration, procedures at the notary office, the Legal Affairs Bureau and MOFA, and shipping abroad. For Spanish and other languages, we can refer you to a certified (sworn) translator. For translation only, see Royal Partners Translation (in Japanese).
| Service | Fee |
|---|---|
| Apostille service (including preparation of the declaration) | From JPY 17,600 (tax included) |
| Consular legalization service (MOFA's certificate of official seal + legalization at the embassy in Tokyo) | JPY 28,600 (tax included) |
| Two or more documents | JPY 3,300 (tax included) for each document from the second |
| Translation (English, Chinese, Korean) | 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 |
When the translation and the original are certified together with the translator's declaration, they count as one document, so the charge for a second document does not apply. 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 private documents in general see Apostille for private documents in Japan, for fees see Fees, and for shipping see International shipping times and costs.
- 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
References (official sources, in Japanese)
- MOFA, "Application guide 1: Documents that can be certified" (updated 18 September 2026)
- MOFA, "Application guide 2: Application flow" (updated 18 September 2026)
- MOFA, "FAQ" (updated 18 September 2026)
- Japan National Notaries Association, "Certification of foreign-language documents"
- Notary Fee Ordinance (e-Gov Law Search)