Authentication (Ninsho Tetsuzuki)

Consular Authentication of Japan-sourced Documents

Documents sourced in Japan intended for use and submission to Philippine authorities must undergo consular authentication by a Philippine consular authority through verification of the seal and signature of a duly appointed official of the Japanese Ministry of Foreign Affairs or Gaimusho.

Documents Issued by Japanese Government Authorities

Various documents issued by Japanese Government ministries and related offices must be submitted to the Japan Ministry of Foreign Affairs (Gaimusho) Certification Section (Shomei-han) for direct stamping of the Gaimusho seal and signature of their authorized official.

Examples of this type of documents include court decrees (shimpan-sho), police certification (muhanzai shomeisho), family registry (koseki tohon) and other related issuances.

Thereafter, it can be presented to the Philippine Embassy for authentication.

General Documents

Personal documents not having been issued by any agency of the Japanese Government would need to be notarized before a Japanese notary public before submission to the Japan Ministry of Foreign Affairs (Gaimusho) for stamping of their authentication seal.

Examples of general documents in this category include legal instruments executed in Japan similar to statutory declarations, affidavits, and powers of attorney which are meant to be used in the Philippines.

For information on the services of a Japanese notary public, please inquire at the nearest notary public (koshonin yakuba) in your area. You may also seek assistance from the local office of the Bureau of Justice (homu kyoku) nearest your place of residence.  Local ward offices may be able to provide information on these Japanese Government offices for your reference.

Download Notary Public offices in Tokyo

Download Directory of Legal Affairs Bureau and Regional Branches

Process of Consular Authentication at the Philippine Embassy:

After the document has been stamped with the seal of Gaimusho and the signature of its authorized official, it can now be submitted to the Philippine Embassy for consular authentication either in person or by mail.

Reminder:

  1. Along with the originals, please prepare a photocopy of your documents in A4-size paper.
  2. If you prefer not to pick-up your documents in person or you are submitting documents for consular authentication by mail, kindly include a self-addressed LetterPack 500 envelope (available from most convenience stores and the Post Office.) The Philippine Embassy will use your self-addressed envelope to mail back your documents after receipt of payment and processing.
  3. Mailed applications can be paid for via postal payment (genkin kakitome) at the Post Office.

Additional Information:

For inquiries and details about getting your Japan-sourced document stamped with the Gaimusho seal, you may visit or contact:

Ministry of Foreign Affairs (Gaimu-sho) Certification Section (Shomei-han)

2-2-1 Kasumigaseki, Chiyoda-ku, Tokyo 100-8919
Telephone No.: 03-3580-3311

Access:
Eidan Marunouchi Line, Hibiya Line or Chiyoda Line – KASUMIGASEKI Station Exit A4 or A8

EMBASSY CONSULAR FEES :  Authentication: US$25

Note: Fees are payable in US Dollar or its equivalent in Japanese Yen (as stated in the Embassy Schedule of Fees.

PROCESSING PERIOD

Processing period for consular authentication is FIVE (5) working days (not counting the day of application and holidays) upon receipt of the complete documents. Documents for release by mail will be mailed out on the date indicated in your receipt.

Documents submitted by mail will only be processed after the corresponding payment by genkin kakitome has been received by the embassy.