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MOFA Apostille Procedure Step by Step

Getting a MOFA apostille takes three moves: obtain a qualifying Japanese document, apply by mail or at the counter, and receive the stamped paper back.1 The certification itself is free, and complete applications come back after three business days (as of 2026-07-09).2

Confirm current details with official sources

Procedures, fees, and requirements can change. Confirm current details at the Ministry of Foreign Affairs application procedure pages before applying.

Overview​

MOFA accepts applications by postal mail and at two counters: the Tokyo headquarters in Kasumigaseki and the Osaka Liaison Office.12 The ministry asks applicants to use postal mail wherever possible.1 Everything is free except your postage, and the whole application runs in Japanese.23

Step 1: get a qualifying document​

Fetch the paper from its issuer: a koseki tohon from the ward or municipal office, school records from the school, court documents from the court.4 The document must be the original or a certified copy; plain photocopies are not certifiable.4 Three tests decide eligibility: the issue date is within the past three months, the issuer's name and title appear on it, and an official seal is affixed (a private seal or bare signature fails).4

Private documents need one prior step: notarization at a notary office, plus the certificate of the notary's seal from the Legal Affairs Bureau district the notary belongs to.4 Only then does MOFA accept them.

Step 2: apply by mail or at the counter​

Enclose four items: the original document, the application form, a power of attorney only if a proxy applies, and a self-addressed return envelope such as a レターパック (retā pakku, "Letter Pack", a trackable Japan Post envelope).1 Use the correct form: the apostille and authentication forms differ, so confirm with the destination country which certification it needs before choosing.5

ChannelHowNotes
Postal mailSend the set to Tokyo or OsakaPreferred by MOFA; no ID needed1
Tokyo counterBusiness days 14:00–16:00, photo ID requiredLicense, passport, or residence card1
Osaka officeMail or counter per MOFA guidanceSecond counter option2
ProxyAdd a signed power of attorneyNo fixed format required1

Counter hours and pickup windows carry their currency note: Tokyo applications run 14:00–16:00 on business days (as of 2026-01-21).1 If the application is incomplete, MOFA may phone the daytime number on the form or return the papers with a reasons letter.1

Use a trackable return envelope and keep the number

MOFA recommends Letter Pack or a similar traceable method and disclaims responsibility for lost mail. Write your address clearly and keep the tracking number until the papers return.1

Step 3: receive the apostilled document​

When nothing is missing, MOFA dispatches certified documents by mail after three business days: papers received Monday ship Thursday afternoon (as of 2026-07-09).2 Counter applicants can instead collect with the receipt slip from the fourth business day: Monday acceptance means Friday morning pickup between 9:30 and 12:00 (as of 2026-01-21).1 There is no express service; for urgency, use faster return postage, and for remains-transfer emergencies contact MOFA directly.2

Results go only to the applicant's own address in Japan. MOFA does not mail overseas or to embassies, and applications mailed from outside Japan are not accepted.23 Plan a Japan-side receiver if you already live abroad.

The one-stop shortcut for notarized documents​

At participating notary offices, a paid one-stop service bundles the notarization with the MOFA certification, so no separate MOFA application is needed.2 This suits private documents that would otherwise make two trips. Ask the notary office whether it offers the service and what it charges before starting the standard route.

Good to know​

Attached translations turn a public document into a private one​

Stapling your English translation to a koseki before applying reclassifies the set as a private document. Apply with the official paper alone, and handle translation as a separate step.6

MOFA mails only to your address in Japan​

Forwarding tricks fail here: the return envelope must carry your own Japan address. Arrange a proxy with a power of attorney if you cannot receive mail yourself.2

Count the document's age from its issue date, not your application date​

A koseki issued four months ago fails the three-month test even if you apply today. Pull fresh copies right before the application run.4

See also​

References​

Footnotes​

  1. Ministry of Foreign Affairs of Japan. Application Procedure Guide 3 (2026-01-21; mail/counter, 3 business days, counter pickup 4th day). https://www.mofa.go.jp/ca/cs/page22e_000420.html ↩ ↩2 ↩3 ↩4 ↩5 ↩6 ↩7 ↩8 ↩9 ↩10 ↩11

  2. Ministry of Foreign Affairs of Japan. FAQ (updated 2026-07-09; free; return-only-to-applicant; no overseas mailing). https://www.mofa.go.jp/ca/cs/page22e_000425.html ↩ ↩2 ↩3 ↩4 ↩5 ↩6 ↩7 ↩8 ↩9

  3. Apostille Japan (gyoseishoshi practitioner). How to Apply for a Japanese Apostille (verified 2026-07-22; Tokyo/Osaka counters; proxy rules). https://apostille-japan.com/en/apostille-application/ (limitation: tier-3 commercial guide) ↩ ↩2

  4. Ministry of Foreign Affairs of Japan. Guide 1: Certifiable Documents (3-month, original, official seal). https://www.mofa.go.jp/ca/cs/page22e_000418.html ↩ ↩2 ↩3 ↩4 ↩5

  5. Ministry of Foreign Affairs of Japan. Download forms / power of attorney (2026-01-21; separate apostille vs authentication forms). https://www.mofa.go.jp/ca/cs/page22e_000423.html ↩

  6. Ministry of Foreign Affairs of Japan. Pre-application Checklist (2023-04-03; translation attachment = private document). https://www.mofa.go.jp/ca/cs/page22e_000421.html ↩