Differences Between Apostille and Authentication of Official Seal | 2026 Edition

Most people first learn about Apostille and Authentication of Official Seal when an overseas government office, school, or business partner asks them to obtain certification from the Ministry of Foreign Affairs for Japanese documents. The names are similar, and which one is required depends on the country of submission.

This article clarifies the differences between the two, which one is necessary, fees and processing times, and common pitfalls, based on the procedural guidance published by the Ministry of Foreign Affairs. It also touches upon the fact that Apostilles issued on or after June 1, 2026, can now be verified online for authenticity. This content is intended for foreign nationals living in Japan, Japanese nationals residing overseas, and representatives of companies with international transactions.

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1. Conclusion: First, ask the recipient “which one is required”

Here are the key points summarized:

• Both Authentication of Official Seal and Apostille are certifications by the Ministry of Foreign Affairs for “public documents” issued by Japanese government agencies, local authorities, etc.
• If the country of submission is a contracting state to the Hague Convention (Abolishing the Requirement of Legalisation for Foreign Public Documents), Apostille is generally required; if it is not a contracting state, Authentication of Official Seal is required.
• After obtaining an Authentication of Official Seal, Consular Legalization must be obtained at the embassy or (consulate general) of the country of submission located in Japan. An Apostille is treated as equivalent to a document with Consular Legalization.
• There is no fee (postage costs are borne by the applicant).
• If the application documents are complete and no additional verification is required, they will be returned by mail 3 business days after acceptance.
• Applications should only be made when requested by the foreign recipient institution or the embassy or (consulate general) in Japan. This is not a procedure to be undertaken as a precaution.

In other words, the first thing to do is to confirm with the recipient whether “Apostille or Authentication of Official Seal + Consular Legalization” is required. Skipping this step will result in having to re-apply.

2. Differences between Authentication of Official Seal and Apostille

The Ministry of Foreign Affairs’ explanation can be summarized as follows:

Item	Authentication of Official Seal	Apostille
Basis	Certification by the Ministry of Foreign Affairs	Certification by an annex based on the Hague Convention (October 5, 1961)
Country of Submission	Includes countries other than contracting states to the Hague Convention	Only contracting states to the Hague Convention
Consular Legalization	Consular Legalization by the embassy or (consulate general) in Japan is required afterward	Treated as equivalent to a document with Consular Legalization
Fee	Free	Free
Language of Certification	English	English
Validity Period	Not specified (the recipient may set its own deadline)	Not specified (same as left)

Both certify the impression of the official seal affixed to a public document. The Ministry of Foreign Affairs’ FAQ explains that this certifies the authenticity of creation, meaning it is a document issued by an authorized public official or public institution, and does not guarantee the authenticity of the document’s content. This is a point that is often misunderstood.

2-1. The length of the procedure varies depending on whether it is a contracting state

The list of contracting states (regions) to the Hague Convention published by the Ministry of Foreign Affairs includes the United States of America, the United Kingdom, France, Germany, Australia, the Republic of Korea, the People’s Republic of China, Hong Kong Special Administrative Region, the Philippines, Indonesia, India, Singapore, Brazil, and others.

On the other hand, some countries are not listed in this list. According to the Ministry of Foreign Affairs’ explanation, certification of public documents submitted to countries not listed will all require Authentication of Official Seal, followed by Consular Legalization at the embassy or (consulate general) in Japan. Even for the same document, changing the country of submission adds one more step to the process.

3. Changes from June 1, 2026: Authenticity can be verified online

There is a new point to keep in mind for practical purposes. The Ministry of Foreign Affairs’ FAQ provides the following guidance regarding Apostilles issued on or after June 1, 2026:

Access the Apostille authenticity verification search site from the QR code or URL printed on the document, and enter the “authentication number,” “authentication date,” and “access code.”

