💡 3 points in this article
- The difference between apostille and consular certification at a glance
- Up-to-date information on fee schedule and agency costs by document
- Practical comments & application tips from Gyoseishoshi Lawyers.
Introduction: What kind of authentication is required when using Japanese documents overseas?
When submitting Japanese official documents overseas for study, employment, marriage, visa applications, etc., it is necessary to go through a procedure to prove that the documents issued in Japan are genuine. That is the "Apostille" or "Consular Legalization".
Which one you choose depends on whether the country to which you are submitting is a member of the Hague Convention. If it is a member country, an "Apostille" completed by the Ministry of Foreign Affairs is required. If it is a non-member country, a "Consular Certification" performed by the Ministry of Foreign Affairs + Embassy is required.
Difference between Apostille and Consular Certification
| (data) item | Apostille Authentication | consular certification |
|---|---|---|
| Target Countries | Countries that are members of the Hague Convention (e.g., South Korea, France, the United Kingdom, Australia, etc.) | Non-member countries (e.g., China, Canada, UAE, Vietnam, etc.) |
| Certification Body | Ministry of Foreign Affairs | Ministry of Foreign Affairs + Embassy or Consulate of your country |
| Ministry of Foreign Affairs Fee | free | free |
| Embassy and Consulate Fees | unnecessary | Approx. 2,000-6,000 yen (varies by country) |
| Estimated application period | Approx. 3-5 business days | Approx. 1 to 2 weeks |
| Examples of main documents | Graduation certificate, marriage certificate, etc. | Copy of family register, registration, contract, etc. |
| remarks | Completed by the Ministry of Foreign Affairs | 2-step verification (Ministry of Foreign Affairs + Embassy) required |
Fee Schedule for Apostille Certification
| Document Type | Notary public fees (tax-exempt) | Firm Fees (Tax included) | total amount |
|---|---|---|---|
| official document | - | 25,000 yen | 25,000 yen |
| Personal documents (Japanese) | 5,500 yen/pass | 25,000 yen | 30,500 yen |
| Private documents (foreign language) | 11,500 yen/pass | 25,000 yen | 36,500 yen |
All amounts shown include tax.
If you need a translation,From 5,000 yen per letter - additionalThe first two are the following.
The notary public fee is an actual fee paid by the applicant at the time of application.
Shipping fee (3,000 yen) will be added separately for overseas returns.
Fee Schedule for Consular Certification
| Document Type | Notary public fees (tax-exempt) | Embassy Fees (tax-exempt) | Firm Fees (Tax included) | total amount |
|---|---|---|---|---|
| official document | - | special estimate | 35,000 yen | 35,000 yen + Embassy Fees |
| Personal documents (Japanese) | 5,500 yen | special estimate | 35,000 yen | 41,000 yen + Embassy Fees |
| Private documents (foreign language) | 11,500 yen | special estimate | 35,000 yen | 46,500 yen + Embassy Fees |
All amounts shown include tax.
If you need a translation,From 5,000 yen per letter - additionalThe first two are the following.
Embassy fees for each country vary (e.g., China: approx. 3,000 yen, UAE: approx. 6,000 yen).
Notary fees must be paid at the time of application.
In case of overseas return, shipping cost (3,000 yen) will be added separately.
Actual Application Cases
Apostille of Diplomas and Transcripts" required for study abroad
A Japanese student who plans to study at a university in Korea requested us to obtain an apostille regarding his transcripts and graduation certificates from elementary, junior high, and senior high schools.
Since documents related to academic background (transcripts, graduation certificates, etc.) required for studying in Korea are official documents issued in Japan, the Japanese original must first be translated into Korean, and the set of documents including the translation must be authenticated at a notary public office and then an apostille must be obtained.
Apostille obtained after issuance of diploma on behalf of the student
At the request of a student who graduated from a Japanese university, the universityIssuance of graduation certificates on behalf of the studentand then,Notarization procedures at a notary public's officeandProcedures for obtaining an apostilleconducted.
Apply on your own? Use an agent?
If you wish to apply in person, you will need to mail the application to the Ministry of Foreign Affairs or make an appointment at the embassy. In particular, consular certification varies from country to country, and an appointment may be required in advance. If you use a proxy, you can save a great deal of time by having us check, translate, and send all the documents at once.
*"In practice, there are a great many cases of resubmission due to incomplete documents or incorrect dates, and those who wish to proceed with the procedure as quickly as possible are better off asking a specialist to do so.
Frequently Asked Questions (FAQ)
Q1: How long does it take to apply?
Apostille: 3-5 business days / Consular certification: 7-14 days.
Q2: What do I need to request a proxy?
The original copy of the subject of the certification, a copy of the ID, and a power of attorney are required.
Q3. what if I need a translation?
A translation in the language of the country of submission should be attached, preferably signed by the translator.
summary
- Apostille is for countries that are members of the Hague Convention, completed by the Ministry of Foreign Affairs.
- Consular certification is a two-step procedure for non-member countries, Ministry of Foreign Affairs + Embassy
- Cost depends on the type of document and the country (around 17,600 yen to 40,000 yen)
- If time is a priority, use of administrative scriveners or certified agent services is safe.
Inquiry / Access
Horiuchi Gyoseishoshi Lawyer Office (Shinjuku, Tokyo)
Attn: Gyoseishoshi Scrivener Yukiko Horiuchi
Affiliation: Tokyo Gyoseishoshi Lawyers Association, Shinjuku Branch
Tokyo Immigration and Residency Management Bureau, Application Agency Gyoseishoshi Scrivener
Member of Foreign Employment Support Organization (FESO)
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