Notarization And Attestation in Japan

Notarization, Authentication, and Attestation of Documents in Japan

Written by Yogi (Yogendra Puranik), PhD on 23 July 2021

Updated on 11 June 2026

Foreign nationals living in Japan and Japanese citizens residing abroad often require notarized, authenticated, or attested documents (hereafter collectively referred to as authorized documents) for various purposes, such as issuing a Power of Attorney, registering a marriage, applying for permanent residency, obtaining citizenship, opening or operating bank accounts, purchasing or selling property, borrowing a loan, or pursuing educational opportunities.

In some cases, documents issued in your home country must be certified for use in Japan. In other cases, documents issued in Japan must be certified for use in your home country or another foreign jurisdiction. Understanding the differences between notarization, authentication, attestation, and Apostille can save considerable time, effort, and expense.

Difference Between Notarization, Authentication, and Attestation

Although these terms are often used interchangeably, they have distinct meanings.

Notarization

Notarization is the process by which a Notary Public certifies the authenticity of a document, signature, or declaration. The purpose of notarization is to prevent fraud and provide confidence that the document can be relied upon. Only a duly authorized Notary Public can perform notarization.

A notarization typically involves verification of the identity of the signer, confirmation that the signer is acting voluntarily, certification of signatures or declarations, and maintenance of an official record of the notarial act

Authentication

Authentication is the process of certifying that a document has been legally and validly issued by the authority that claims to have issued it.

For example, a birth certificate issued by a government authority may need to be authenticated before it can be used abroad. Authentication confirms that the document is genuine and has been issued by the competent authority.

Depending on the country and the intended use of the document, authentication may be performed by government ministries, designated authorities, embassies, or consulates.

Attestation

Attestation generally refers to the act of witnessing a signature or certifying that a copy is a true copy of the original document. The exact requirements vary by country and institution. In many cases, an attestation may be provided by a witness, a lawyer, a notary, an embassy official, or another authorized person.

Understanding the Exact Requirement

Before obtaining any certification, it is important to understand precisely what the receiving organization requires.

When a bank, government office, educational institution, property developer, employer, or embassy requests an "authorized" document, clarify whether they require self-attestation, notarization, authentication, apostille, or embassy or consular attestation. Do not assume that the highest level of certification is always necessary. In many situations, self-attested documents are sufficient.

For example, when preparing a Power of Attorney for property transactions or banking purposes, it is advisable to confirm whether the receiving institution has a prescribed format. Many banks, property developers, and legal offices provide standard templates that should be used.

Translation of Documents

You may also be required to submit translations of certified documents.

In many cases, translations can be prepared by the applicant and self-certified if the applicant has business or native-level certifications in the base and target languages. Some organizations may accept translations prepared by a friend, colleague, or family member. You may use tools such as Google Image Translation for translations.

Where required, the translator should include name, address, contact details, signature, qualifications, and a statement certifying the accuracy of the translation.

Certain authorities may require translations by professional translators, so always confirm the requirements in advance.

Documents Required from Your Home Country

While living in Japan, you may require certified documents from your home country for purposes such as permanent residency applications, naturalization, marriage registration, educational admissions, driver's license conversion, or property transactions.

In many countries, embassies and consulates no longer directly certify documents that originate in the home country. Instead, the document may first need to be authenticated by the relevant ministry or designated authority before being used abroad. In India, you must first obtain authorization for the document from the office of the Ministry of External Affairs, usually located in your state capital. Then you get that document to Japan and obtain authorization at your embassy/consulate in Japan.

To simplify international document recognition, many countries participate in the Hague Apostille Convention, which provides a standardized certification known as an Apostille.

Authentication of Documents in Japan

Documents issued in Japan that are intended for use abroad may require authentication, notarization, or Apostille certification, depending on the requirements of the destination country.

Authentication and notarization services are available through Japanese Notary Public offices authorized by the Legal Affairs Bureau.

Japan Notary Public Association: https://www.koshonin.gr.jp/list

You can select your prefecture to locate the nearest notary's office.

Tokyo: https://www.koshonin.gr.jp/list/tokyo#prefectures

Osaka: https://www.koshonin.gr.jp/list/ohsaka#prefectures

Kanagawa: https://www.koshonin.gr.jp/list/kanagawa#prefectures

Chiba: https://www.koshonin.gr.jp/list/chiba#prefectures

In certain situations, documents must also be authenticated by the Japanese Ministry of Foreign Affairs (MOFA).

MOFA Consular Services:    https://www.mofa.go.jp/ca/cs/page22e_000416.html

Power of Attorney

For matters such as property transactions, bank account operations, estate administration, or business representation, you may prepare a Power of Attorney and have your signature witnessed or attested at your embassy or consulate.

Depending on the embassy's procedures, you may be required to bring one or two witnesses. Always obtain an appointment in advance and confirm the latest requirements directly with the embassy.

To authorize your ID proofs, tax papers, etc., many times, self-translation and self-attestation are enough. Please confirm the same with the counterparty overseas.

Apostille Services

An Apostille is a certification issued under the Hague Apostille Convention. When both countries involved are members of the Convention, an Apostille generally eliminates the need for further legalization by embassies or consulates.

An Apostille confirms the authenticity of public documents, government certificates, court documents, or notarial acts. Before proceeding, confirm whether both countries are members of the Hague Apostille Convention.

Useful references:

Apostille in Japan: https://www.apostille.org/project/apostille-japan/

Apostille in India: https://mea.gov.in/apostille.htm

Fees

Fees vary significantly depending on the country, document type, issuing authority, and embassy concerned.

• Apostille: Approximately USD 100 (JPY 10,000) per document.

• Notarization: Charges of stamp paper (revenue stamp) as required, plus the charges of the notary.

• Attestation at the embassy: Differs from embassy to embassy. The Indian Embassy in Tokyo charges JPY 3,200 (as of July 2021).

• Gazetted officers and elected assemblymen can do it even for free.

Applicants should always verify the latest charges directly with the relevant authority before proceeding.

Disclaimer

The procedures, fees, and document requirements described in this article may vary depending on the country, institution, and purpose of the document. Requirements are also subject to change over time. Readers should verify the latest information directly with the relevant authorities, embassies, consulates, notary offices, or government agencies before taking any action.

References

• Apostille Convention: https://en.wikipedia.org/wiki/Apostille_Convention

• Japan Notary Public Association: https://www.koshonin.gr.jp/list

• Ministry of Foreign Affairs of Japan: https://www.mofa.go.jp/ca/cs/page22e_000416.html

• Ministry of External Affairs, India: https://mea.gov.in/apostille.htm

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