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Last reviewed: 2026-09-09 | Supervised by: Masakazu Sugita, Principal Administrative Scrivener, Immigration Lawyer SUGITA International Office
When a Japanese family register document (Koseki Tohon) is needed for use in Malaysia — for example, for marriage registration with a Malaysian national, MM2H (Malaysia My Second Home) visa applications, and corporate documentation for Japanese companies operating in Malaysia — it must go through consular legalization, since Malaysia is not a member of the Hague Apostille Convention.
This page explains, specifically for Malaysia, which family register document is typically required, how the consular legalization procedure works at the Embassy of Malaysia in Japan, and how translation requirements are handled. For a full explanation of the different types of Japanese family register documents, please see our Koseki Tohon guide. For general information about consular legalization for Malaysia covering all document types, please see our Malaysia country page.
Which Family Register Document Do You Need for Malaysia?
Koseki Tohon, Joseki Tohon and Similar Documents
Which Family Register Document Do You Need for Malaysia?
Koseki Tohon, Joseki Tohon and Similar Documents
In most cases, a Koseki Tohon (Certificate of All Records) is the document requested, since it certifies the family relationships between the parties involved.
For inheritance-related procedures in particular, a Joseki Tohon (Certificate of a Closed Family Register) or Kaisei Gen Koseki (Family Register Before Revision) may also be required, in order to trace family relationships further back in time.
The exact document and scope required depends on the specific procedure and the authority in Malaysia requesting it. We recommend confirming this with the receiving authority before starting the process. For a full explanation of each document type, please see our Koseki Tohon guide.
* The above is the base price per single document. The total increases depending on the number of documents, translation, and notary/consular legalization fees.
Consular Legalization Procedure at the Embassy of Malaysia for a Koseki Tohon
Step-by-Step Procedure for Malaysia
Consular Legalization Procedure at the Embassy of Malaysia for a Koseki Tohon
Step-by-Step Procedure for Malaysia
Consular legalization for Malaysia generally follows these steps:
- Notarization by a notary public (required for private documents, or if a translation is to be bound with the original as one set)
- Authentication by the Ministry of Foreign Affairs of Japan
- Consular legalization by the Embassy of Malaysia in Japan
Applications can be submitted either in person or by mail. A representative may also submit the application on the applicant's behalf, in which case a Power of Attorney and the representative's identification (passport, My Number card, driver's license, or health insurance card) must be submitted together with the application.
The legalization fee is MYR 20 per document, paid in Japanese yen at the exchange rate applied on the day of application. Once the embassy confirms the submitted documents are complete, it sends an email requesting payment, which is made by registered cash mail.
Applications are accepted on weekdays from 9:00 AM to 12:00 PM. For 1 to 3 documents, the legalized documents can generally be collected the same day between 2:30 PM and 4:00 PM; for 4 or more documents, collection is on the following business day during the same hours. For mailed applications, the legalized documents are dispatched within 3 business days of receipt — a mail application requires a letter stating the applicant's name, address in Japan, phone number, and email address, together with a self-addressed Letter Pack Plus envelope for return.
The Ministry of Foreign Affairs step for Malaysia is specifically referred to as “Authentication of the official seal” (公印確認). If the original document is already written in English or Malay, no translation is required; otherwise, a translation into English or Malay must be completed and undergo the standard authentication procedures before the Embassy of Malaysia will accept the legalization application.
Translation Requirements
What Is Required for Malaysia
Translation Requirements
What Is Required for Malaysia
If the Koseki Tohon is submitted together with an English translation, no further translation is generally required, since English is an accepted language for the Embassy of Malaysia. Unlike some other countries, the Embassy of Malaysia does not place particular emphasis on strictly reviewing the correspondence between the original and the translation, which generally makes the process more straightforward.
Since a Koseki Tohon is issued only in Japanese, requirements for the Embassy of Malaysia can vary by case. We strongly recommend confirming in advance with the receiving authority in Malaysia whether a translation is required, and if so, whether the original and translation must be bound together as one set.
Documents We Handle
Organized by Category
Documents We Handle
Organized by Category
Documents subject to Apostille or consular legalization are wide-ranging. Below is an overview of the documents we handle, organized by category.
※ Documents marked "View Details" have their own dedicated guide page.
※ The exact documents required and whether certification is necessary can vary depending on the destination country, receiving institution, and the nature of the document. Please feel free to contact us to discuss your specific case.
