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 and deeds. Embassy personnel also cannot act as witnesses in these documents.

Requirements

  1. 1. Online appointment: https://tokyopeconsularappointment.setmore.com/bookappointment
  2. Personal appearance of applicant/s or signing individual/s. When applying for acknowledgment of documents such as SPAs, deeds, contracts, agreements, the presence of two (2) disinterested Filipino witnesses with valid IDs is necessary.
  3. Duly accomplished document or form, with:
    sample-appform
  4. One (1) copy of every document for notarization in A4 size paper
  5. 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
  6. One (1) self-addressed ¥520 Japan Post Letterpack envelope if release of documents is through mail

Procedure of notarization

 

  1. Submit requirements for assessment at Window 5 between 9AM to 2PM, Monday to Friday, except holidays.
  2. Sign documents at Window 2 (with two present and disinterested Filipino witnesses, only for acknowledgment of SPA, deeds, contracts and agreements). Two (2) witnesses sign on all documents for notarization with presentation of their valid IDs.
  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 may be picked up at the Embassy or mailed to your address in Japan on the next working day.
  4. Pay Notarization fees at the Cashier: (See Schedule of Fees)
    a.  ¥ 3,250 per document for regular processing
    b.  ¥ 4,550 per document for expedite/express processing

Please keep your official receipt and claiming stub ( white paper with information on the 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 may have their document notarized by Japanese Notary Public and apostilled by the Ministry of Foreign Affairs of Japan (gaimusho). Apostilled documents no longer need authentication by the Philippine Embassy.
    • Applicants must not sign the documents in advance. The documents should be signed at Window 2 during your application.
    • 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 name, signature, and valid ID number on the document for notarization;
    • Applicants must present a valid proof of identity, such as a passport or Residence Card;
    • Applicants must use their proper legal name as it appears on their valid proof of identity. The applicant’s signature in the document to be notarized must be consistent with their signature in their passport and other government-issued valid IDs;
    • Applicants must submit the original document, relevant attachments, and a complete set of photocopies in A4-size paper;
    • The Philippine Embassy no longer affixes the red satin ribbon on its Acknowledgement or Jurat Certificates, but still affixes the eyelet and gold seal on the certificate as well as the signature of the Consular Officer.
    • Release date of documents by mail is indicated on the applicant’s claim stub. 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