International Guides - Japan - Society of Notaries of Queensland

Japan

Chamber of Commerce details:

Australia Japan Business Co-operation Committee (AJBCC)

Website: ajbcc.asn.au

Email: ajbcc@ajbcc.asn.au

Phone: +61 2 9439 2278

Address: Level 25, 100 Miller Street, North Sydney NSW 2060

National Flag:

Understand Japan’s Notarial System: Japan does not have a common-law style notary public. Japanese notaries (公証人, kōshōnin) are government-appointed legal officials, and foreign notarial acts may not be directly recognized.
Use Apostilles Where Necessary: Japan and Australia are both parties to the Hague Apostille Convention, so make sure Australian documents notarized for use in Japan are apostilled by DFAT (Department of Foreign Affairs and Trade).
Verify Document Acceptance: Always check whether the receiving Japanese institution (court, immigration, bank, company, etc.) will accept a foreign-notarized document, even with an apostille. Some may still request local authentication.
Collaborate with a Japanese Attorney: Work with a bengoshi (Japanese lawyer) for any matters involving Japanese law, as foreign notaries cannot practice Japanese law or give legal advice in Japan.
Translation Certification: If documents are in English, most Japanese authorities will require a certified Japanese translation. Ensure you use a translator whose certification will be accepted by the local authority or embassy.

Keep Records Meticulously: Ensure all documents are properly recorded, as Japanese parties may expect thorough documentation and may request originals.
Use Clear Legal English: Avoid colloquialisms or overly complex legal terms. Japanese counterparts often use English as a second language, and clarity will prevent misunderstandings.
Provide Bilingual Explanations: Consider supplying a summary or explanation of the notarized document in Japanese to aid comprehension and build trust.
Understand Japanese Contract Formalities: While Japan generally recognizes signed contracts without notarization, there are exceptions (e.g., real estate, affidavits for courts, or official statements), especially involving foreign parties.

Be Formal and Respectful: Japanese business culture values formality, politeness, and hierarchy. Use honorifics, present business cards properly, and show respect for local customs.
Avoid Overassertiveness: Australians are often seen as direct; Japanese business culture prefers subtlety and group consensus. Approach negotiations with patience and diplomacy.
Meetings Over Documents: Legal documents are important, but relationship-building (often through face-to-face meetings) is critical in Japan.
Use a Local Interpreter: For legal matters, a qualified interpreter with legal knowledge is essential, especially during negotiations or when explaining notarized documents.
Understand Hanko (Seals): Japanese companies and individuals use seals instead of signatures. Be aware that they might need sealed, rather than signed, documents—and your documents may need a translation to be accepted in that context.

Item	Description	Notes
✅	Document prepared in English	Clear, formal language. No legalese.
✅	Certified Japanese translation attached	Done by NAATI-certified translator or accepted Japanese translator
✅	Signed before an Australian notary public	Include notarial seal and full notary details
✅	Apostilled by DFAT	Required for legal recognition in Japan
✅	Accompanied by bilingual cover letter or summary (optional but helpful)	Increases clarity and acceptance
✅	Clear identification of the declarant	Include full name, address, and passport/ID number
✅	Contact details of notary included	Japanese parties may need verification
✅	Document sent in hard copy (original + apostille)	Japan usually does not accept digital notarization