Certification

There is no fee for either application by mail or at the counter.

Documents to be enclosed

1. The official document to be certified (original document issued within three months)
2. Application form (authentication or apostille)
3. Power of attorney (only for an application through an representative) (Note 2)
4. Letter Pack Light (Notice) or envelope (stamped and self-addressed) to return the certified document (Note 3)

• Address of the Headquarters of the Ministry of Foreign Affairs (Tokyo)
• Address of Osaka Liaison Office

Address for application

• Address of the Ministry of Foreign Affairs (Tokyo)
• Address of Osaka Liaison Office

(Both the headquarters of the Ministry of Foreign Affairs (Tokyo) and Osaka Liaison Office accept applications by mail. Please send your application to either office at your convenience.)

(Note)

As we verify the identity of the applicant by sending the certified document to his/her address by postal mail, we cannot send the document to any person other than the applicant. We cannot send the certified document to different address from sender.

• If there are no insufficiencies/open questions, we return certified documents by mail after 3 business days(ex. Receipt :Monday, Shipment :Thursday afternoon).
• Please be sure to write your phone number which you can be reached during the daytime on the application form, as we may call you if the application is incomplete.
• If the application is incomplete, we may return document(s) to an applicant without authentication enclosing the letter of reasons. In that case, we use the return envelope an applicant prepared as is.
• We do not accept applications by international mail. We can send the certified document(s) by domestic postal mail. We do not send certified documents to foreign Embassies / Consulate (-Generals) in Japan or abroad. You cannot receive the certified document at the application counter (Ministry of Foreign Affairs(Tokyo) or Osaka Liaison Office) if you made the application by mail.

• The service desk opens 14:00-16:00 (except holidays and national holidays) to accept applications in person, but we kindly ask you to submit by postal mail as possible. If there are no insufficiencies/open questions, we return certified documents by mail after 3 business days (ex.Receipt :Monday, Shipment :Thursday afternoon). If you would like to take the certified document at the counter, please bring the "Receipt" given to you at the time of application after 4 business days（ex.Acceptance: Monday, Pick up: Friday morning）.
  • Example: When applying at the counter on Monday.
  • By mail: We will send the certified document on Thursday afternoon.
  • Picking up at the counter: You can take the certified document at the counter on Friday (available from 9:30 to 12:00).
• No prior appointment is required. Please bring your photo ID (passport, driver's license, etc.) and application documents, etc. Please inform the security guard of the purpose of your visit, and come to the counter of the Certification Section at the Consular Services Center of the Ministry of Foreign Affairs. In order to avoid congestion at the counter, we ask that you come alone unless you absolutely must be accompanied by someone. There are no parking spaces available, so please come by train or other public transportation.

Required documents

• The official document to be certified (original document issued within three months)
• Application form (authentication or apostille)
• 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 Light (Notice) or envelope (stamped and self-addressed) to return the certified document (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.

• The service desk at Osaka Liaison Office is open to accept applications in person, but we kindly ask you to submit by postal mail as possible.
  • To check the application documents, please arrive before 12:00 in the morning / before 16:30 in the afternoon.
• Please note that the certified document will be delivered by postal mail in general even if you apply at the service desk in Osaka Liaison Office.
• No prior appointment is required.

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 Light (Notice) or envelope (stamped and self-addressed) to return the certified document (Note 3)

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

Note1　Identification document

At the counter, please bring your photo ID issued by a public institution, such as a driving license, passport or residence card.
Identification document is not necessary when you apply by mail.

Note 2　Power of Attorney

For an application through a representative other than the following, please prepare 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

• Application at the counter: Please bring a copy of an official document (such as a copy of the family register) that confirms the parent-child relationship if the official document which is required to be certified does not confirm the relationship.
• Application by mail: Please enclose a copy of an official document (such as a copy of the family register) that confirms the parent-child relationship if the official document which is required to be certified does not confirm the relationship.

(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 such as an employee of a travel agent or an attorney.
• Application by mail: Please fill in the name of your office and your name in the application form and fill in the address of your office on the return-mail envelope and enclose the copy of photo ID which shows your status as an attorney, an administrative scrivener or a judicial scrivener and others.

(c) When the application is made by a company or an association, an 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 fill in the name of the company or association as well as the name of the employee in the application form and fill in the address of the office on the return-mail envelope and enclose photo ID and a copy of a business card or a company ID.

• (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　Letter Pack Light (Notice) or envelope (stamped and self-addressed) to return the certified document

We highly recommend to use Letter Pack (English), which can track your mail. Please fill in your name and address and keep tracking number. 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 (English).

Please understand that we accept no responsibility for lost mail.