MEA ApostilleApostille for Japan
A party to the Apostille Convention since 27 July 1970, Japan has applied it with India since the Convention entered into force for India on 14 July 2005.
Three kinds of office
Indian engineers, researchers and students in Japan, and the families who join them, usually deal with three kinds of office: the immigration authorities, for the Certificate of Eligibility and residence status; the city or ward office where they live; and, for businesses, the Legal Affairs Bureau, which keeps the company register. Each sets its own document rules, and not all of them ask for an Apostille.
The route from India
Japan has been a party to the Apostille Convention since 1970, so Indian documents need no legalisation by the Japanese Embassy. After the state or Chamber of Commerce step, they receive an MEA Apostille.
Points specific to Japan
- Immigration filings. Certificate of Eligibility applications are usually filed in Japan by your employer or school and often rely on the original certificate with a Japanese translation. Ask before you legalise anything, as an Apostille may not be needed at this stage.
- Families. A spouse or children joining you typically need a marriage certificate and birth certificates. The city office may ask for proof of the relationship again when you register your household.
- Marriage in Japan. City offices ask foreign nationals for evidence that they are free to marry. For Indian citizens this may be arranged through the Indian mission in Japan, supported by documents from India such as a birth certificate or single status certificate.
- Companies and signatures. Japanese company registration relies on registered seals. Directors and shareholders based in India often provide a notarised signature certificate or affidavit instead, alongside the certificate of incorporation and a board resolution. These usually need an Apostille and a Japanese translation.
Translation
Japanese offices commonly want a Japanese translation of every foreign-language document. Our Document Translation service can prepare one where a translation made in India is accepted.
Unsure what your Japanese office needs? Start with the Service Finder or ask for a quote.
Route for Indian documents going to Japan
- 1
Confirm what the Japanese office needs
Check with your employer, school, city office or legal adviser whether an Apostille is needed, and whether the translation must be made in Japan.
- 2
Prepare signatures and copies
Affidavits and signature certificates are signed before a notary, and company documents are certified as true copies where required.
- 3
State or Chamber authentication
Personal documents are authenticated by the state Home Department or GAD, educational documents by the State Education Department and company documents by a Chamber of Commerce.
- 4
MEA Apostille
The MEA affixes an Apostille bearing a unique number, which Japanese offices can verify.
- 5
Japanese translation
A Japanese translation naming the translator is attached, or prepared in Japan if the receiving office prefers.
- 6
Return by courier
Your documents come back to you by tracked courier, ready to send to Japan or hand to your employer.
Documents commonly prepared for Japan
Frequently asked questions
Does the Japanese Embassy in India need to legalise my documents?
No. The Convention has applied between India and Japan since India joined it with effect from 14 July 2005, so an MEA Apostille takes the place of embassy legalisation.
Do I need an Apostille for my Certificate of Eligibility?
Often not. Certificate of Eligibility applications usually rely on original certificates with a Japanese translation, and your employer or school files them in Japan. Ask them first, because an Apostille may become relevant later, for example at the city office or for a marriage.
Who can translate my documents into Japanese?
Many Japanese offices accept a translation that gives the translator's name and contact details, without requiring a sworn translator. Some prefer a translation made in Japan, so check before you order one; we can arrange translations through Document Translation.
Why has my Japanese company asked for a signature certificate?
Japanese registrations normally rely on registered personal seals, which directors living in India do not have. A notarised signature certificate or affidavit, usually apostilled and translated, is commonly accepted in place of a seal certificate.
Not sure which route your document needs?
Tell us the document and the destination country. We will confirm the route, the documents we need from you and a quotation — before you send anything.