An apostille is a certificate attached by Japan's Ministry of Foreign Affairs (MOFA) confirming that the official seal on a Japanese public document is genuine. If the destination country is a party to the Hague Apostille Convention, a document with an apostille is accepted there in the same way as one legalized by that country's embassy in Japan. Applications go to MOFA (the main office in Tokyo or the Osaka Branch). MOFA charges no fee, and if there are no problems, the document is mailed back three business days after it is received.
Private documents, such as company documents, powers of attorney and documents with a translation attached, cannot be submitted to MOFA directly. They must first be certified by a notary public in Japan. This page explains what an apostille is, how the application works, what you need, how long it takes, what it costs, and common mistakes, based on MOFA's official guidance.
This page is based on MOFA's "Certification of Official Seals and Apostilles" (updated June 1, 2026), its Application Guides 1–3, "Downloading Application Forms and Powers of Attorney" and "Frequently Asked Questions" (all updated September 18, 2026), as of October 12, 2026. MOFA's pages are in Japanese.
In short: there are three routes to an apostille
| Type of document | Examples | Route | MOFA fee |
|---|---|---|---|
| Public document (submitted in Japanese as issued) | Family register (koseki tohon), certificate of residence (juminhyo), company registration certificate, criminal record certificate, certificates from public schools | Apply to MOFA directly → apostille | Free |
| Private document (including documents MOFA does not certify directly) | Power of attorney, certificate of employment, company articles of incorporation and financial statements (certificates from private universities also follow this route) | Notary office (notarization) → Legal Affairs Bureau (certification of the notary's seal) → MOFA | Free (notary fees are separate) |
| Document with a translation attached | Koseki tohon + English translation, company registration certificate + English translation | Attaching a translation makes the whole document a private document, so it follows the notary route above | Free (notary fees are separate) |
At notary offices in Hokkaido (within the Sapporo Legal Affairs Bureau district), Miyagi, Tokyo, Kanagawa, Shizuoka, Aichi, Osaka and Fukuoka, you can receive everything from notarization to the apostille in one visit (the "one-stop service").
If you have been told to "get an apostille" but are not sure which route applies, send us the name of the document and the destination country (free quote and inquiry form).
What an apostille is: a certificate attached by MOFA
An apostille is a certificate issued under the Convention Abolishing the Requirement of Legalisation for Foreign Public Documents of October 5, 1961 (the Hague Apostille Convention). MOFA attaches a certificate (the apostille) confirming the official seal on a public document.
- Where it can be used: Only in countries and regions that are parties to the Convention. You can check this in our list of Hague Apostille Convention countries.
- Effect: A document with an apostille can be used in the destination country in the same way as one legalized by that country's embassy or consulate in Japan.
- What it certifies: That the impression of the official seal is genuine (that the issuing authority is legitimate). It does not certify that the contents of the document are true.
- Language: English.
- Validity: The apostille itself does not expire. However, the receiving authority or embassy may require the document to be issued within a certain number of months.
- Verification: Apostilles issued on or after June 1, 2026 can be verified by scanning the QR code on the certificate, which leads to MOFA's verification site, and entering the certificate number, date and access code.
For countries that are not parties to the Convention (such as the UAE, Qatar and Myanmar), you need MOFA's "certification of official seal" (koin kakunin) instead of an apostille, followed by "consular legalization" at that country's embassy or consulate in Japan. The difference is explained in detail in Apostille vs. Certification of Official Seal and Consular Legalization.
Even for Convention countries, the receiving authority may ask for consular legalization or a certification of official seal instead. Before applying, confirm which certificate is required with the receiving authority or with that country's embassy or consulate in Japan.
Which documents can and cannot receive an apostille
Three conditions for MOFA certification
MOFA can directly certify public documents that meet all three of these conditions:
- The date of issue is shown, and the document is within three months of the date of issue
- The issuing authority (name of the issuer) is shown
- It bears an official seal, not a personal seal or signature
Copies, documents whose staples have been removed, documents with added writing, and applications made only to keep a spare are not accepted. Documents more than three months old are generally not accepted, but exceptions are made for documents issued only once, such as diplomas, when the receiving authority requires them.
| Issuing authority | Examples | Certification of official seal | Apostille |
|---|---|---|---|
| National government agencies | Registration certificates, criminal record certificates | Yes | Yes |
| Local governments | Koseki tohon/shohon, juminhyo, tax certificates | Yes | Yes |
| Notaries public | Notarial certificates | Yes | Yes |
| Public high, junior high and elementary schools | Graduation certificates, etc. | Yes | Yes |
| National/public university corporations and private universities | Graduation certificates, transcripts | Yes | No |
| Private high, junior high and elementary schools | Graduation certificates, etc. | Yes | No |
| Private vocational and miscellaneous schools | Certificates from vocational schools | No | No |
| Special corporations and incorporated administrative agencies | Yes | No | |
| Foundations, associations and chambers of commerce | Certificates of origin, etc. | No | No |
(Excerpt from MOFA's table of "documents that can be certified")
Documents marked "No" can still receive an apostille as a notarial certificate: they are notarized at a notary office, and the Director of the Legal Affairs Bureau certifies the notary's seal. This is the route for graduation certificates from private universities or national university corporations submitted to schools abroad (see Apostille for graduation certificates).
