When documents issued in Japan, such as official certificates or contractual documents, are to be used in Malaysia, consular legalization (also known as attestation) may be required by the relevant government authority or organization.
When documents issued in Japan are to be used overseas, the procedure is often completed by obtaining an Apostille issued by the Ministry of Foreign Affairs of Japan. However, since Malaysia is not a party to the Hague Convention (Apostille Convention), documents issued in Japan generally require consular legalization by Malaysian Embassy when they are to be used in Malaysia.
Documents that may require consular legalization for use in Malaysia include, for example, the following:
・Corporate documents (Certificate of Registered Matters, Articles of Incorporation, Board of Directors’ meeting minutes, etc.)
・Commercial documents (invoices, certificates of origin, sales agreements, etc.)
・Various contracts (agency agreements, service agreements, etc.)
・Personal documents (birth certificates, marriage certificates, family register–related documents, etc.)
・Academic certificates (graduation certificates, academic transcripts, etc.)
・Private documents such as powers of attorney and affidavits
In order to obtain consular legalization for Malaysia for these documents, it is generally necessary to complete the following procedures in sequence, depending on the type of document and the requirements of the authority to which the documents will be submitted.
- Notarization by a notary public (in the case of private documents, etc.)
- Authentication of the official seal (公印確認) by the Ministry of Foreign Affairs of Japan
- Consular legalization by the Embassy of Malaysia in Japan
In addition, depending on the requirements of the receiving authority, an English translation of the Japanese documents and a certificate of translation may also be required.
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You would like the documents legalized by the Embassy of Malaysia to be delivered overseas.
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You have a tight schedule and need to obtain consular legalization from the Embassy of Malaysia as quickly as possible.
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It is difficult for you to visit the embassy during weekday business hours to submit or collect documents in person.
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You would like to handle all procedures—including translation (certified translation), notarization, Legal Affairs Bureau certification, Ministry of Foreign Affairs authentication, and embassy submission—in one place.
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You would like to avoid unnecessary time and costs caused by procedural errors.
Consular Legalization Procedure at Malaysian Embassy in Japan
Attestation on the documents for Malaysia
Consular Legalization Procedure at Malaysian Embassy in Japan
Attestation on the documents for Malaysia
To obtain consular legalization from the Malaysian Embassy, the document must first be translated into English or Malay.
If the original document is already written in English or Malay, no translation is required. However, if the document is written in another language, the embassy will not accept the legalization application unless a translation into English or Malay is provided.
After the document has been translated into English or Malay, it must undergo the standard authentication procedures required for consular legalization.
As with most embassies and consulates, the document must obtain notarization, a notary public certification, and authentication by the Ministry of Foreign Affairs (MOFA) before it can be submitted to the Malaysian Embassy for legalization.
Once the translation and authentication procedures are completed, you must visit the Embassy of Malaysia to submit the required documents and apply for consular legalization. Applications are accepted on weekdays from 9:00 AM to 12:00 PM, excluding Saturdays, Sundays, and public holidays.
- Original authenticated document (with MOFA authentication issued by the Ministry of Foreign Affairs of Japan)
- Passport
- Malaysian identification card (if the applicant is a Malaysian citizen)
- Power of attorney and the identification document of the authorized representative (such as a passport, My Number card, driver’s license, or health insurance card) if the application is submitted by a representative
- MYR 20 per document to be legalized (payable in Japanese yen according to the exchange rate applied at the time of application).
Please note that applications may also be submitted by mail at the applicant’s own responsibility. However, in such cases, the following additional documents are required.
- Mail application request letter (stating the applicant’s name, address in Japan, telephone number, and email address, and clearly declaring that the applicant will not hold the embassy responsible for any delays or liabilities related to the documents during the mailing process)
- Self-addressed return envelope (Letter Pack Plus)
After the Embassy of Malaysia confirms that the submitted documents are complete, you will receive an email from the embassy requesting payment of the legalization fee by registered cash mail. Please follow the instructions in the email and complete the payment accordingly.
The processing time for consular legalization at the Embassy of Malaysia varies depending on the type of application, as outlined below.
- 1 to 3 documents: Collection is available on the same day between 2:30 PM and 4:00 PM.
- 4 or more documents: Collection is available on the next business day between 2:30 PM and 4:00 PM.
- Applications submitted by mail: The legalized documents will be dispatched three business days after the application is received.
General Service Flow
How it works
All procedures can be completed online and by postal mail, allowing you to request our services from anywhere in Japan or overseas.
From the initial consultation to contract and payment, document handling, authentication procedures, and return delivery via international shipping, our professional staff will assist you throughout the entire process.
Below is the general process from making a request to receiving your authenticated documents.
General Service Flow
How it works
All procedures can be completed online and by postal mail, allowing you to request our services from anywhere in Japan or overseas.
From the initial consultation to contract and payment, document handling, authentication procedures, and return delivery via international shipping, our professional staff will assist you throughout the entire process.
Below is the general process from making a request to receiving your authenticated documents.
Based on this, we will determine whether an apostille is sufficient, whether consular legalization is required, and whether translation or notarization is necessary, and then guide you through the required procedures.
As a general rule, payment must be made in full in advance (except where special services are required).
If, after reviewing the documents, additional materials or translation drafts are required, we will inform you at that time.
If you request our document retrieval service, we will obtain the necessary documents at this stage.
The procedures are carried out in the appropriate order according to the requirements of each country.
If international delivery is required, we will arrange shipment after confirming the preferred delivery method.
Fee Structure
Service & Price
The cost varies depending on the type of document, the destination country, and the authentication procedures required.
The following provides a general overview of our fees.
A formal quotation will be provided individually after we review the documents.
Fee Structure
Service & Price
The cost varies depending on the type of document, the destination country, and the authentication procedures required.
The following provides a general overview of our fees. A formal quotation will be provided individually after we review the documents.
| Base fee | 55,000 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) |
8,800 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 |
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.
Request for Quote
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Request official proposal sheet
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Message from the Representative
Director's Message
Message from the Representative
Director's Message
Principal Administrative Scrivener, Immigration Lawyer SUGITA International Office