Zagdim Reader Desk · Japan document certification
Document preparation and certification in JapanTranslation, notarisation, apostille and police certificates
When a document is going to an authority in Japan or overseas, look first at where it was issued and where it will be used, and only then decide on translation, notarisation or authentication. The Zagdim Reader Desk first establishes the purpose and the receiving authority, then shortlists suitable Japanese professionals.
Which route applies – apostille, consular legalisation, notarisation or a designated translator – varies with the country that issued the document, the country where it will be used and the authority receiving it. This page describes the general rule; holders of passports or documents from the United Kingdom, United States, Singapore, Australia, Canada and other countries should confirm the position for their own country and receiving authority.
Information checked: 29 October 2026
01 · ABOUT
Where will the document be used? Start with its direction
Whether a document needs translation, notarisation or authentication depends on where it was issued, where it will be used and the authority receiving it. Foreign documents submitted for an application in Japan follow a different procedure from Japanese documents used overseas; a police certificate (criminal record certificate, 犯罪経歴証明書) has its own rules on purpose and on attending in person. Confirm what the receiving authority requires first, then prepare.
- Translation requirementsCheck the language, the translator and the form of declaration.
- Managing validityCompare issue dates, acceptance requirements and delivery arrangements.
- What authentication meansAuthentication does not mean the content is true, and does not replace the receiving authority’s requirements on validity and translation.
Certifies the notary’s seal (公証人押印証明). The Ministry of Foreign Affairs separately handles authentication of official seals (公印確認) and apostilles; police certificates are applied for at the police.
Logos belong to the respective bodies and are shown only to identify where a matter is handled. Zagdim is not affiliated with them.
Start with the document’s direction
The same document follows a different procedure depending on whether it is for use in Japan or overseas.
Start with the closest situation:
Foreign documents for Japan
- Who sets the requirementsThe receiving authority. For example, immigration checklists such as the one for Dependent status (家族滞在) require foreign-language documents to be accompanied by a Japanese translation; whether notarisation, authentication or a designated translator is also needed depends on the receiving authority.
- Note firstAuthentication by Japan’s Ministry of Foreign Affairs is mainly for Japanese public documents going overseas; it cannot be applied directly to documents issued abroad.
- What to prepareThe receiving authority’s checklist, the originals, your name as shown in your passport and the translation requirements.
Next steps
- Obtain the document requirements in writing from the receiving authority
Japanese documents for overseas
- Which routeDepending on the destination country and the type of document: either an apostille, or authentication of the official seal by the Ministry of Foreign Affairs followed by legalisation at the destination country’s embassy or consulate in Japan.
- Private documentsPrivate documents such as a translator’s declaration may first need certification by a notary (公証人) and certification of the notary’s seal by the Legal Affairs Bureau.
- Applying to the Ministry of Foreign AffairsIn general, the original public document must have been issued within the last 3 months. From 5 October 2026 the Tokyo counter requires an online booking, and authenticated documents are returned by post. Applications posted directly from overseas are not accepted.
Next steps
- Confirm which form of authentication the destination country and the receiving authority require
Police certificate for a foreign authority
- Who can applyThe certificate must be required by a foreign competent authority, and you must meet conditions such as, for the Tokyo Metropolitan Police Department (警視庁), currently living or having lived in Tokyo. Other prefectures are checked individually; if you are overseas, you can ask a Japanese embassy or consulate.
- What you must do in personYou attend in person to have fingerprints taken. Collection can be delegated to someone else if declared in advance; the certificate is not sent by post.
- What to prepareThe foreign competent authority’s request document, and proof of identity and residence.
Next steps
- First obtain the request document from the foreign competent authority
Sources: Ministry of Foreign Affairs – “Authentication of official seals and apostille”, authentication FAQ and application method pages / Immigration Services Agency – Dependent status page / Japan National Notaries Association – certification of foreign-language documents page / Tokyo Metropolitan Police Department – police certificate page. Checked 29 October 2026.
07 · EXPERTS & PROFESSIONALS
Which Japanese professionals are involved?
Depending on the case, different Japanese professionals are involved.
Administrative scrivener
行政書士 · gyōsei shoshiPrepares administrative application documents within the scope that may lawfully be entrusted; acting as agent for a Ministry of Foreign Affairs application requires the applicable authorisation documents.
Lawyer
弁護士 · bengoshiDeals with questions of legal effect, identity and disputes arising from the documents; does not replace the notary or the issuing authority.
MATCHING
How Zagdim shortlists the right professionals
You do not have to research each authority’s order of authentication in Japanese yourself. First establish which procedure your documents need to follow; professionals work in English or Japanese, with other languages on request.
What you need
Zagdim Reader Desk- Clarifying the need
- Matching providers
- Follow-up at key points
The right professionalZagdim Reader Desk
Free consultation · clarifying the need · matching · follow-up
No charge to readersProfessionals in Japan
Professional advice and handling
Quote · contract · payment · receiptWhether a professional can be arranged
- You tell the Reader DeskThe type of document, where it was issued and where it will be used
- The Reader Desk checksWhether a suitable administrative scrivener can be arranged
- The Reader Desk repliesIf no suitable provider is available, we say so plainly
08 · CONSULTATION
What happens next?
Four steps after you get in touch
- Contact the Reader DeskExplain the type of document, where it was issued, where it will be used and the receiving authority.
- A written briefThe Reader Desk prepares it; once you confirm it, you agree to the introduction.
- Introduction to a local professionalIntroduced according to where the documents need to be processed. Before the introduction, the written quote, out-of-pocket costs and conditions for extra charges are confirmed with the provider.
- Quote and engagementYou decide whether to engage, and contract with and pay the professional directly.
Have ready before you get in touch:
- The type of document, where it was issued and its issue date
- Which country and which receiving authority it is going to
- The receiving authority’s written requirements (if you have them)
The Zagdim Reader Desk handles contact and follow-up.