Private documents cannot go to MOFA directly
MOFA does not directly certify documents created by individuals or companies (powers of attorney, certificates of employment, letters of recommendation, company articles of incorporation, financial statements, etc.). These are notarized at a notary office, the notary's seal is then certified by the Legal Affairs Bureau the notary belongs to, and only then is the application made to MOFA. A certificate of employment issued by a private school to its staff is also treated as a private document. See Apostille for private documents such as certificates of employment.
Attaching a translation makes it a private document
If a translation is attached to a public document (for example, when you want a koseki tohon and its English translation certified together), the whole set is treated as a private document. In this case, a translator's declaration is attached, the set is notarized at a notary office, and then it goes to MOFA. MOFA does not translate documents. The way a translation should be attached depends on the receiving authority; see Translation and notarization (in Japanese).
Application routes: public documents, private documents and the one-stop service
Applying to MOFA directly with a public document
- Obtain an original issued within the last three months (for a koseki tohon, from the municipal office of the registered domicile)
- Fill in the apostille application form (How to fill in the application form (in Japanese))
- Apply to MOFA by mail or at the counter
- If there are no problems, the document is mailed back three business days after it is received
Private documents and documents with a translation
- Have the document notarized at a notary office (attach a translator's declaration if a translation is included)
- Have the notary's seal certified at the Legal Affairs Bureau the notary belongs to
- Receive the apostille from MOFA
In areas with the one-stop service (Hokkaido (within the Sapporo Legal Affairs Bureau district), Miyagi, Tokyo, Kanagawa, Shizuoka, Aichi, Osaka and Fukuoka), steps 1–3 are completed at the notary office in one go, with no need to visit the Legal Affairs Bureau or MOFA. At notary offices in Saitama, Ibaraki, Tochigi, Gunma, Chiba, Nagano and Niigata, notarization and the certification of the notary's seal by the Legal Affairs Bureau are done together, after which you apply to MOFA.
If the receiving authority requires certification by a Japanese embassy or consulate abroad rather than by MOFA in Japan, do not use the one-stop service. A Japanese embassy or consulate abroad cannot add its certification to a document already certified by MOFA (and vice versa).
What you need to apply (by mail or at the counter)
| By mail | Tokyo (MOFA main office) counter | Osaka Branch counter | |
|---|---|---|---|
| Document to be certified | Original issued within the last three months | Same | Same |
| Application form | Apostille application form | Same | Same (available at the counter) |
| Identification | Not required | Photo ID | Photo ID |
| Return envelope | A trackable envelope (such as Letter Pack) with the return address filled in | Same | Same (can be bought at the convenience store on the 1st floor of the building) |
| Power of attorney | Required when an agent applies (not required for professionals such as administrative scriveners, persons with parental authority, or employees submitting documents in the company's name) | Same | Same |
| Other | — | Online reservation confirmation email (reservations are required from October 5, 2026) | No reservation needed |
- Counter hours: Tokyo, weekdays 14:00–16:00. Osaka Branch, weekdays 9:00–12:15 and 13:15–17:00 (arrive by 12:00 in the morning and by 16:30 in the afternoon so documents can be checked)
- Collection: Even if you apply at the counter, certified documents are returned by mail only. They cannot be collected at the counter
- Return address: Only the applicant's own address, and only within Japan. Documents cannot be sent abroad or to Japanese embassies and consulates
- From abroad: MOFA does not accept applications mailed from abroad. Apply through a family member or an agent in Japan
- One form for several documents: One form can cover several documents if the destination country, the person concerned and the issuer (the name on the official seal) are the same. Use separate forms for different destination countries
Processing time and cost
At MOFA: mailed three business days after receipt
If there are no problems and no further checks are needed, documents are generally mailed three business days after they are received (for example, received on Monday, mailed on Thursday afternoon; delivery time depends on the postal service). Faster issue is generally not possible. If you apply for ten or more documents at once, it may take longer depending on how busy the office is.
To estimate the total time, add the time to obtain the document, (for private documents) the time to book and complete notarization, and postage in both directions. For countries that require consular legalization, add the embassy's processing time.