Ministry of Foreign Affairs “Frequently Asked Questions” (June 1, 2026)

This means that the foreign institution to which the document is submitted can now verify the authenticity of the Apostille itself. In practice, please note the following three points:

• Apostilles issued before June 1, 2026, are not eligible.
• If asked by the recipient about the verification method, the QR code, URL, and information on the form will serve as the direct guide.
• Therefore, it is important to submit documents with an Apostille, including the attached note, directly to the recipient.

If you have older documents on hand, there may be misunderstandings if the recipient assumes online verification. It is safer to confirm the issuance date in advance.

4. Documents That Can and Cannot Be Certified

This is where most people stumble. The Ministry of Foreign Affairs can certify official documents that meet all of the following three conditions:

1. The issuance date is stated (within 3 months from the issuance date)
2. The issuing authority (name of issuer) is stated
3. An official seal is affixed, not a personal seal or signature

In addition, copies cannot be certified. Documents that have had staples removed or have been altered are also not accepted. Documents bearing only a signature or only a personal seal are also excluded.

The examples of issuing authorities provided by the Ministry of Foreign Affairs are summarized as follows:

Example of Issuing Authority	Authentication of Official Seal	Apostille
National and other government agencies (e.g., Certificate of Registered Matters, Criminal Record Certificate, Certificate of Residence)	○	○
Local governments (e.g., Family Register, Certificate of Residence, Tax Payment Certificate)	○	○
Notary Certificate	○	○
Special corporations, Independent Administrative Agencies	○	×
Public high schools, junior high schools, elementary schools	○	○
Documents issued by National/Public University Corporations and Private University Corporations	○	×
Private high schools, junior high schools, elementary schools	○	×
Private vocational schools (specialized training colleges), various schools	×	×
Documents issued by Foundations, Associations, Public Interest Corporations, Chambers of Commerce and Industry	×	×
National/Public Hospitals, Red Cross Hospitals (Red Cross only for health certificates)	○	○
Hospitals affiliated with National University Corporations, hospitals of the National Hospital Organization (Independent Administrative Agency)	○	×
Private hospitals, hospitals of medical corporations	×	×

Those who require an Apostille for a university graduation certificate for study abroad should be careful. The Ministry of Foreign Affairs states that Apostilles cannot be affixed to documents issued by national/public universities that have become university corporations, nor to documents from private universities. In such cases, a roundabout process is required: obtaining notarization from a notary at a notary office, then obtaining a notary’s seal certification from the director of the (local) Legal Affairs Bureau to which the notary belongs, and then applying.

Note that certificates issued by national/public universities that have not transitioned to corporations, or degree certificates issued before the corporate transition, are considered eligible for an Apostille.

4-1. Private Documents Cannot Be Certified As Is

Company articles of incorporation, financial statements, certificates of employment, letters of recommendation, and documents issued by chambers of commerce and industry are considered private documents and cannot be directly certified by the Ministry of Foreign Affairs. By obtaining notarization from a notary at a notary office, and then obtaining a notary’s seal certification from the director of the (local) Legal Affairs Bureau to which the notary belongs, the document can be certified by the Ministry of Foreign Affairs as an official document authenticated by a notary.

Regarding passports and Residence Cards, the Ministry of Foreign Affairs states that it is difficult to affix certification to the original document. It is advised to confirm with the destination country and, if necessary, to have a copy notarized at a notary office.

5. Fees and Processing Time

Item	Details
Fee	Free (both in-person and by mail)
Postage	Applicant’s responsibility (enclose a self-addressed stamped envelope for return)
Processing time for mail applications	If there are no deficiencies, dispatched 3 business days after receipt (e.g., received Monday → dispatched Thursday)
Processing time for in-person applications	Generally delivered by mail. Dispatched 3 business days later / In-person pickup is 4 business days or later
Application counters	Two locations: Ministry of Foreign Affairs Headquarters (Tokyo) and Osaka Branch Office
Mail applications from overseas	Not accepted
Return address	Within Japan only (not sent to embassies/consulates in Japan or overseas)

The Ministry of Foreign Affairs requests that applications be made by mail whenever possible. Additionally, if there are 10 or more certification applications at once, it may take longer than the usual processing time due to congestion. Since expedited issuance is generally not supported, please allow ample time for your schedule.

