Certification

Application Procedure Guide

3 Application Procedure and Required Documents

June 30, 2014
Japanese

No application fee for both in-person applications and applications by mail.

There are three ways to make an application and receive the certified document.

  • (1) Apply for and receive the certified document both in-person at our office at the application desk (The certified document will be available from 9:00 a.m. on the following day of the application date (except weekends and holidays)).
  • (2) Apply in-person at our office and receive the certified document later by mail (the certified document will be delivered within a few days after the application date (except weekends and holidays)).
  • (3) Apply and receive the certified document later both by mail (it takes about 10 to 14 days from application (shipment) to delivery).

(Note) Please receive your certification as early as possible. Please note that documents will be discarded after expiration of the three-year retention period.

Application at the application desk

Required documents

  • The official document to be certified (original document issued within three months)
  • Application form (authentication or apostille)
    • You may use the application form available at our office.
  • Identification Document (Note 1)
    • Driving license, basic resident registration card, passport or residence card.
  • Power of attorney (only for an application through an representative) (Note 2)
  • Stamped, self-addressed envelope, or Letter Pack (only for delivery by mail) (Note 3)

(Note)
The certified document will be available from 9:00 a.m. on the following day of the application date (except weekends and holidays). Please note that you cannot receive the certified document on the same day of application.
Envelopes and stamps are not available in the Ministry of Foreign Affairs buildings. Please prepare them prior to your visit to the Ministry.

Application by mail

Documents to be included

  • The official document to be certified (original document issued within three months)
  • Application form (authentication or apostille)
  • Power of attorney (only for an application through a representative) (Note 2)
  • Stamped, self-addressed envelope, or Letter Pack (Note 3)
(Note)
It takes approximately 10 to 14 days before you receive the certified official document.
We do not accept applications by international mail.
The delivery address should be an address in Japan. We cannot send certified documents to foreign Embassies / Consulate (-General)s in Japan or abroad.
As we verify the identity of the applicant by returning the certified document to his/her address, we cannot send the document to any person other than the applicant.
You cannot receive the certified document at the application desk if you made the application by mail.
Please indicate a phone number where you can be reached on daytime as we may contact you when there are any defects in a document.

(The headquarters of the Ministry of Foreign Affairs (Tokyo) and Osaka Liaison Office both accept mail applications. You may send your application to any office at your convenience.)


Note 1 Identification document
Please bring photo ID issued by a public institution, such as a driving license, basic resident registration card, passport or residence card. If you do not possess any of these forms of identification, please bring your insurance card.
Note 2 Power of Attorney
For an application through a representative other than the following, please bring a power of attorney with the signature of the person concerned (who requires the certification). 
Cases where the power of attorney is not required
(a)When the person concerned (who requires the certification) is a minor and his/her parent / guardian makes the application
(b)When a person who is authorized to conduct various procedures on behalf of his/her client (such as a travel agency, an attorney, an administrative scrivener or a judicial scrivener) makes application
  • Application at the application desk: Please bring photo ID which shows your status as an employee of a travel agent or an attorney.
  • Application by mail: Please write the name of your office and your name in the application form and write the address of your office on the return-mail envelope.
(c)When the application is made by a company or an association and employee of the company or association which appears on the official document (such as a certified copy of commercial register) makes application
  • Application at the application desk: Please bring photo ID of the employee and a document certifying that he/she is an employee of that company or association, such as a business card or a company ID.
  • Application by mail: Please write the name of the company or association as well as the name of the employee and write the address of the office on the return-mail envelope.
  • (Note) When you apply for a certification of an employee’s personal document, such as an (extract) family register or a graduation certificate, which is necessary for the visa application at the time of the employee’s international transfer, a power of attorney will be also required.
Note 3 Stamped, self-addressed envelope
Please purchase an envelope which is large enough to enclose the document to be certified and write your address and name on it. You are recommended to use traceable methods such as a Letter Pack (Japanese)other site (Plus, Light), registered mail or recorded delivery. The stamp (postal fee) needed will differ depending on the shipping method, the size of the envelope and the weight of the document. For details, please consult with your nearest post office or visit the website of Japan Post (Japanese)other site.
Please understand that we accept no responsibility for lost mail.