Certification

3 Application Procedure and Required Documents

May 11, 2022

Please be advised that the application desk of Certification section of the Ministry of Foreign Affairs (Tokyo headquarters) continues to be closed until further notice. Please apply and receive certificates both by post.

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

Application at the application desk in TOKYO

At the Certification Section of the Ministry of Foreign Affairs (Tokyo headquarters), as a measure to prevent further spread of novel coronavirus infections, applications for authentication or apostille need to be submitted by mail (Letter Pack recommended).

However in below case requiring urgent submission/issuance, the Certification section accepts submissions in person at the application desk upon prior appointment. If applicable, you must call the reservation line (tel. 03-3580-3311, ext. 3277) in advance.

Please note the application desk does not accept any visit or submission in person without prior appointment !

Preconditions for applications in person

  • Where the urgent submission of documents with authentication/apostille to the respective country is required in case of death in Japan (e.g. for the transfer of remains).

Items to be observed when arranging the appointment via phone

  • Please declare the details of the urgent case, incl. the official document needing certification, the country of submission etc.
  • In case the item is considered applicable for submission and delivery in person at the application desk, a date and time for visit will be agreed. If the case is not considered applicable for a submission in person, a submission by mail is necessary.
  • In general, the certified document will be ready for delivery/return mail (Letter Pack) on the office day following the day of receipt of the application.

Items to be observed when visiting the application desk

  • Please come to the application desk of the Certification Section of the Ministry of Foreign Affairs with an official document showing your photograph (passport, drivers license etc.) and the application and supporting documents.
  • Please refrain from visiting the application desk if you are not feeling well.
  • At the entrance to the Certification Section, your temperature will be taken. In case you are judged to have a temperature, you will not be allowed to proceed to the application desk.
  • Please wear a mask and use hand sanitizer when entering the premises.
  • In order to keep social distancing, please visit the application desk only one individual at a time expect for persons needing assistance.

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 etc.
  • 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)
Notice:

Envelopes and stamps are not available in the Ministry of Foreign Affairs buildings. Please prepare them prior to your visit to the Ministry.

Application at the service desk in OSAKA

  • The service desk at Osaka Liaison Office is open (10:00-12:15, 13:15-15:00) to accept applications in person, but we kindly ask you to submit by postal mail as possible.
  • Please note that the certified document will be delivered/returned by postal mail in general when you submit the applications at the service desk in Osaka Liaison Office.
  • No prior appointment is required at Osaka.

We kindly ask your cooperation on followings when entering our office

  • Wear a mask all the time.
  • Disinfect your hands with hand sanitizer and check your temperature.
  • Please fill in an application for admission card and health questionnaire at the entrance.

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 etc.
  • Power of attorney (only for an application through an representative) (Note 2)
  • Letter Pack (Notice) or envelope (stamped and self-addressed) to return the certified document (Note 3)
Notice:

Letter Pack is available at the convenience store on 1st floor of the same building.

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)
If the application made by post is incomplete, we may return document(s) to an applicant without authentication by a stamped, self-addressed envelope an applicant prepared, attached with a notice explaining its' reason.
Return the certified document(s) in about 4 (four) working days when no further clarification required upon receiving application document(s) (except weekends and holidays).
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, 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)Open a New Window (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)Open a New Window.
Please understand that we accept no responsibility for lost mail.
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