Japan Criminal Record Certificate (犯罪経歴証明書) for Ecuador Residency Visa

Japan's official background check document is the 犯罪経歴証明書 (hanzai keireki shōmeisho), the Criminal Record Certificate. It is the only document the Japanese government issues for the purpose of demonstrating criminal record status to foreign authorities.

A few features make Japan's certificate unusual compared to most other countries' background checks:

• Fingerprint-based only. Japan does not issue name-based criminal record checks. Every certificate is generated from a live fingerprint capture taken at a Prefectural Police Headquarters or, for Japanese nationals abroad, at a Japanese consulate or embassy. There is no online portal, no name-based search, and no shortcut.
• Issued in a sealed envelope. The certificate is delivered to the applicant inside an official envelope sealed by the issuing police authority. The seal extends across the flap. The applicant must not open this envelope. Opening it voids the document. Only the receiving foreign authority (Ecuador's immigration office, or a Japanese consulate transmitting the document) is permitted to open the envelope.
• Free of charge. The Japanese government does not charge a fee for the certificate itself, regardless of whether you apply in Japan or through a Japanese consulate abroad.
• Apostilled separately, also free. Once issued, the certificate must be apostilled by Japan's Ministry of Foreign Affairs (MOFA). Apostille is also free of charge.

For an Ecuador residency visa application (Pensioner, Rentista, Investor, Professional, Permanent by Marriage, or any other temporary or permanent visa category), the 犯罪経歴証明書 must be:

• Issued by a Prefectural Police Headquarters in Japan or a Japanese consulate abroad
• Apostilled by MOFA Tokyo
• Accompanied by a certified Spanish translation
• Issued within 180 days before your visa application submission date

Important on the 180-day rule: Ecuador's 180-day validity window pauses while your visa application is under review. The clock does not run during processing — it only counts the days before submission and during any period when Ecuador's review is not active. You will not be penalized if Ecuador's review takes longer than 180 days from your certificate's issue date.

The 犯罪経歴証明書 is issued by:

Prefectural Police Headquarters (都道府県警察本部) — Identification Section (鑑識課)

Each of Japan's 47 prefectures operates its own police headquarters. Inside each headquarters is a dedicated 鑑識課 (kanshiki-ka, Identification Section) responsible for fingerprint collection, processing, and the issuance of criminal record certificates. The Tokyo Metropolitan Police Department (警視庁) handles Tokyo applications; the Osaka Prefectural Police Headquarters handles Osaka, and so on across the country.

Applicants are generally expected to apply at the prefectural headquarters of the prefecture where they currently reside (or last resided, if applying just before leaving Japan).

For Japanese nationals living abroad:

If you are a Japanese national currently residing outside Japan, you cannot apply at a prefectural police headquarters from abroad. You must apply through the Japanese consulate or embassy in your country of residence. The consulate handles fingerprint collection on site and transmits the fingerprints to Tokyo, where the National Police Agency processes them in coordination with the relevant prefectural authority. The completed certificate is then returned to the consulate in a sealed envelope and released to you.

For foreign nationals who have lived in Japan and are now abroad:

Non-Japanese applicants who previously resided in Japan and need a Japanese background check while living in a third country must also typically apply through the nearest Japanese consulate or embassy. Procedures vary by mission, so confirm requirements with the specific consulate before starting.

Local police stations (交番 / 警察署) do not issue this certificate. Only the prefectural-level 警察本部 with its 鑑識課 has the authority and the equipment to issue the 犯罪経歴証明書. A neighborhood koban or local police station can only direct you to the correct prefectural headquarters.

Application procedures differ depending on whether you are applying in Japan or from abroad.

Option A: Applying In Japan (at Prefectural Police Headquarters)

Step 1 — Identify the correct prefectural headquarters

Identify the 警察本部 (police headquarters) of the prefecture where you reside. For most foreign applicants, this is the Tokyo Metropolitan Police Department (警視庁) in Chiyoda-ku or the Osaka Prefectural Police Headquarters in Chuo-ku, but you must use the prefecture of your registered address (住民票 address).

