Apostille for documents used in Russia
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Last reviewed: 2026-08-10 | Supervised by: Masakazu Sugita, Principal Administrative Scrivener, Immigration Lawyer SUGITA International Office
When public documents issued in Japan, or private documents such as corporate documents and contracts, are to be used in Russia, the receiving government agency or company may require an Apostille.
There are two main types of authentication procedures required to use Japanese documents overseas: Apostille and Consular Legalization. Russia is a member of the Hague Convention (Apostille Convention), so documents issued in Japan for use in Russia can generally be completed with an Apostille issued by the Ministry of Foreign Affairs of Japan (MOFA) alone, without going through Consular Legalization at the embassy or consulate.
Documents that may require an Apostille for use in Russia include, for example, the following.
・Corporate documents (certificate of registered matters, articles of incorporation, minutes of board meetings, financial statements, etc.)
・Commercial documents (invoices, certificates of origin, sales contracts, etc.)
・Various contracts
・Personal documents (birth certificates, marriage certificates, family register documents, etc.)
・Academic certificates (graduation certificates, transcripts, etc.)
・Private documents such as Power of Attorney and Affidavits
The Apostille procedure differs depending on whether the document is a public or private document. In general, the process is as follows.
- For public documents: apply directly to MOFA for an Apostille, without going through notarization
- For private documents: after notarization at a notary office and certification by the Director of the Legal Affairs Bureau, apply to MOFA for an Apostille
Depending on the recipient, an English translation or a certificate of translation may also be required for Japanese-language documents.
The required steps for an Apostille vary depending on the content and number of documents and whether translation or notarization is needed. Our center handles this entire process on your behalf, including translation, notary office procedures, the Legal Affairs Bureau, MOFA authentication, and return shipping arrangements.
Are you facing any of these challenges while living outside Japan?
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I need documents with Apostille or Consular Legalization delivered to me overseas.
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My schedule is tight, and I need to obtain the Apostille or Consular Legalization as quickly as possible.
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I'm not currently in Japan, so I can't visit the Ministry of Foreign Affairs or the relevant embassy/consulate myself to apply for or collect documents.
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I want to outsource the entire process — translation (Certified Translation), notarization, the Legal Affairs Bureau, the Ministry of Foreign Affairs, and the embassy/consulate — without having to travel to Japan.
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Since I'm overseas, fixing a mistake in the paperwork later would be even harder — I want the procedure done correctly the first time.
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Since I'm overseas, I'd like someone to obtain Japan-issued documents (such as a Family Register Certificate) on my behalf.
Our center resolves all of these concerns for you, all in one place.
Apostille Procedure for documents used in Russia
Apostille Procedure for documents used in Russia
Apostille Procedure for documents used in Russia
Apostille Procedure for documents used in Russia
Here we walk through the actual process of obtaining an Apostille from the Ministry of Foreign Affairs of Japan, from preparing the documents through to receiving the Apostille.
The difference between public and private documents
The Apostille procedure differs significantly depending on whether the target document is a "public document" or a "private document." A public document is one issued by a public authority such as a government office, local government, or university — examples include a Family Register Certificate, Certificate of Residence, Certificate of Registered Matters, and diplomas issued by national or public universities. A private document is one prepared by an individual or a private company or organization — examples include a Power of Attorney, an Affidavit, contracts, and diplomas issued by private schools. Since the required preliminary procedure differs depending on which category a document falls into, it is necessary to check on a document-by-document basis.
1. Preparing the documents (different preliminary steps for public and private documents)
Public documents can be submitted directly to MOFA for an Apostille application, without going through a notary office. For private documents, the document must first be notarized at a notary office, and then certified by the Legal Affairs Bureau that has jurisdiction over that notary office (certification of the notary's seal, sometimes called certification by the Director of the Legal Affairs Bureau). Only after completing these steps can an application for an Apostille be made to MOFA.
2. Applying to MOFA
An Apostille can be applied for either at MOFA's head office (in Tokyo) or its Osaka branch office. Applications can be made in person, by an agent on the applicant's behalf, or by mail. For in-person applications at the counter, same-day issuance is available in many cases; mail applications generally take a few days.
3. Issuance and collection
Once the Apostille is issued, MOFA's Apostille certificate (a sticker or stamp) is affixed to the document. In addition to collecting it in person at the counter, it can also be returned by mail if a return envelope is submitted.
Handling of translated documents
Depending on the recipient, not only the original Japanese document but also a translation into English or another language — or an Apostille on that translation — may be required. Since a translation is not issued by a public authority, it generally needs to be accompanied by a certificate of translation and notarized, so that the original and the translation can be authenticated as a single, bound set before obtaining the Apostille. In some cases, only the original is apostilled, and translation is arranged on the receiving country's side instead — so we recommend confirming the requirements with the recipient in advance.
