Notarial Services

The Consular Section of the Philippine Embassy in Tokyo, Japan provides notarial services primarily for Philippine citizens in Japan intending to submit notarized documents normally intended for use in the Philippines.

Notarial services as provided by the Consular Section DO NOT cover crafting legal documents, nor drawing wills, powers of attorney, deeds, and documents of similar nature on behalf of the transacting public.

It is the responsibility of the party availing of the legalization services to craft their own documents based on their purpose and/or the requirements of the Philippine-based office to which the notarized documents are to be submitted.

Furthermore, embassy staff and personnel cannot act as witnesses for the public when submitting documents for legalization.
Along with the original document and relevant attachments, applicants must prepare an extra set of photocopies in A4-size paper when submitting documents for legalization.

Self-addressed LetterPack 500 envelopes (available from Japan Post offices/select convenience stores) need to be submitted by those who prefer to have their documents released by mail.

Important Reminders for Document Legalization in the Embassy

  1. Personal appearance is MANDATORY for notarization of documents at the embassy.
    The person availing of notarial services must personally appear at the Consular Section and affix his/her signature on his/her document for notarization at the appropriate window in the presence of the consular officer.
    Should witnesses be necessary, they should be provided by the affiant/deponent and should likewise be physically present to witness the signing of the principal and likewise affix their own signatures on the document for legalization.
  2. Presentation of valid proof of identity is a MUST.
    A valid, competent evidence of identity must be presented by the interested parties before legalization of documents can be performed.Only unexpired, government-issued identification, bearing the photograph and signature of the affiant will be accepted as proof of identity. A valid Philippine passport would be the simplest proof of identity to present.
    A valid Philippine passport is the primary proof of a Philippine citizen’s identity.
  3. Use your proper legal name as it appears in your valid Philippine passport and be consistent in writing your signature.
    The name used in the legal document must be consistent with the name appearing in the applicant’s valid proof of identity (i.e. passport). The signature of the affiant must also correspond to the signature in the identification document.
  4. DO NOT SIGN YOUR DOCUMENTS IN ADVANCE.
    Supply complete and accurate information as required in the document for legalization, except your signature. The affiant‘s signature must be affixed at the embassy, before a consular officer.

Types of Documents for Notarial Services

  1. Affidavits
    Affidavits are written declarations or statement of facts under oath signed before an official authorized by law to perform notarial acts. Affidavits are used in a wide variety of situations providing information supplied by the author of the document (affiant/deponent), pertaining to things, persons, events, acts, and other facts to which the author has direct knowledge of.
    A general affidavit form is available from this website and at the Consular Section which may be used to declare the statements of the subscribing party. It is highly advised that documents in support of the statement of facts in the affidavit be brought and attached to the sworn statement.
    Using a general affidavit, various kinds of sworn declarations about facts directly/personally known to the affiant or subscribing party can be drafted.
  2. Powers of Attorney
    A power of attorney is a legal document that authorizes the bearer named therein (attorney-in-fact) to perform an act or several acts on behalf of another person who granted the authority (principal), or represent the person granting the authority in matters of private interest, business, and other legal matters.
  3. Deeds
    Deeds are written instruments which confirm the transfer or passage of a property, a right, interest, or similar matters from one party authoring the document (grantor) to another. This document must be signed by the grantor and attested to by witnesses.
    Please refer to a private lawyer, a bank, or corporation for guidance in the appropriate language used in a deed.
  4. Copy Certification of Philippine Passports
    A valid Philippine passport may be copy certified by a consular officer for presentation to various government authorities in connection with certain official transactions that require certified proof of identity/passport from Filipinos abroad.
    Passport copy certification requests are normally required of Filipinos applying for visas with other countries, or those that are filing tax transactions with foreign government authorities.
  5. Affirmation of “Sign” Certificates
    Philippine consular officials cannot certify the signature that a Philippine citizen uses for all his/her legal transactions. However, a sworn declaration by the Filipino attesting to his valid and legal signature can be notarized by a consular officer, upon request. The name and signature of the Filipino affiant on the sworn declaration/signature affidavit must match the name and signature appearing in his/her valid Philippine passport.

IMPORTANT

Filipino citizens who need their personal documents legalized but are unable to appear in person at the embassy for consular notarization can have their documents notarized before a Japanese notary public in the area where they currently reside.
If the notarized documents are intended to be used in the Philippines, however, it should be duly authenticated by a Philippine consular official. Please see the details about consular authentication in the appropriate section of this website.

EMBASSY CONSULAR FEES : Notarial Fee: US$25
Note: Fees are payable in US Dollar or its equivalent in Japanese Yen (as computed by our Cashier.)

PROCESSING PERIOD
Processing period for document legalization 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.

NOTARIAL UNIT BUSINESS HOURS:
Click here for Consular Business Hours page.
Downloadable Forms List