Step 2 — Contact the Identification Section (鑑識課) to schedule

Most prefectural headquarters require an appointment for the 鑑識課. Call the headquarters' main switchboard and ask to be connected to 鑑識課 渡航証明書担当 (Identification Section, Travel Certificate desk) or 犯罪経歴証明書担当. Some prefectures accept walk-ins on specific weekdays; others require advance scheduling. Confirm the appointment requirement before traveling to the headquarters.

Step 3 — Prepare your documents

Bring everything listed in the Required Documents section below. The application is conducted in Japanese; if you are not comfortable in Japanese, bring a Japanese-speaking companion or arrange an interpreter. Many prefectural police headquarters do not provide English-language service.

Step 4 — Attend the in-person appointment

The 鑑識課 staff will: - Verify your passport and residence documents - Verify your purpose of application (you must show proof of why you need the certificate — typically the Ecuador visa application packet, a letter from EcuaGo, or an embassy request letter) - Take your fingerprints using an inked fingerprint card or live-scan equipment, depending on the prefecture - Issue a receipt and an estimated pickup date

Step 5 — Wait for processing

Processing takes typically 2 to 6 weeks depending on the prefecture. Tokyo and Osaka, with higher volumes, are often on the longer end of this range. Smaller prefectures sometimes process faster.

Step 6 — Collect the certificate

You must collect the certificate in person at the same prefectural headquarters. The certificate will be handed to you inside a sealed envelope marked with the issuing authority's official seal across the flap. Do not open this envelope. Opening it voids the document for use by Ecuador.

Option B: Applying from Abroad (via Japanese Consulate or Embassy)

Step 1 — Identify the nearest Japanese consulate or embassy

Use the Ministry of Foreign Affairs of Japan website to locate the Japanese diplomatic mission with consular jurisdiction over your current location.

Step 2 — Contact the consulate's consular section

Procedures vary significantly by mission. Some consulates accept walk-in appointments; others require advance booking through their website or by phone. Confirm: - Required documents (passport, residence proof, visa request letter) - Whether the consulate handles fingerprinting on site, or whether you must obtain fingerprints from a local authority first - Pickup procedure

Step 3 — Submit application and fingerprints

Most consulates collect fingerprints on site using an inked card. Bring your passport, your Ecuador visa application materials, and any consulate-specific paperwork.

Step 4 — Wait for processing

Processing through a consulate is significantly slower than processing inside Japan. Typical timeline is 2 to 3 months from submission to certificate in hand. The consulate transmits your fingerprints to Tokyo, where they are processed by the National Police Agency and the relevant prefectural authority, then returned to the consulate by diplomatic mail.

Step 5 — Collect from the consulate

The consulate releases the certificate to you in a sealed envelope. The same rule applies: do not open it.

Bring originals and photocopies of each document to your appointment, whether at a prefectural headquarters in Japan or at a Japanese consulate abroad.

Mandatory for all applicants:

• Valid passport — original, plus a photocopy of the personal-details page
• Residence certificate (住民票, juminhyo) — Issued by your local city/ward/town office. Must be recent (typically issued within the last 3 months). This proves your registered address in Japan and is the document that determines which prefectural police headquarters has jurisdiction.
• Proof of reason for application — A document showing why you are requesting the certificate. For Ecuador visa applicants, this typically includes:
• A copy of the Ecuador residency visa application form or EcuaGo application receipt
• A letter from EcuaGo or the Ecuadorian consulate confirming a criminal record certificate is required
• Any other evidence of the foreign authority's request
• Identity photographs — Two recent passport-style color photographs. Some prefectures require these; others do not. Check with the specific 鑑識課 before your appointment.

For foreign nationals residing in Japan:

• Residence card (在留カード, zairyū kādo) — original and photocopy of both sides
• Passport entry/exit stamps and visa pages — photocopies of all pages showing your immigration history in Japan

For Japanese nationals applying via a consulate abroad:

• Family register extract (戸籍謄本, koseki tōhon) — Issued by your registered municipal office in Japan. May be required by some consulates to confirm Japanese nationality.
• Local proof of address — A utility bill, lease, or driver's license from your country of current residence may be requested by the consulate.

Application form:

The application form (申請書) is provided at the 鑑識課 or consulate at the time of application. You generally do not download it in advance. It is in Japanese; bring assistance if needed.

Note on variation:

Requirements vary by prefecture and by consulate. Tokyo, Osaka, Kanagawa, and Aichi have the most published guidance because they handle the most applications, but other prefectures may have slightly different document checklists. Always confirm the current requirements directly with the prefectural 鑑識課 or the relevant consulate before your visit.