Points to note when submitting documents for Russia
Even after obtaining an Apostille for documents intended for Russia, the type of document required and whether translation is needed can vary depending on the receiving authority. Please confirm with the recipient in advance, or feel free to contact our center.
Our center handles not only public documents, but also complex private documents combining translations, declarations, and corporate documents, providing comprehensive support from notarization and certification by the Legal Affairs Bureau through to the Apostille application at MOFA. We also support clients living overseas or overseas companies, from receiving the documents through to international shipping (via DHL, etc.) after the Apostille is completed.
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.
From Consultation to Delivery
How it works
The entire process is completed online and by mail, so you can request our services from anywhere, whether inside or outside Japan.
From your first inquiry through to the contract and payment, handling of your documents, the certification procedures, and return shipment by international courier, our specialist staff provide consistent, end-to-end support.
Below is an overview of the general process, from your request through to receiving your certified documents.
From Consultation to Delivery
How it works
The entire process is completed online and by mail, so you can request our services from anywhere, whether inside or outside Japan.
From your first inquiry through to the contract and payment, handling of your documents, the certification procedures, and return shipment by international courier, our specialist staff provide consistent, end-to-end support.
Below is an overview of the general process, from your request through to receiving your certified documents.
Inquiry & Review of Document Details
Based on this, we determine whether an Apostille is sufficient or Consular Legalization is required, whether translation or notarization is needed, and guide you through the necessary procedures.
Contract & Payment
Payment is, in principle, made in full in advance (this may differ if special services are required).
Submission of Required Documents
If our review finds that additional materials or a source text for translation are needed, we will let you know at that time.
If you would also like our document-acquisition proxy service, we will obtain the necessary documents at this stage.
Preparation for Translation, Notarization & Certification
The procedures are carried out in the appropriate order according to each country's requirements.
Return Shipment After Certification
If shipment overseas is required, we will confirm the delivery method with you before proceeding.
Pricing
Service & Price
Fees vary depending on the type of document, the destination country, and the certification method required.
The information below is a general pricing guide. A formal quote will be provided individually after we review your documents.
Pricing
Service & Price
Fees vary depending on the type of document, the destination country, and the certification method required.
The information below is a general pricing guide. A formal quote will be provided individually after we review your documents.
| Public Documents | JPY27,500 / per document |
|---|---|
| Private Documents | JPY27,500 + JPY12,500 (notary fee) / per document |
| Additional Copies | JPY11,000 / per additional copy (For private documents, additional notary fee of JPY12,500 per copy applies) |
| Translation | Quoted individually based on content and volume |
|---|---|
| Certified Translation | Quoted individually based on content and volume |
| Government-issued Documents (Japan) | From JPY11,000 / per document |
| Educational Institutions | From JPY11,000 / per document |
| Domestic Delivery | Included (via Japan Post) |
|---|---|
| International Shipping (EMS) | On request |
| Express Shipping (DHL) | On request |
Request a Quote
Request official proposal sheet (quotation)
Request a Quote
Request official proposal sheet (quotation)
Please enter your contact details and information about your documents. After reviewing the details, we will provide you with a quote for the cost and processing time.
If you have any additional notes or requests, please enter them in the "Other" field.
About Japan Apostille Center (JAC)
Who We Are
About Japan Apostille Center (JAC)
Who We Are
Japan Apostille Center (JAC) is a specialized agency that handles Apostille applications through the Ministry of Foreign Affairs of Japan, as well as Consular Legalization procedures at the various embassies and consulates of other countries located in Japan, on behalf of our clients.
We provide comprehensive, one-stop support covering everything from confirming the complex, country-specific procedures and application requirements, to translation into English and other languages, notarization at the notary office, MOFA authentication, application handling at embassies and consulates, and overseas shipment after certification is complete.
Our center was established on the foundation of international documentation expertise built up through our work as an administrative scrivener office handling residency status matters for foreign nationals.
Drawing on our expertise and practical experience in the field of document certification, we have a proven track record of handling document certification for a wide range of matters, including international transactions, overseas relocation, visa applications, marriage, study abroad, and company incorporation, both in Japan and overseas, and have established ourselves as a trusted specialist in international document certification.
Frequently Asked Questions
Answers to Common Questions
Frequently Asked Questions
Answers to Common Questions
Q. If the destination country is a member of the Hague Convention, can the procedure always be completed with an Apostille alone?
Q. I live outside Japan. Can I still request your services?
Q. When do I need to make payment?
Q. What types of documents can you handle?
Q. Do documents for Russia need to be translated into English?
Q. For documents destined for Russia, can a copy be used for Apostille or Consular Legalization instead of the original?
Q. Is an Apostille issued on the same day?
Q. Can I apply by mail?
Q. Can an agent apply on my behalf?
Director's Message
A Message From Our Representative
Director's Message
A Message From Our Representative
Licensed Administrative Scrivener, Immigration Lawyer SUGITA International Office