This is a complete guide for people who have been told that Japanese documents for submission in mainland China require an apostille, notarization, or Chinese translation. First confirm the requirements of the receiving authority, then choose the relevant guide for a Family Register Certificate, Pre-Revision Family Register, Power of Attorney, Corporate Registry Certificate, or Police Certificate.
Please confirm the requirements with the receiving authority first.
Since 7 November 2023, the Apostille Convention has been in force between Japan and China. For Japanese public documents covered by the Convention, a Japanese apostille generally removes the need for consular legalization by the Chinese Embassy or a Chinese Consulate General for use in mainland China. An apostille confirms the authenticity of signatures and seals; it does not guarantee the content of a document or its acceptance by the receiving authority. Confirm any authority-specific form, translation, post-issuance period, and original/copy requirements in advance.
Choose a detailed guide by document
Choose the document closest to the one you hold or the one specified by the receiving authority. The existence of an article does not mean that we can obtain or prepare every document on your behalf. The scope of support for obtaining or preparing documents differs by document.
Power of Attorney (Authorization / Letter of Entrustment)
For people submitting a signed private document to authorize an agent for real-estate, inheritance, corporate, or other procedures in China.
Check notarization and apostille for a Power of Attorney for ChinaOur support for preparing Powers of Attorney is limited to real-estate transactions. Please confirm this separately from whether authentication assistance is available.
What to confirm for authentication and translation of documents for China
Even documents with the same name may require different procedures depending on the receiving authority and intended use. Before requesting a quote, organize the following information as far as you can.
- Place of submission and receiving authority: Confirm the province/city in mainland China and the authority name. Hong Kong and Macao have different procedures and receiving-authority practices, so do not treat them as the same as the mainland-China guidance on this page.
- Purpose of use: Confirm the procedure for which the document will be used, such as marriage, inheritance, real estate, corporate registration, employment, or residence.
- Document type and issuer: Confirm whether it is an original issued by a public authority or a private document prepared by an individual or company, and whether submission of a copy is permitted.
- Required authentication: Confirm the receiving authority's instructions, such as an apostille on the original, notarization of a private signature, or authentication of a document package including a translation.
- Translation requirements: Confirm the language, such as Simplified Chinese or English, any designated translator, and requirements for a translation certificate or binding the translation to the original.
- Issue date, deadline, and required number of copies: Public documents eligible for Ministry of Foreign Affairs certification generally must have been issued within three months. The receiving authority may set a different validity period.
Authentication of the original and authentication of a translation are separate issues.
Even if an apostille is attached to the original Japanese public document, this does not automatically certify the accuracy of a translation. Ministry of Foreign Affairs guidance treats a public document with an attached translation as a private document. Confirm with the receiving authority whether only the original needs an apostille or whether notarization and an apostille are required for a full set including the translation.
Scope of services available from our office
The confirmed scope of support is as follows. We quote for the required combination after confirming the document and the receiving authority's requirements.
Services available from our office for documents for China| Item | Scope of support |
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| Authentication procedures | We assist with obtaining apostilles for public documents and with notarization and apostilles for private documents or document packages including translations, according to the nature of the document. |
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| Translation | We support translation from Japanese into Simplified Chinese. We quote after confirming page count, content, and the format required by the receiving authority. |
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| Obtaining / preparing documents | We support postal acquisition of Corporate Registry Certificates. Support for preparing Powers of Attorney is limited to real-estate transactions. Collection of Police Certificates is confirmed on a case-by-case basis. This page does not state that all other documents can be obtained or prepared by us. |
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| Delivery and shipping | We support PDF scanning after authentication, domestic return delivery, and shipping abroad, including to China. Overseas postage varies by shipping method and delivery destination. |
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From consultation to delivery
Before sending originals, we confirm the receiving authority's requirements and the document data and then provide a quote.
- Consult us after confirming the receiving authority's requirements
Please tell us the receiving authority's guidance, document name, authentication/translation instructions, and deadline. If you already have the document, we first review an image or PDF. - Quote for procedure, fees, and timing
We confirm whether the document is public or private, how the translation is to be handled, the number of copies required, and the shipping destination before providing a quote. - Application, payment, and sending originals
After a formal request, payment is generally made in advance. Corporate payment terms can be discussed when we quote. Send originals after receiving our instructions. - Translation, notarization, and apostille acquisition
According to the request, we proceed with translation, notarization, the Legal Affairs Bureau's notary seal certificate, and apostille acquisition from the Ministry of Foreign Affairs. - Delivery and shipping
We send a PDF scan if requested and ship the originals to the specified domestic or overseas destination.
Fees and timing
The basic service fee currently includes conversion to PDF after authentication and domestic return by Letter Pack Light. The total fee and delivery time vary according to the type and number of documents, whether an original or copy is used, translation page count and language, notary office fees, whether document acquisition is needed, and the overseas shipping method. See Fees & Charges for the basic service fee and usual additional costs. Document-specific articles also provide guidance, but the final fee and timeframe are based on a quote after confirming the current documents and submission requirements.
If your request is urgent, please tell us not only the submission deadline but also the date by which the originals must arrive at the city and authority concerned. We confirm the time needed for translation, notarization/apostille, and shipping separately.
FAQ: authentication and translation of documents for China
For mainland China, is consular legalization by the Chinese Embassy or a Chinese Consulate General unnecessary?
Since 7 November 2023, Japanese public documents covered by the Convention can generally be submitted in mainland China with a Japanese apostille, without consular legalization by the Chinese Embassy or a Chinese Consulate General. Documents outside the Convention's scope or authority-specific conditions may apply, so check the receiving authority's current guidance.
If an apostille is attached to the original public document, is the translation also authenticated?
No. An apostille does not certify the contents of the original or the accuracy of a translation. Confirm with the receiving authority whether the translation may be submitted separately or whether notarization and an apostille are required for a full set including the translation.
Can an apostille be attached to a copy rather than an original?
Even for a document issued by a public authority, a copy is not a public document that the Ministry of Foreign Affairs can certify directly. Having a copy notarized may be considered, but first confirm whether the receiving authority accepts a copy.
Can the office decide which documents and formats are required on its own?
We can explain general procedures, but the Chinese receiving authority determines the final acceptance requirements. If you have an email, guidance page, or designated form from the receiving authority, please share it when you consult us.
Does the same guidance apply to submissions in Hong Kong or Macao?
The Apostille Convention also applies in Hong Kong and Macao, but their receiving authorities and practices differ from mainland China. Do not apply this mainland-China guidance as is; confirm the requirements with the Hong Kong or Macao receiving authority.
Information to provide for consultation and a quote
Knowing the following makes it easier to confirm the work required, fees, and timeframe. You may consult us with an item marked “to be confirmed.”
- Whether the receiving destination is mainland China, Hong Kong, or Macao (province/city for mainland China)
- Name of the receiving authority and purpose of the procedure
- Document name, issuing authority, issue date, and number of copies required
- Receiving authority instructions regarding originals/copies, apostilles, notarization, and translation
- Whether translation is required, the language, and any designated form
- Submission deadline and date by which the originals must arrive
- Your current country of residence and the delivery destination for the completed documents
System information checked: 7 September 2026Written and supervised by: RP Office［ Royal Partners Administrative Scrivener Office ］, Specified Administrative Scrivener Taiga Sato
RP Office · Taiga Sato