6. Application Process

The process varies depending on the type of document.

6-1. Regions Where One-Stop Service is Available and Unavailable

At notary offices in Hokkaido (within the jurisdiction of the Sapporo Legal Affairs Bureau), Miyagi Prefecture, Tokyo, Kanagawa Prefecture, Shizuoka Prefecture, Aichi Prefecture, Osaka Prefecture, and Fukuoka Prefecture, upon request from the applicant, notarization by a notary, notary’s seal verification by the Legal Affairs Bureau, and Authentication of Official Seal or Apostille by the Ministry of Foreign Affairs can be obtained at once. In this case, there is no need to visit the Legal Affairs Bureau or the Ministry of Foreign Affairs (this is a paid service).

Furthermore, at notary offices in the seven prefectures of Saitama, Ibaraki, Tochigi, Gunma, Chiba, Nagano, and Niigata, notarization by a notary and notary’s seal verification by the Director of the Legal Affairs Bureau can be obtained at once. Subsequent Authentication of Official Seal or Apostille will be processed at the Ministry of Foreign Affairs.

Residents in regions other than those mentioned above will follow a multi-step process: Notary Office → Legal Affairs Bureau → Ministry of Foreign Affairs (by mail). Residents of Miyazaki Prefecture also follow this process. Since the application to the Ministry of Foreign Affairs itself can be done by mail, being in a remote location is not an impediment. However, as the process involves multiple steps, please allow for a longer estimated timeframe.

7. Impact on Foreign Nationals and Residents Abroad

This procedure is necessary when foreign nationals living in Japan use Japanese public documents for procedures in their home country, or when Japanese nationals residing abroad submit Japanese documents locally.

• The Ministry of Foreign Affairs cites registration of marriage, divorce, or birth abroad, visa applications, company establishment, and real estate purchases as typical examples.
• Applications by mail from overseas are not accepted. Residents abroad must apply from within Japan through an agent in Japan. The return address is also limited to within Japan.
• For applications by an agent, as a general rule, the applicant’s handwritten signature (no seal required) is necessary in the “Power of Attorney” section of the application form or on a separate power of attorney.
• Application forms must be filled out in Japanese or English.
• If the destination countries differ, applications must be separated by country. Applications for reserve or storage purposes will not be accepted.

It is common for relatives in Japan to handle procedures for family members residing overseas. Deciding who will be the applicant and where the return address will be at the outset can help avoid rework.

8. Impact on Business Representatives

Certifications may be required for documents such as Certificate of Registered Matters, Tax Certificate, and Certificate of Employment when establishing overseas subsidiaries, bidding or registering locally, or dispatching expatriates.

• It is stated that a power of attorney can be omitted when an employee belonging to a company or association listed in a “public document in the company’s name,” such as a certified copy of the company register, applies. For over-the-counter applications, a photo ID, business card, or employee ID is required. For postal applications, the company name and applicant’s name should be written on the application form, the return envelope addressed to the workplace, and a copy of something that confirms the applicant’s employment should be enclosed.
• However, if applying on behalf of an employee for a personal certificate, such as a Family Register or graduation certificate, a power of attorney from the individual concerned is required.
• It is not possible to send from a home address and have it returned to a company address.
• Certificates of employment and letters of recommendation are private documents. As they must go through a notary office, the number of days from commencement to completion will be longer. Please schedule backward from the overseas deadline.

According to the Ministry of Foreign Affairs’ guidance, a power of attorney can also be omitted when the application is filed by an Attorney, Administrative Scrivener, Judicial Scrivener, or other person authorized to perform various procedures on behalf of a client (a copy of a photo ID showing their qualification must be enclosed). For cases involving a large number of documents, it is also possible to entrust the entire process to a specialist.

