Notarial Services

The Consular Section of the Philippine Embassy in Tokyo, Japan provides notarial services to Filipinos in Japan who need to legalize their documents, such as affidavits, powers of attorney, deeds, copy certification of Philippine passports, and affirmation of “sign” certificates, which are intended for use in the Philippines.

The Embassy cannot assist applicants in drafting legal documents, such as wills, power of attorney, deeds. Embassy personnel also cannot act as witnesses in these documents.

Requirements

  1. Personal appearance of applicant/s or signing individual/s. When applying for acknowledgment of documents such as SPAs, deeds, contracts, agreements, the presence of 2 disinterested witnesses with valid IDs is necessary.
  2. Duly accomplished document or form, with:
    sample-appform
  3. One (1) copy of every document for notarization in A4 size paper
  4. Valid ID (passport, residence card or Philippine/Japan driver’s license) and copies in A4 size paper:
    • One (1) copy of valid ID per document for notarization, and
    • One (1) extra copy of valid ID for Embassy’s records
  5. Notarization fee per document of ¥3,250. Additional ¥1,300 per document for express service
  6. One (1) self-addressed ¥510 Japan Post Letterpack envelope if release of documents is through mail

Procedure of notarization

steps-notarials

  1. Submit requirements for assessment at Window 5 between 9AM to 2PM, Monday to Friday, except holidays.
  2. Sign documents at Window 5 (with two present and disinterested witnesses, only for acknowledgment of SPA, deeds, contracts and agreements). Two (2) witnesses sign on all documents for notarization with presentation of their valid ID.
  3. Choose between Regular or Express release of documents:
    a. Regular-processed documents may be picked up at the Embassy or mailed to your address in Japan three (3) working days after date of application.
    b. Express-processed documents are available for pick up only, next working day between 3 to 4 PM.
  4. Pay fees at the Cashier: (See Schedule of Fees)
    a. Notarization fee is ¥ 3,250 per document.
    b. If express service is requested, additional fee of ¥ 1,300 is charged per document.

Please keep your official receipt, claiming stub with details of release of your document, and letterpack tracking number if mode of release is through mail.

Important Reminders

  • Personal appearance is mandatory. Applicants who are unable to appear in person for consular notarization can avail of authentication services.
  • Should witnesses be necessary, they should likewise be present to witness the signing of the document by the applicant. The witnesses will also affix their own signature on the document for legalization;
  • Applicants must present a valid proof of identity, such as a passport
  • Applicants must use their proper legal name as it appears on their valid Philippine passport. The applicant’s signature in the document to be legalized must be consistent with their signature in their passport;
  • Applicants must submit the original document, relevant attachments, and a complete set of photocopies in A4-size paper;
  • Applicants must not sign the documents in advance. The documents should be signed in the presence of an Embassy consular officer, or a Japanese notary public if the application will be sent to the Embassy by mail.
  • Release date of documents by mail is indicated on the applicant’s blue transaction slip. Please use the Japan Post letterpack reference number to track down documents.

Contact us

Address: Notarials Unit
          Embassy of the Republic of the Philippines
          5-15-5 Roppongi Minato, Tokyo 106-8537 Japan
Telephone No.: 03-5562-1600 ext 132 (between 8:30AM-5:30 PM);
Fax No.: 03-5562-1597
Email address: notarials@philembassy.net