Are you looking for information about the procedure for Japan consular legalization? In this article, we will provide a complete guide on the process, required documents, and consular legalization procedures for documents issued in Vietnam and Japan to ensure their legality when used in the other country.
According to statistics from the Ministry of Justice of Japan, as of December 2023, there were approximately 520,154 Vietnamese people living in Japan and 18,949 Japanese people in Vietnam. The increase in cooperation and investment between the two countries has led to a growing demand for the consular legalization of documents and papers.
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What Is Japanese Consular Legalization?
Japanese consular legalization is the process of verifying the signatures and seals on documents issued in Japan or Vietnam, ensuring that these documents are recognized as valid and legal for use in the other country.
Japanese consular legalization includes two main cases:
- Legalizing Japanese documents for use in Vietnam.
- Legalizing Vietnamese documents for use in Japan.
This procedure consists of two steps:
- Consular certification: Conducted by the competent authority of the country that issued the document (for example, the Ministry of Foreign Affairs of Japan).
- Consular legalization: Carried out by the diplomatic representation of the country where the document will be used (for example, the Embassy of Japan in Vietnam or vice versa).
Do you need to legalize a Japanese consular certificate? No.1 Translation offers a full-service package that saves time and costs, starting from only 2,500,000 VND per set of documents. The procedure is simple, professional, and comes with dedicated support. Contact our hotline at 0934.888.768 or 0779.088.868 for consultation and assistance!
Documents Exempt from Japanese Consular Legalization / Certification
Civil status documents issued by the competent state authorities of Vietnam or Japan are exempt from consular legalization/certification for use in the other country. These documents include:
- Household registration books.
- Birth certificate.
- Marriage certificate.
- Curriculum vitae (CV)
- Death certificate
- Certificate of single status
- Certificate of child custody, …
Procedure for Consular Legalization of Vietnamese Documents for Use in Japan
- Step 1: Notarized Japanese Translation
Bring the original documents to the State Notary Office or the Department of Justice for notarized translation into Japanese.
- Step 2: Consular certification at the Vietnamese Ministry of Foreign Affairs
To obtain consular certification at the Ministry of Foreign Affairs, you need to prepare the following documents:
- The consular/legalization application form following form LS/HPH-2012/TK, or a printed version of the online consular legalization application.
- Original personal identification (Citizen ID, passport, or equivalent document) or a copy of the ID if submitting the application by mail.
- The original and a copy of the documents to be consularly certified, along with the notarized translation.
- A stamped and clearly addressed envelope or package (レターパッ) if sending the application and requesting the result by mail.
- Original and copies of related documents if needed to verify the authenticity of the documents to be consularly certified.
>>> See more: Hợp pháp hóa lãnh sự tại Bộ ngoại giao
Submit the application: Bring your application to the Consular Department in Hanoi, the Department of Foreign Affairs in Ho Chi Minh City, or the authorized receiving offices of the Ministry of Foreign Affairs.
- Step 3: Consular legalization at the Japanese diplomatic mission in Vietnam
After obtaining consular certification from the Vietnamese Ministry of Foreign Affairs, you should prepare the following documents:
- Original and photocopy of the documents that have been consularly certified by the Vietnamese Ministry of Foreign Affairs.
- Application for Japanese consular legalization.
- Power of attorney if authorizing someone else to submit on your behalf.
Submit the application at the Embassy/Consulate of Japan in Vietnam for consular legalization.
Note:
- If the application is incomplete or contains errors, you will need to submit additional documents with complete information, including your full name and the application processing number provided by the Japanese Embassy/Consulate.
- If submitting by mail, prepare a Letterpack – レターパック with your address written on it and a clear holder (クリアホルダー) for the Embassy to return your documents by mail.
Procedure for Consular Legalization of Japanese Documents for Use in Vietnam
- Step 1: Notarization
Bring the original documents to a notary office for notarization. Then, take the notarized documents to the Legal Affairs Department managing that notary office to obtain the notary seal certification.
Note:: Official documents issued by state authorities that meet the following three conditions do not require notarization:
- The issuance date on the document is within 3 months from the date of consular certification request.
- The document clearly states the name of the issuing authority/organization (including the name and title of the issuer).
- The document bears the official seal of the issuing authority/organization (not a personal seal or signature).
For notary offices in Tokyo, Kanagawa, Shizuoka, Aichi, Osaka, Saitama, Ibaraki, Tochigi, Gunma, Chiba, Nagano, and Niigata, you can complete notarization and obtain the notary seal certification directly at the notary office.
- Step 2: Consular Certification at the Japanese Ministry of Foreign Affairs
After notarization, prepare the application for consular certification of Japanese documents as follows:
- Original notarized documents (or original documents that do not require notarization according to the above regulations).
- Application form for Japanese consular certification (download here – see the completed sample here).
- Copy of personal identification (driver’s license, citizen ID, passport).
- Power of attorney if someone is submitting on your behalf (if required) (download here).
- Stamped and clearly addressed envelope or package (レターパッ) if you wish to receive the results by mail.