9. Frequently Asked Questions

Q. What is the fee?
A. The fee for Ministry of Foreign Affairs certification (Authentication of Official Seal / Apostille) is free. For postal applications, postage including return shipping is borne by the applicant. Notary office authentication and one-stop services are subject to separate fees.

Q. Can documents issued more than 3 months ago still be certified?
A. As a general rule, they are not accepted. However, the Ministry of Foreign Affairs states that it can certify documents issued only once, such as diplomas, if the recipient requires an older dated document. Please confirm with the recipient in advance.

Q. Can the Ministry of Foreign Affairs also provide translation services?
A. The Ministry of Foreign Affairs does not provide translation services. Handling varies depending on the recipient; some may accept the applicant’s own translation, others may require notary authentication and Ministry of Foreign Affairs certification for the translation, and some may require a designated translator. Please confirm with the recipient or the embassy/consulate (general) in Japan.

Q. Does an Apostille have an expiration date?
A. The Ministry of Foreign Affairs certification itself is said to have no expiration date. However, the recipient or foreign embassy/consulate (general) in Japan may set their own deadlines, so please adjust the submission timing accordingly.

Q. Can I apply for documents issued by a public office in Tokyo at a counter in Osaka?
A. It is stated that you can. You may apply at any convenient counter.

10. Summary

Apostille and Authentication of Official Seal are procedures that are free of charge and can be applied for by mail. The difficulty lies not in the cost or the application itself, but in the initial judgment of “which is required,” “whether the document is even eligible,” and “what is the correct order.”

• Whether the destination country is a signatory to the Hague Convention determines whether an Apostille or Authentication of Official Seal + Consular Legalization is required.
• Documents from private universities, private hospitals, chambers of commerce, and private documents cannot receive Ministry of Foreign Affairs certification unless they go through a notary office.
• Certifications obtained in the wrong order cannot be subsequently layered.
• Apostilles issued on or after June 1, 2026, can be verified for authenticity via QR code, etc.

Overseas procedures usually have deadlines. Making the correct initial judgment on the first attempt is ultimately the fastest way. If you have any questions, please consult us before starting.

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This article is written based on publicly available information as of September 2026. Details and handling of the system may change in the future. For actual applications, please confirm with the official information from the Ministry of Foreign Affairs or our office.

Author of this article: Administrative Scrivener Authorized to File Applications Satoshi Nakayama
Representative, Administrative Scrivener Corporation Miyazaki International Legal Office
Location: Miyazaki City, Miyazaki Prefecture

Sources (Primary Information)

• Ministry of Foreign Affairs “What is Authentication of Official Seal and Apostille?” (June 1, 2026) https://www.mofa.go.jp/mofaj/toko/page22_000548.html
• Ministry of Foreign Affairs “Application Procedure Guide 1: Documents that can be certified” (January 21, 2026) https://www.mofa.go.jp/mofaj/toko/page22_000549.html
• Ministry of Foreign Affairs “Application Procedure Guide 2: Application Flow” (July 9, 2026) https://www.mofa.go.jp/mofaj/toko/page22_000607.html
• Ministry of Foreign Affairs “Application Procedure Guide 3: Application Method and Required Documents” (January 21, 2026) https://www.mofa.go.jp/mofaj/toko/page22_000608.html
• Ministry of Foreign Affairs “Frequently Asked Questions” (June 1, 2026) https://www.mofa.go.jp/mofaj/toko/page22_000552.html
• Ministry of Foreign Affairs “[Reference Material] Contracting States (Regions) of the Convention Abolishing the Requirement of Legalisation for Foreign Public Documents (Hague Convention)” (July 9, 2026) https://www.mofa.go.jp/mofaj/toko/page22_000610.html