Certification

Q1　The document was issued more than three months ago. Is it certifiable?

A1　In principle, we do not accept such documents. However original documents which are issued only once, such as diplomas, may be certified, so please confirm in advance with the country of submission.

Q2　I have a graduation certificate in English signed by the principal of the school / college but with no official seal. Is it certifiable?

A2　It is not certifiable. Please ask your school to affix an official seal.

Q3　Can I obtain an apostille on a graduation certificate issued by a university to study abroad?

A3　We cannot grant an apostille for documents issued by private universities or national and public universities which have been incorporated. However, an apostille can be provided for documents certified by a notary public and a certificate of notary public's seal by the director of the district legal affairs bureau where the notary public belongs to. If legalisation of documents by the embassy or consulate (-general) in Japan is required, authentication will be possible. Therefore, please consult with the relevant agency follow the relevant procedure.
Please note that an apostille can be provided in case of certificates issued by national/public universities that have not been incorporated, or in case of graduation certificates etc. issued by national/public universities prior to their incorporation.

Q4　Are vocational school documents certifiable?

A4　Only documents issued by public schools can be certified. However, certification can be provided for documents certified by a notary public and a certificate of notary public's seal by the director of the district legal affairs bureau where the notary public belongs to. Documents issued by schools prescribed in Article 1 of the School Education Act (preschools, elementary schools, junior high schools, high schools, secondary education schools, special support education schools, universities and colleges of technology) can receive authentication.
Regarding apostille, please refer to this site. (above Q3)

Q5　Is the original document of the diploma/academic record certifiable?

A5　Original diplomas are certifiable. However, if we affix a certification seal of the Ministry of Foreign Affairs on your original diploma, it may cause problems for other uses in the future. Likewise, we cannot remove the seal once affixed. Therefore, please confirm with the country of submission whether you may not replace the diploma with the graduation certificate etc., and consider before you apply for a certification on the original document.

Q6　Is a certificate of employment issued by a private university certifiable?

A6　It is not certifiable. Only documents issued by private schools for students and pupils (such as graduation certificates, certificates and transcripts) can obtain an authentication (no apostille) by the Ministry of Foreign Affairs. As certificates of employment and recommendation letters are considered as private documents, please go through the authentication procedure for private documents. (below Q8)

Q7　Is a doctor’s license certifiable?

A7　It is certifiable. However, if we affix a certification seal by the Ministry of Foreign Affairs on the original license document, it may cause problems for other uses in the future. Likewise, we cannot remove the seal once affixed. Therefore, please consider before you apply for a certification on the original document. Please consult with the Medical Profession Division, Health Policy Bureau, the Ministry of Health, Labour and Welfare (Examination and License Department) (Japanese), which issues the English translation of certificates for various licenses, which may also obtain certification.

Q8　Are articles of incorporation, financial statements and documents issued by the Chamber of Commerce and Industry certifiable?

A8　They are not directly certifiable as they are private documents (issued by private persons or companies). However, certification can be provided for documents certified by a notary public and a certificate of notary public's seal by the director of the district legal affairs bureau where the notary public belongs to. At certain notaries public, One-stop Service is available (below Q9). Please refer to details provided by the Japan National Notaries Association on how to go through the certification procedure for private documents.

Q9 With which notary public can I apply for One-stop Service, and what kind of procedure is needed?

A9 With notaries in Hokkaido (within the jurisdiction of the Sapporo Legal Affairs Bureau),Miyagi, Tokyo, Kanagawa, Shizuoka, Aichi, Osaka and Fukuoka Prefectures, upon request of the applicant, the certificate of the notary public's seal, a certificate of notary public's seal by the director of the district legal affairs bureau and an authentication or apostille by MoFA can be provided in a single process. When using this service, there is no need to visit the legal affairs bureau or MoFA. However in case of an authentication by MoFA, please note that a legalisation by the embassy or consulate (-general) in Japan is needed.