Birth Certificate
Common uses: Proof of birth for overseas birth registration, nationality acquisition, and visa applications
View Details→ 02Family Register (Koseki Tohon)
Common uses: Proof of family relationships for marriage, inheritance, and nationality matters (includes certificates of marriage/birth registration entries and certificates of divorce acceptance)
View Details→Certificate of Legal Capacity to Marry
Common uses: Proof of eligibility to marry for international marriage procedures overseas
Certificate of Celibacy / Single Status
Common uses: Proof of single status for marriage procedures and visa applications overseas
Legal Heir Information List
Common uses: Inheritance procedures for overseas assets, estate division discussions, and submissions to financial institutions
Passport Copy
Common uses: Certified identity document attached to contracts, registrations, and visa applications
Residency Certificate
Common uses: Proof of current address for visa applications/renewals and local account opening
Police Certificate
Common uses: Work visa and permanent residency applications, overseas immigration screening
Diploma / Transcript
Common uses: Study abroad, work-qualification screening, and academic credential recognition
View Details→Japanese Language Proficiency Certificate / Score Report
Common uses: Proof of Japanese language ability for overseas work and study visa applications
Resume / Curriculum Vitae
Common uses: Overseas work visa applications, submission to local employers
Certificate of Enrollment
Common uses: Proof of school enrollment for study visa applications
Certificate of Employment
Common uses: Proof of current employment for work visa applications
License / Permit (Various)
Common uses: Overseas submission of driver's licenses and other qualification licenses, local proof of qualification
Pension Certificate
Common uses: Overseas pension-benefit procedures, residency status screening
Tax Payment Certificate
Common uses: Overseas investment and immigration screening, proof of financial standing for local account opening
Certificate of Registered Matters
Common uses: Proof of company existence for overseas local entity formation, branch registration, and contract signing
Articles of Incorporation (Copy)
Common uses: Proof of the parent company's governing rules for overseas branch or local entity formation
Minutes of the Board of Directors Meeting
Common uses: Proof of major overseas resolutions such as officer appointments and capital increases
Letter of Acceptance of Directorship
Common uses: Director appointment procedures at an overseas local entity
Financial Statements
Common uses: Overseas investment screening, proof of financial standing for local entity formation and tender procedures
Contract / Agreement
Common uses: Signing contracts with overseas business partners, filings with local authorities
Deed of Consent to Transfer
Common uses: Submission to overseas parties in connection with the transfer of shares, equity, or other rights
Power of Attorney
Common uses: Delegating procedures to an agent overseas (real estate, corporate registration, litigation, etc.). Also covers SPA (Special Power of Attorney), Authorization Letters, and equivalent delegation documents
Affidavit
Common uses: Sworn statements of fact (single status, dependency status, etc.), evidentiary material for administrative and legal proceedings
Court Documents (Judgment / Certificate of Case Closure, etc.)
Common uses: Overseas litigation-related procedures, recognition and enforcement of judgments
Official Gazette
Common uses: Proof of statutory public notices such as company dissolution or capital reduction announcements
Certificate of Origin
Common uses: Import/export customs procedures, proof of origin in trade transactions
Commercial Invoice
Common uses: Import/export customs clearance, trade settlement documentation
National Diet Library Article Certification, etc.
Common uses: Proof of existence of published materials or articles, submissions for academic or research purposes
We may be able to assist with other documents not listed above. If your document isn't listed, please contact us — we're happy to discuss your specific case.
Reference Pricing for Koseki Tohon Legalization for Malaysia
Example Pricing and Conditions
Reference Pricing for Koseki Tohon Legalization for Malaysia
Example Pricing and Conditions
Our office provides consular legalization agency services for documents used in Malaysia, including a Koseki Tohon. We are also able to accommodate special procedures not listed in the pricing table below, so please feel free to contact us if you have any concerns.
| Base fee | 44,000 JPY〜 / per document + consular fee (For private documents, an additional notary fee of 12,500 JPY per document applies) |
|---|---|
| Additional identical documents (same destination country) |
11,000 JPY / each additional document + consular fee (For private documents, an additional notary fee of 12,500 JPY per document applies) |
| Translation | Quotation provided depending on the content and volume |
|---|---|
| Certified Translation | Quotation provided depending on the content and volume |
| Retrieval of documents issued by Japanese government offices |
11,000 JPY / per document |
| Retrieval of documents issued by universities or educational institutions |
11,000 JPY / per document |
| Domestic return | Included in the fee (via Letter Pack Light) |
|---|---|
| International standard shipping (EMS) | Quotation provided depending on the delivery country |
| International express shipping (DHL) | Quotation provided depending on the delivery country |
Please note that this is only a representative example, not a fixed quote. The actual price depends on a number of factors, including the number and type of documents, whether translation is required, whether the document needs to be shipped internationally, and whether you would like a scanned copy of the legalized document sent to you in advance of the physical delivery. Please contact us for an exact quote based on the details of your specific case.
* The above is the base price per single document. The total increases depending on the number of documents, translation, and notary/consular legalization fees.
About Japan Apostille Center (JAC)
Who we are
About Japan Apostille Center (JAC)
Who we are
Japan Apostille Center (JAC) is a specialized document authentication service that handles apostille applications issued by the Ministry of Foreign Affairs of Japan, as well as consular legalization procedures at foreign embassies and consulates in Japan.
We provide comprehensive support for the entire authentication process, including verification of country-specific procedures and application requirements, translation into English and other languages, notarization at notary offices, authentication by the Ministry of Foreign Affairs, submission to embassies and consulates, and international shipment of the documents after legalization.
Our center was established based on the practical experience in international documentation gained through our administrative scrivener practice, which handles immigration and residency matters for foreign nationals in Japan.
With expertise and extensive practical experience in the field of document authentication, we have handled a wide range of cases related to international business transactions, overseas relocation, visa applications, marriage procedures, study abroad, company establishment, and other matters requiring document authentication. As a result, we have built a strong reputation as a specialized service provider for international document authentication.
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Principal Administrative Scrivener, Immigration Lawyer SUGITA International Office