In Japan (at Prefectural Police Headquarters): typically 2 to 6 weeks from fingerprint submission to certificate ready for pickup.

Factors affecting timeline:

• Prefecture volume. Tokyo and Osaka, which handle the largest volumes, often run 4 to 6 weeks. Smaller prefectures (e.g., Tottori, Fukui, Akita) may process in 2 to 3 weeks.
• Application volume seasonality. Spring (March–May) tends to be busier due to overseas employment and study applications.
• Verification complexity. If your record requires cross-referencing with other prefectures (for example, if you have lived in multiple prefectures), processing takes longer.

From abroad (via Japanese consulate or embassy): typically 2 to 3 months from fingerprint submission to certificate ready for pickup at the consulate.

This is significantly longer because the consulate must transmit your fingerprints to Tokyo via diplomatic mail, the National Police Agency processes them, the relevant prefectural authority verifies records, and the completed certificate must be returned by diplomatic mail to the consulate. Each leg of the round trip adds time.

Planning buffer:

• If applying in Japan: budget 6 to 8 weeks from application to apostilled, translated document ready for Ecuador submission.
• If applying from abroad: budget 10 to 14 weeks from application to apostilled, translated document ready for Ecuador submission.

Do not assume the fastest end of the published range. Police volume, holidays (especially Golden Week in early May, Obon in mid-August, and the year-end holiday period), and routine delays mean conservative planning is the only safe approach.

The 犯罪経歴証明書 is FREE. The Japanese government does not charge an application fee or an issuance fee for the certificate itself, whether issued by a prefectural police headquarters in Japan or by a Japanese consulate abroad.

This is one of the few criminal record certificates issued anywhere in the world that is offered free of charge. There is no expedited option; there is no premium tier; there is no consular service fee for the certificate itself (though individual consulates may charge a separate, modest administrative fee for postage or document handling — confirm with the specific consulate).

The other costs you will incur are:

• Apostille by MOFA Tokyo — also FREE
• Certified Spanish translation — typically ~$150 USD via EcuadorTranslations.com
• Optional courier/postage — varies by service
• Travel to the prefectural headquarters or consulate — varies

See the cost table below for a consolidated breakdown.

Japan has been a member of the Hague Apostille Convention since 1970. Ecuador accepts apostilled Japanese documents, so the 犯罪経歴証明書 must be apostilled — not legalized through consular channels.

Issuing authority for apostille:

Ministry of Foreign Affairs of Japan (外務省, MOFA) — specifically the Consular Service Division, headquartered in Tokyo.

Address: 2-2-1 Kasumigaseki, Chiyoda-ku, Tokyo (within the main MOFA building). MOFA also operates an Osaka branch office that handles apostille requests for the Kansai region.

Critical: the sealed envelope rule applies during apostille.

MOFA's apostille process is designed to authenticate the outer envelope and the police authority's seal, not the contents inside. The apostille is affixed to the outside of the sealed envelope or to a separate apostille certificate that references the sealed document. The envelope is not opened during the apostille process.

This is unusual compared to most countries' apostille workflows, but it is standard practice in Japan and MOFA staff are familiar with it. Do not attempt to open the envelope to make the document "easier to apostille" — the apostille only works if the police seal remains intact.

Apostille fee: FREE. Japan does not charge for the apostille service.

Apostille processing time: 1 to 3 business days in most cases. Same-day apostille is sometimes available for in-person submissions at MOFA Tokyo if you arrive early in the day. Postal submissions typically take 7 to 10 business days round-trip including transit.

Apostille Process for the Japanese Criminal Record Certificate

Option A: In-Person at MOFA Tokyo or MOFA Osaka

Visit MOFA's Consular Service Division (Tokyo) or the Osaka branch (大阪分室). Submit your sealed certificate envelope with a completed apostille application form and a copy of your passport. The apostille is typically affixed within 1 business day; same-day pickup is sometimes available.

Do not open the envelope at any point. MOFA staff will verify the seal is intact before processing.