Q10　I need a certification on a medical certificate for a visa application. Are there any designated hospitals for health checkups?

A10　 Only medical documents issued by national and public hospitals or Red Cross hospitals are certifiable. However, please note that documents issued by national hospital organization hospitals or incorporated administrative agency hospitals are eligible for authentication, but not for an apostille. Please verify whether the document includes the hospital’s official seal, date of issue and name of hospital (and name of the doctor), as many medical certificates include only the doctor’s private seal, but not the official seal of the hospital.

Q11　Can I obtain a certification on the document for a country (region) with no diplomatic relations with Japan?

A11　We do not make certifications. For Palestine, we only make the authentication as an exception.

Q12 I wish to obtain a certification of a passport or residence card.

A12 Since it is difficult to attach a certification to the original document (passport or residence card), upon confirmation with the country of submission, please request a certificate of the notary public's seal of a document copy with a notary, then proceed with the a certificate of notary public's seal by the director of the district legal affairs bureau where the notary belongs to, before applying for certification with MoFA.

Q13 Can I obtain a certification of a vaccination certificate of COVID-19?

A13 Vaccination certificates of COVID-19 are not being certified. The form and contents of Japanese vaccination certificates are being conveyed to the authorities of each foreign country, and thus certificates may lose validity in case of additions like a MoFA authentication. Please consult your case with the country of submission.

Q1　 What is the difference between authentication and apostille?

A1 Both authentication and apostille are certificates issued by MoFA against official documents issued by public agencies, local governments etc. However authentication is the certification by MoFA needed prior to legalisation of documents by foreign embassies and consulates (general) in Japan. MoFA provides the certification of an official stamp on an official document on the the document itself. Upon receipt of authentication by MoFA, please have the document legalised by the embassy or consulate (-general) in Japan. An apostille is a certification by MoFA in the form of an allonge (= apostille) under the Convention Abolishing the Requirement of Legalisation for Foreign Public Documents (or the Apostille Convention) (Hague Convention of October 5, 1961). An apostille will be accepted only by signatory countries of the Hague Convention. In the destination country, it can be used as a certification equivalent to legalisation by the embassy or consulate(-general) of the destination country in Japan. Please see this link for details.

Q2 What does a certification by MoFA certify?

A2 It certifies the official seal on public documents. This verifies the issuing of the public document (as a document issued by a public officer or public institution with the authority to do so), but does not guarantee the correctness of the document’s content.

Q3 In which language will the certification by the Ministry of Foreign Affairs be issued?

A3 The certification will be issued in English.

Q4　How long will the certificate by the Ministry of Foreign Affairs remain valid?

A4　There is no expiration date. However please note that the destination agency or the relevant embassy or consulate-general in Japan may have a specific period of validity for their procedure.

Q1　I have obtained a certification from the Ministry of Foreign Affairs but I need to attach a translation. Can I obtain a translation at the Ministry of Foreign Affairs?

A1　The Ministry of Foreign Affairs does not provide translation services. While some destination agencies accept translations by applicants themselves, some agencies require notarisation of the translation by a notary public, and others designate specific translators. Please consult with your destination agency or the relevant embassy or consulate-general in Japan for further information.

Q2　What kind of procedure for an international marriage?

A2　There are different procedures for registering your marriage in Japan and in a foreign country. Please consult with the municipal office to register your marriage in Japan and with the relevant embassy or consulate-general in Japan for the procedure in that country.

Q3　I got divorced from a foreigner in Japan. Can I obtain a certification from the Ministry of Foreign Affairs for the divorce procedure abroad?

A3　First of all, please check what documents are required by the destination agency. There are the (extract of) family register, certificate of acceptance of the divorce notification and the certificate of the contents stated divorce notification to certify a divorce in Japan.

Q4　Please tell me about necessary documents for the procedure for legalisation at the embassy or consulate-general in Japan. How long does it take for legalisation?

A4　Please contact the embassy or consulate-general to apply directly as procedures may differ. List of foreign missions in Japan