How do I obtain the overseas documents needed for 帰化 (naturalisation)?
Foreigners Employment Support Organization (FESO) ／ Published ／ Last updated
This article is a translation of the Japanese original. Where the two differ, the Japanese version prevails.
Read the Japanese original（日本語版を読む）
Answer
For an application for naturalisation, you may be asked to submit documents issued in your home country, such as a birth certificate or a marriage certificate. Which documents you need, and how many copies, depends on your nationality and your family situation. Check what the 法務局 (Legal Affairs Bureau) tells you first, and start early, expecting it to take time.
What is this enquiry about?
A guide for people who are struggling to gather the documents they have to obtain from their home country for an application for naturalisation.
Subject: obtaining the overseas documents needed for an application for naturalisation
Situation: A person who is preparing an application for naturalisation and has been asked to submit documents issued in their home country.
What they want to know: which overseas documents are needed, where and how to apply for them, and whether translation and legalisation are needed.
Which overseas documents will I need?
A birth certificate and a marriage certificate are typical, but what you need depends on your nationality and your family situation.
The main overseas documents you may be asked to submit for an application for naturalisation are listed below. What is needed can differ with your nationality and your family situation, so always follow what the 法務局 tells you.
Birth certificate: an official document proving your birth.
Marriage certificate: an official document proving your marriage (if you are married).
Divorce certificate: needed if you have been divorced in the past.
Death certificate: sometimes needed if a relative (for example a spouse or a parent) has died.
Certificate of family relationship: an official document proving the relationship between you and your relatives. In some countries, several documents are needed.
Family register from your home country: a certificate based on your country's family register system (if your country has one).
Certificate of no criminal record: an official document proving that you have no criminal record in your home country (you may be asked to submit this).
Why is it so much trouble to obtain overseas documents?
Differences in language and systems come on top of postal delays and legalisation steps, so it takes longer than you expect.
The language barrier: applications and enquiries usually have to be made in the local language.
Different systems: the way documents are issued, and their formats, can differ greatly between Japan and your home country.
Postal delays and loss: international post takes longer than domestic post, and the risk of loss is higher.
Legalisation: to confirm that an overseas document is genuine, Japanese public bodies may ask for a certificate of translation, an apostille, or consular legalisation.
Fees: issuing and posting documents often costs money, and in some countries it can be expensive.
Lack of information: there may not be enough information in Japanese about how to apply.
What are the steps for obtaining overseas documents?
Start by working out which documents you need, then apply, receive, translate and legalise them in order.
The general flow is set out below. Procedures differ greatly from country to country, so please treat this only as a guide.
Identify the documents and gather information: find out exactly which documents, and how many copies, the 法務局 has told you to submit.
Prepare the application form: most bodies need an application form before they will issue a certificate. Sometimes you can download it from a website, and sometimes you have to ask for it by post. Fill it in accurately.
Prepare the other documents: as well as the form, you may need identification (such as a copy of your passport), the fee, and a return envelope (an international reply coupon is needed in some cases).
Apply: apply to the relevant body in your home country. Some accept post, some online applications, and some only applications at the counter. If you send it by post, a trackable method such as EMS is safer.
Receive the documents: you receive them by post or online. If by post, allow for the time it takes to arrive.
Translation: if the overseas document you obtain is written in a language other than Japanese, you must translate it into Japanese. It is usual to attach a translation signed or named by the translator. In most cases the translator does not need any particular qualification, but ask a translator you can trust. If you translate it yourself, take care to be accurate. A certificate of translation is needed in some cases.
Legalisation (where needed): if the 法務局 tells you to, have the overseas document you obtained legalised.
Where to look for information
Websites of the relevant bodies in your home country: check the procedure and the required documents with the birth registration office, the family register office, the police, and so on.
Embassies and consulates in Japan: your country's embassy or consulate in Japan may be able to give you information in Japanese or English. Some also offer a service that applies on your behalf.
Translation services you can trust: some translation companies also offer a service that obtains overseas documents for you.
Online communities: you may be able to learn from people of the same nationality who have been through naturalisation. Please check for yourself whether the information is accurate.
Apostille and consular legalisation
Apostille: legalisation for public documents issued by a country that is party to the Hague Convention. You obtain it from a designated body, such as the foreign ministry of your home country.
Consular legalisation: legalisation for public documents issued by a country that is not party to the Hague Convention. It is done at a Japanese diplomatic mission in your home country (an embassy or a consulate-general), or at your country's embassy or consulate in Japan.
Whether legalisation is needed depends on your nationality and on the kind of document you submit, so always check with the 法務局.
What can I do to keep things moving smoothly?
Starting early and keeping records is the best protection against delays and having to start over.
Start early: overseas documents often take a long time to obtain, so start the procedure early, alongside preparing your application for naturalisation.
Consider more than one route: as well as applying directly, consider support from an embassy or consulate, or an agency service.
Keep copies: keep a copy of each document you obtain, just in case.
Be specific when you enquire: when you contact a body, tell them exactly which document you need and give your details (name, date of birth, and so on).
Keep a record: noting the dates you applied, enquired and posted things makes it easier to check later.
Frequently Asked Questions
Which overseas documents are needed for an application for naturalisation?
You may be asked for a birth certificate, a marriage certificate, a divorce certificate, a death certificate, a certificate of family relationship, a family register from your home country, or a certificate of no criminal record. What is needed differs with your nationality and your family situation, so always follow what the 法務局 tells you.
Do overseas documents have to be translated into Japanese?
If they are written in a language other than Japanese, they must be translated into Japanese. It is usual to attach a translation signed or named by the translator. In most cases the translator does not need any particular qualification, but a certificate of translation is needed in some cases.
How is an apostille different from consular legalisation?
An apostille is legalisation for a public document issued by a country that is party to the Hague Convention, and you obtain it from a designated body such as the foreign ministry of your home country. Consular legalisation is for a public document issued by a country that is not party to the Convention, and it is done at a Japanese diplomatic mission in your home country, or at your country's embassy or consulate in Japan.
When should I start obtaining overseas documents?
We recommend starting as early as you can, alongside preparing your application for naturalisation. Delays in international post and legalisation steps often pile up, so it takes longer than you expect.
This article provides general information. Immigration rules change, and outcomes depend on individual circumstances. Please check the Immigration Services Agency website or consult a qualified specialist.
This page is a translation of the Japanese original. Where the two differ, the Japanese version prevails.