Cost: MOFA is free; you pay only actual expenses
| Item | Amount |
|---|---|
| MOFA apostille | Free |
| Postage (application and return) | Actual cost (Letter Pack, etc.) |
| Notarization (private documents and documents with a translation) | JPY 6,500 per signature certification for a document without a stated monetary amount, plus JPY 6,000 for a document in a foreign language (under the Notary Fees Order; different amounts apply to minutes, sworn certifications, etc.) |
| Obtaining the document | Issuing fees for koseki tohon, juminhyo, etc. |
Common mistakes
- Using the wrong form: The apostille application form and the certification of official seal form are different. Use the apostille form only when the destination country is a Convention party and an apostille is required.
- Submitting a copy: MOFA certifies originals only. Because it is difficult to certify an original passport or residence card, check with the receiving authority and, if needed, have a copy notarized before applying to MOFA (Apostille for passports).
- Documents more than three months old: Documents such as koseki tohon must be obtained again. Allow time for requesting them by mail.
- Opening a criminal record certificate: A criminal record certificate that has been opened is invalid and is generally not accepted (Apostille for criminal record certificates).
- English certificates with only a signature: Even an English graduation certificate from a university cannot be certified if it has only a signature and no official seal. Ask the school to add its official seal.
- Certification cannot be undone: An apostille can be attached to an original diploma or medical license, but MOFA's certification stamp cannot be removed. MOFA recommends checking with the receiving authority in advance whether a graduation certificate or an English certificate from the Ministry of Health, Labour and Welfare can be used instead.
Guides by document and by country
How to obtain the main documents and points to note are explained in these guides:
- Apostille for a family register (koseki tohon)
- Apostille for a criminal record certificate (police certificate)
- Apostille for a company registration certificate
- Apostille for a certificate of legal capacity to marry
- Apostille for a certificate of residence (juminhyo) and seal registration certificate
- Apostille for a birth certificate
- Apostille for graduation certificates
- Apostille for private documents such as certificates of employment
- Apostille for passports (notarized copies)
- Other documents: List of documents we handle
Notes for each destination country are in our guides by country (in Japanese).
Frequently asked questions
How long does it take to get an apostille?
Once you apply to MOFA, the document is mailed three business days after receipt if there are no problems. Add postage time. Private documents and documents with a translation must go through a notary office first.
How much does MOFA charge for an apostille?
MOFA charges nothing. Postage and, for private documents, notary fees are paid at actual cost.
Where can I apply for an apostille?
At MOFA's main office in Tokyo (Certification Section, Consular Service Center, Consular Affairs Bureau) and its Osaka Branch. You can also apply by mail. Private documents start at a notary office. In areas with the one-stop service, you can obtain everything at the notary office in one go.
What is an "apostille at the notary office"?
It refers to the one-stop service, where notarization, the Legal Affairs Bureau's certification of the notary's seal and MOFA's apostille are all obtained in one visit to a participating notary office. The apostille itself is still issued by MOFA; the notary office handles the notarization of the private document.
Can I apply if I live outside Japan?
Applications cannot be mailed from abroad, and documents are returned only to addresses in Japan. Apply through a family member in Japan or an agent such as an administrative scrivener. An agent can apply with a power of attorney signed by you by hand (no seal needed; a copy is acceptable). Professionals such as administrative scriveners can apply with proof of their qualification instead of a power of attorney.
Does an apostille expire?
The apostille itself does not expire. However, the receiving authority may require the document or the apostille to be dated within a certain number of months, so please check with them.
Our apostille service
Our office (Taiga Sato, Certified Administrative Scrivener) handles everything from obtaining your documents to the procedures at the notary office, Legal Affairs Bureau and MOFA, translation and international shipping. We also accept requests from people living outside Japan.
Our standard turnaround, counted from the day we have received both your payment and the original documents: private documents (powers of attorney, certificates of employment, etc.) are shipped within 3 business days; public documents submitted to MOFA directly within 5–6 business days; documents with a translation within about 5–6 business days (about 3 business days for translation, depending on the number of pages, plus 3 business days for the apostille via the notary office). Consular legalization adds the embassy's processing time.
| 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. See Fees and FAQ for details.
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, "Application Guide 3: How to apply and required documents" (updated September 18, 2026) https://www.mofa.go.jp/mofaj/toko/page22_000608.html
- MOFA, "Downloading Application Forms and Powers of Attorney" (updated September 18, 2026) https://www.mofa.go.jp/mofaj/toko/page22_000550.html
- MOFA, "Office Hours and Contact" (updated September 18, 2026) https://www.mofa.go.jp/mofaj/toko/page22_000551.html
- MOFA, "Frequently Asked Questions" (updated September 18, 2026) https://www.mofa.go.jp/mofaj/toko/page22_000552.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