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We can only provide notary services for U.S. citizens and legal permanent residents (i.e., green card holders), or non-U.S. citizens requiring notarization of documents for submission in the United States. However, foreign citizens submitting U.S.-related corporate affidavits or acknowledgements to the Legal Affairs Bureau in Japan may also qualify to use these services (see “Corporate Affidavits and Acknowledgements”).
For us to notarize your documents, you must …
Please also see our Frequently Asked Questions.
Americans are often asked for a “sign certificate” or a “signature certificate” when buying a car, renting an apartment or opening a business in Japan. These certificates fill the role of the the personal seals (‘jitsuin’) that Japanese citizens use for formalizing documents, and which are registered with the local city hall or ward office. “Sign certificate” forms are available online.
Power of Attorney
A power of attorney allows you to designate someone to take legal actions on your behalf. A common example of this is empowering someone else to buy or sell property in the U.S. in your name while you are overseas. Since we cannot advise you on the specific language or content of a power of attorney, please consult a lawyer or other appropriate adviser before coming to see us to have your power of attorney notarized.
Affidavit of Competency to Marry
If you are a U.S. citizen and are planning to get married in Japan, you will need to fill out an “Affidavit of Competency to Marry.”
An Affidavit is a sworn statement used for a variety of purposes. The U.S. Embassy does not guarantee the accuracy of the information in the affidavit. Rather, the U.S. Embassy simply verifies the identity of the individual(s) signing the affidavit. Use our affidavit form to make your statement in advance, but do not sign it since you will be placed under oath by a consular officer and asked to sign it in his/her presence. Please note that the U.S. Embassy is unable to provide advice about the content or usage of the affidavit, including with respect to documents to be submitted to a Japanese government office or agency. Please consult with the relevant Japanese authorities directly as to whether a notarized affidavit is acceptable in your situation.
Notarizing a Translation of a Document
The U.S. Embassy/Consulates does not provide translation services. If you bring the original document and the English translation, we will notarize the translation as an affidavit. An affidavit is a sworn statement and may be used in different situations for many different purposes. The translator of the document must show up in person at the Embassy/Consulate with a valid I.D. and sign in front of a consular officer.
Affidavits for Japanese Corporate Registration
The “Japanese Law for the Registration of Foreign Corporations” states that the documents required to register a company or update a company’s registered information “shall be attested by the competent authority in the native country of the foreign company, or by the Consul of that native country of the company or any other official in Japan.” We cannot advise you about the specific language needed in your affidavit, so please consult a lawyer or other adviser for that type of assistance before coming to have the document notarized. Please fill out the form before you come to our office, but do not sign the document. You will sign in the presence of a consul officer.
Corporate Affidavits and Acknowledgements
Often, customers include a title, or “corporate identity,” when signing these types of documents. Examples of corporate identities would be “president,” “managing director,” or “representative.” If you wish to sign with a corporate identity, please be prepared to present adequate documentation (e.g. Certificate of Incorporation, Tokibo Tohon) to prove that identity to the consul. Business cards and letterhead will not be accepted as proof of corporate identity. Alternatively, in the absence of the above types of documents, you may wish to alter the language of your document to include language such as “who acknowledged himself to be the (TITLE) of (CORPORATION NAME)” or be prepared to cross out references to corporate identities within the document to be notarized.
Occasionally, we get requests to certify true copies of educational transcripts or diplomas, bank statements, court documents, or other such official records. Unfortunately, our offices cannot ordinarily provide certified true copies of documents. Such requests should usually be addressed to the office which issued the document in question. For example, certified true copies of academic records should be requested from the registrar of the institution that originally issued them. For more information on this subject, please consult the State Department’s website. We cannot authenticate U.S. documents such as birth certificates, marriage certificates, divorce decrees, death certificates, etc.
Certified True Copies of U.S. Passports
The U.S. Embassy or Consulates can certify true copies of U.S. passports. Please make sure to bring the original U.S. passport to your appointment. When making an appointment on the appointment site, select “Request notarial and other services not listed above.”
Certified True Copies of Foreign Passports for Obtaining an ITIN Number
The U.S. Embassy/Consulates do not issue Apostilles. This includes authentication for American academic credentials, and state issued documents such as birth/marriage certificates.
Redeeming U.S. Savings Bonds Outside the United States
If you are outside the United States, there are two ways to redeem (cash in) your paper bonds. Please refer to the Treasury Direct website for detailed instructions. Please note the Embassy/Consulate is unable to cash savings bonds. Our role is simply to provide notarial services related to redeeming bonds.
“Passport Information” (To Obtain Japanese Citizenship)
Proof of U.S. Citizenship or “Passport Information” form may be requested from the Japanese government in order to obtain Japanese citizenship. Use our form to fill out your passport information in advance, but do not sign it since you will be placed under oath by a consular officer and asked to sign it in his/her presence.
Information on Japanese Notaries
In some cases, individuals residing in Japan may wish to seek the services of a Japanese notary. American Citizen Services (ACS) encourages clients who require Japanese notarials for documents, such as notarial deeds, authentication of private documents and articles of incorporation, affidavits and the attachment of officially-attested dates, to visit the website (look for the English button on the front of the home page) of the Japan National Notaries Association (JNNA) for more information about types of notarials, fees and locations of notary offices. Please note that neither ACS nor the Japan National Notaries Association has information on which notaries provide services in English.
Signature (or “Medallion”) Guarantees
As opposed to the ubiquitous “sign certificate” needed in Japan to, for example, buy/sell a car or rent an apartment, medallion signature guarantees are often required by U.S. banks or mutual fund companies. Unfortunately, we cannot legally perform a signature guarantee. A Medallion Signature Guarantee is not a notarial service, but rather a special procedure related to securities, which can only be performed by an authorized representative of a financial institution participating in a medallion program approved by the Securities and Exchange Commission (SEC). U.S. consular officers are not authorized to provide a signature guarantee/medallion guarantee service. The U.S. Securities and Exchange Commission may be contacted directly via the Internet, via phone at 1-800-SEC-0330 (investor assistance and complaints), via fax at 202-942-7040, or by mail at Mail Stop 11-2, 450 Fifth Street N.W., Washington, D.C. 20549.
Please call your nearest Consulate or Embassy:
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