Option B: Postal Submission to MOFA

MOFA accepts apostille applications by registered mail. Send: - The sealed certificate envelope (do not open) - A completed apostille application form (downloadable from the MOFA website) - A copy of your passport - A self-addressed registered-mail return envelope with prepaid postage

Processing once received at MOFA: 1 to 3 business days. Total round-trip including mail transit: typically 7 to 10 business days.

Option C: Authorized Apostille Agencies

A number of private agencies in Japan handle the full workflow — collecting your sealed certificate, submitting to MOFA, and returning the apostilled document to you. Typical service fees range from ¥5,000 to ¥15,000 (~$33 to $100 USD) depending on the agency and urgency. This is the most common route for applicants who cannot travel to Tokyo or Osaka in person.

Note: Some apostille agencies offer combined packages that include translation. Verify that any agency you use understands the sealed envelope protocol before handing over your document.

Total apostille timeline from submitting certificate to apostilled document in hand: 1 to 3 business days (in-person at MOFA) or 7 to 10 business days (postal). Add agency turnaround time if using a third-party service.

This is the single most important rule for handling a Japanese criminal record certificate. Misunderstanding this rule has caused more rejected Ecuador visa applications from Japanese applicants than any other single issue.

The Rule:

The 犯罪経歴証明書 is issued inside an official envelope sealed by the Prefectural Police Headquarters (or, for consular applications, by the Japanese consulate). The seal extends across the envelope's flap and bears the official stamp of the issuing authority.

The applicant must not open this envelope under any circumstances.

Opening the envelope — even briefly, even just to look inside, even to take a photo of the document — voids the document for use by Ecuador or any other foreign authority. The integrity of the police seal is what proves the document is genuine and has not been tampered with.

Who is permitted to open the envelope?

Only the receiving foreign authority — in this case, Ecuador's immigration office or the Ecuadorian consulate accepting the document — is permitted to open the envelope. They will open it as part of their review and will document that they did so.

What about the apostille?

MOFA Tokyo apostilles the document without opening the envelope. MOFA either affixes the apostille to the outside of the envelope or issues a separate apostille certificate that references the sealed document. The envelope stays sealed throughout the apostille process. MOFA staff are trained on this protocol and will verify the seal before processing.

What about translation?

This is the most complicated part of the workflow and the source of most confusion. The sealed envelope rule creates a genuine conflict with Ecuador's translation requirement, because a sworn translator cannot translate a document they cannot see.

There are several legitimate paths forward (described in detail in the Spanish Translation Requirement section below). The two most common are:

1. Photocopy at issuance. Some Prefectural Police Headquarters allow the applicant to view the document and obtain a photocopy at the time of issuance, before the certificate is sealed into the envelope. The photocopy is used by the translator. The sealed envelope itself remains unopened.
2. Authorized opening for translation. Some applicants work with translators who are authorized (or who work in coordination with the receiving authority) to open the envelope under controlled conditions, perform the translation, and re-document the chain of custody. This is more complex and not all translators accept this responsibility.

In both paths, the original sealed envelope (or its replacement) must arrive at the Ecuadorian authority in a verifiable, properly documented state.

What to do if you accidentally open the envelope:

If you accidentally open the sealed envelope, the document is voided for international use. You will need to apply for a new 犯罪経歴証明書 from the same Prefectural Police Headquarters. There is no "re-seal" procedure available to applicants; only the issuing police authority can produce a properly sealed certificate, and they can only do so by issuing a fresh document.

Bottom line:

Treat the sealed envelope as if it were evidence in a court case. Do not break the seal. Do not let anyone else break it. Do not let it bend, get wet, or get crushed in your bag. Carry it flat between two pieces of cardboard if you must transport it. The envelope is the document.

Ecuador requires all foreign-language documents to be translated into Spanish by a certified translator. Your apostilled Japanese 犯罪経歴証明書 must be accompanied by a certified Spanish translation.

Requirements for the translation:

• Translated by a certified or sworn translator (a translator with credentials recognized by Ecuador's Ministry of Foreign Affairs or by a recognized professional body)
• Translation must accompany the apostilled original
• Translator's certification, signature, and stamp must be included on the translated document
• Machine translations (Google Translate, DeepL, ChatGPT) are not accepted

The sealed envelope problem:

This is where the workflow gets complicated. Ecuador wants a sealed, apostilled certificate AND a Spanish translation of its contents. But a translator cannot translate a document they cannot see, and the sealed envelope rule prohibits the applicant from opening the document.