Submit the application by mail or directly at:
Certification Department of the Ministry of Foreign Affairs, Japan:
- Ministry of Foreign Affairs South Building 1 F, Kasumigaseki 2-2-1, Chiyoda-ku, Tokyo 100-8919
- Tel: 03-3580-3311 – ext. 2308 (Monday to Friday, except holidays; available 9:00–12:30, 13:30–17:00)
Certification Department – Osaka Liaison Office:
- 4th Floor, Osaka National Government Building No. 4, 4-1-76 Otemae, Chuo-ku, Osaka 540-0008
- Tel: 06-6941-4700 (Monday to Friday, except holidays; available 09:00–12:15, 13:15–17:00)
Direct submission and document pick-up hours: 10:00–12:15, 13:15–15:00
- Step 3: Consular Legalization
Submit the following documents to the Embassy/Consulate General of Vietnam in Japan:
- Application form for legalization
- Original + 1 copy of the documents to be legalized, which have been consularly certified by the Japanese Ministry of Foreign Affairs.
- Application form translated into Vietnamese and notarized translation (if required).
- A4-sized envelope with a prepaid Yu-Pack (chakubarai) obtained from a convenience store, with your home address and mobile contact number clearly written.
You will receive the consular legalization results within approximately 5–10 working days.
Embassy/Consulates of Vietnam in Japan::
- Embassy of Vietnam in Tokyo: Tokyo 151-0062, Shibuya-ku, Motoyoyogi-cho 50-11 – Tel: +81-3-34663311/13
- Consulate General of Vietnam in Osaka: 4-2-15 Ichinocho Higashi, Sakai-ku, Sakai-shi, Osaka 590-0952 – Tel: +81-72-2216666 | +81-72-2216603
- Consulate General of Vietnam in Fukuoka: 4th Floor, Aqua Hakata, 5-3-8 Nakasu, Hakata-ku, Fukuoka, Nhật Bản 810-08 – Tel: +81-3-34663311/13.
Full-Service Japanese Consular Legalization and Certification at No.1 Translation
No.1 Translation offers a comprehensive solution that helps you save time, effort, and cost. You won’t have to worry about researching procedures, traveling between offices, or dealing with unexpected issues.
You only need to provide complete information and the documents to be legalized, and No.1 Translation will take care of everything else.
Advantages of Using No.1 Translation’s Full-Service Package:
- Time-saving: We handle the entire process for you, from preparing the documents to submitting and receiving the results. You won’t need to make multiple trips between agencies, saving both time and effort.
- Simple procedure: Customers only need to provide the necessary information and documents, and we will take care of all the remaining steps. Our team of specialists will guide you through each step, ensuring that all procedures are completed correctly and efficiently.
- Most affordable cost: No.1 Translation is committed to offering the best prices on the market. All fees are clearly communicated with no hidden charges, helping you save significantly.
- Legal consultation: We will advise you on the most suitable consular legalization or certification option for your intended use.
- Thorough document review: We carefully check customers’ documents to ensure all information and papers are complete and accurate, preventing cases of returned dossiers due to omissions.
- Professional service: Our team of experienced professionals will provide dedicated and attentive support.
Let No.1 Translation help you complete all Japanese consular legalization and certification procedures quickly and efficiently. Contact us now for detailed consultation and dedicated support.
- Hotline: 0934.888.768 / 0779.088.868
- Website: www.dichthuatso1.com
Pricing for Japanese Consular Legalization and Certification Services
Below are the details of our service fees:
Japanese Translation Fee
- Translate from Japanese to Vietnamese: From 85,000 – 95,000 VND per page
- Translate from Vietnamese to Japanese: From 95,000 – 104,000 VND per page
Translation notarization fee
- Notarization in Hanoi and Northern provinces: From 50,000 – 60,000 VND per document.
- Notarization in Ho Chi Minh City and Southern provinces: 50,000 VND per document.
Fee for Seal at the Consular Department – Department of Foreign Affairs, Vietnam
This fee is required for the authority to verify the legality and authenticity of documents issued by Vietnamese agencies before use in Japan.
- Service fee: 300,000 VND per seal, and 250,000 VND per seal for two or more seals.
>>> See more: Consular authentication at the Ministry of Foreign Affairs of Vietnam
Embassy Service Fee
The consular legalization fee at the Embassy of Japan in Vietnam is 2,500,000 VND per document set.
Note:
- This price applies to one set of documents, covering all four steps: translation, notarization, consular seal, and embassy legalization.
- Completion time: 7–10 working days for all four steps.
Types of Documents Commonly Requiring Consular Legalization
Below is a list of some documents that commonly require consular legalization:
1. Personal Identification Documents:
2. Educational Documents:
3. Company Documents:
4. Economic – Commercial Documents:
- Certificate of Origin (C/O)
- Certificate of Quality (C/Q)
- Quarantine certificate
- Shipping documents
5. Other Documents:
- Criminal record
- Work experience certificate
- Property ownership certificate
- Medical certificate
- Health check certificate for labor export
Japanese consular legalization is a complex process that requires precision and strict compliance with the legal regulations of both countries. Understanding and correctly following each step in this process ensures that your documents are recognized and legally valid for use in both Vietnam and Japan.
No.1 Translation is committed to providing full-package notarized translation and Japanese consular legalization/certification services, ensuring speed, accuracy, and reliability. We support the entire process from translation and notarization to consular legalization, giving you peace of mind and convenience in all transactions. Contact No.1 Translation now for the best consultation and support.