There are several legitimate ways to resolve this conflict. The right approach depends on the prefectural police headquarters that issued your certificate, the translator you choose, and the specific Ecuadorian consulate or immigration office receiving your application.

Path 1 — Photocopy obtained at issuance

Some Prefectural Police Headquarters (Tokyo and Osaka have been known to accommodate this) will allow the applicant to view the certificate at the time of issuance and obtain a photocopy before the document is placed into the sealed envelope. The photocopy is not an official document — it cannot be used to satisfy Ecuador's requirement on its own — but it can be provided to the translator as the source text. The sealed original is sent to Ecuador alongside the certified Spanish translation produced from the photocopy.

Ask at your appointment whether the prefecture allows this. If yes, this is the cleanest path.

Path 2 — Translator opens under protocol

Some certified Spanish translators experienced with Japanese sealed documents are willing to open the envelope, photograph the contents in a documented chain-of-custody process, prepare the translation, and place the original (plus the translation and chain-of-custody record) into a new sealed package with the translator's professional seal. This is less common and the receiving authority must accept it. Confirm in advance with the Ecuadorian consulate or your EcuaGo case handler that they will accept a translator-opened certificate.

Path 3 — Ecuadorian authority opens, then sends to translator

In some cases, the Ecuadorian consulate or immigration office will accept the sealed certificate, open it themselves, and then either accept a translation submitted shortly after, or work with the applicant to arrange a local translation. This depends entirely on the consulate's procedures and is not guaranteed.

Recommended approach:

When you book your appointment at the prefectural police headquarters, ask explicitly whether you can obtain a photocopy of the certificate at the time of issuance. If yes, that photocopy goes to your translator. The sealed original goes to MOFA for apostille (envelope stays sealed) and then to Ecuador (envelope stays sealed). The translation is produced from the photocopy.

[EcuadorTranslations.com](https://ecuadortranslations.com) provides certified Spanish translation services for Japanese criminal record certificates and is familiar with the sealed envelope workflow. Discuss the path your prefecture allows when you initiate translation.

Translation turnaround: Typically 3 to 7 business days for a Japanese-to-Spanish criminal record certificate. Japanese is a more specialized language pair than European languages, and document-grade Japanese translation requires translators with appropriate certification.

When submitting your 犯罪経歴証明書 as part of an Ecuador residency visa application, Ecuador requires:

1. Issued within 180 days of the date you file your visa application
2. Apostilled by Japan's Ministry of Foreign Affairs (MOFA)
3. Translated into Spanish by a certified translator
4. Sealed envelope intact — the police seal must be unbroken when the document arrives at the Ecuadorian authority

Critical note on the 180-day validity window:

The 180-day clock measures from the certificate's issue date to the date you submit your visa application — not to the date Ecuador approves or denies it. Ecuador's visa processing time does not count against the 180-day window. The clock pauses while Ecuador is actively reviewing your file.

In practical terms: if your certificate was issued on January 1 and you submit your visa application on June 1, your certificate is 151 days old at submission. If Ecuador takes another 4 months to process and approves on October 1, the certificate is still considered valid — because the 180 days is measured to the submission date, not the approval date.

Plan your certificate timing relative to your application submission date, not your anticipated approval date.

Critical note on the sealed envelope:

This is worth repeating because it is the single most common point of failure. The sealed envelope from the Prefectural Police Headquarters must remain unopened until it is received by the Ecuadorian authority. If you open the envelope to look inside, your application will be rejected and you will need to obtain a new certificate.

If the envelope has been opened, you have these options:

• Obtain a new certificate (typical option — 2 to 6 weeks plus apostille time)
• Contact the issuing Prefectural Police Headquarters to ask if they can re-issue under expedited circumstances (rarely possible)
• Contact the receiving Ecuadorian authority to ask if they will accept an opened envelope with appropriate documentation (occasionally possible but not guaranteed)

Practical implication: Get your 犯罪経歴証明書 issued, apostilled, and have a certified Spanish translation in hand (via one of the paths described above) before you submit your EcuaGo application. Do not apply for your certificate so early that it will be older than 180 days by the time you are ready to submit. For most applicants, starting the process 8 to 12 weeks before your planned submission date is the right balance.