How to Rebut Suspicion of “Forged” Documents in Japanese Immigration Procedures#

The screening process conducted by the Immigration Services Agency of Japan is extremely rigorous. It is not uncommon for immigration officials to question the authenticity of submitted documents, particularly certificates issued in the applicant’s home country, such as graduation diplomas, bank balance statements, or birth certificates.

If an immigration examiner points out that “there is a suspicion that the submitted documents are forged” or states that “the documents cannot be recognized as authentic,” or if a visa application is denied on the grounds of document credibility, the applicant faces a critical situation. Simply claiming, “This is real,” is insufficient to clear such doubts.

This article explains how to objectively rebut suspicions of forgery and establish the credibility of your documents based on verifiable evidence.

Why Are Documents Suspected of Being “Forged” or “Lacking Credibility”?#

Before formulating a rebuttal, it is essential to understand why the Immigration Bureau suspects the documents. Immigration examiners review a vast number of international documents daily and tend to be vigilant when they encounter the following characteristics:

1. Format Inconsistencies: The font, layout, paper quality, or ink color differs from similar certificates submitted from the same institution in the past.
2. Contradictions in Content: There are errors in the spelling of names or dates of birth, the date of issuance falls on a day the office was closed, or the signer’s signature does not match the person in office at that time.
3. Unverifiable Issuing Authority: The contact information for the school or company does not exist, or phone calls go unanswered.
4. Country-Specific Risks: Scrutiny is stricter for documents from countries or regions where the forgery of official documents is known to be prevalent.

It is crucial to recognize that “a document being genuine” and “persuading the examiner that it is genuine” are two different issues. Even if a document is authentic, if its objective credibility cannot be guaranteed, there is a risk that it will be treated as “forged” or “unsuitable as proof” in immigration practice.

The “Burden of Proof” Lies with the Applicant#

In procedures under the Japanese Immigration Control and Refugee Recognition Act, the responsibility to prove that submitted materials are authentic (the burden of proof) fundamentally lies with the applicant. The Immigration Bureau does not need to produce evidence proving a document is fake; they can deny an application simply because “it is impossible to confirm that the requirements for permission are met due to doubts about the document’s authenticity.”

Therefore, when making a rebuttal, one must not rely on emotional pleas but rather build a case using evidence that can be verified by a third party.

Strategies for Establishing Credibility and Rebutting Suspicions#

To clear doubts regarding the credibility of documents, it is effective to combine the following methods.

1. Obtaining Apostille or Consular Legalization#

The most powerful method of proof is authentication through official government channels.

• Apostille: If the issuing country is a signatory to the Hague Convention, obtaining an Apostille from the country’s Ministry of Foreign Affairs (MOFA) grants the document the same validity as a Japanese public document.
• Consular Authentication (Legalization): If the country is not a signatory to the Hague Convention, the document must first be authenticated by the country’s MOFA, and then authenticated by the Japanese Embassy or Consulate located in that country.

If doubts have arisen about a document already submitted, obtaining a fresh copy from the issuer and going through this authentication process before re-submitting it is highly effective.

2. Submission of a “Verification Letter” from the Issuing Authority#

This involves asking the issuer (school, bank, government office, etc.) to cooperate by creating a separate letter confirming the authenticity of the questioned document.

• The letter should explicitly state facts such as: “We certify that Certificate No. [Number] was issued to [Name] on [Date].”
• It is vital to include the name, signature, and title of the person in charge, as well as a direct contact number and an official domain email address.
• The document must bear the official seal of the institution.

3. Direct Submission or Sealed Envelopes#

Suspicions of tampering often arise when documents pass through the applicant’s hands. To prevent this, the following methods are recommended:

• Sealed Envelope: Request the issuing authority to place the certificate in an envelope and seal it (often with a stamp across the flap). The applicant then submits this envelope to Immigration unopened.
• Direct Transfer: Although possible only in limited cases, request the issuing authority to mail the document directly to the Japanese Immigration Bureau or email a confirmation from an official address to the relevant immigration department.

4. Submission of Corroborating Circumstantial Evidence#

Use materials other than the disputed document to support the facts.

• If a graduation diploma is doubted: Submit graduation yearbooks, academic transcripts, student ID cards, records of commuter passes used at the time, or photos from the graduation ceremony to prove the fact of enrollment from multiple angles.
• If an employment certificate is doubted: Submit bank records showing salary transfers, tax payment certificates, or social insurance enrollment records. Since these are issued by third-party institutions (banks or tax offices), they carry higher credibility than documents issued solely by a private company.

Dealing with Administrative Errors or Format Changes#

If the document is suspected not because it is fake, but due to a mistake by the issuer (typo, wrong date) or a change in format, a clear explanation is required.

• Affidavit of Correction: Obtain a document from the issuing authority explaining the error. For example, “We certify that the date on the previous document was a clerical error and the correct date is…” or “Our certificate format was updated in [Year], but the previous format remains valid.”
• Statement of Explanation (Riyusho): The applicant should write a logical, chronological explanation of why the error occurred and how it has been corrected, referencing the attached proofs.

Conclusion#

When the Immigration Services Agency suspects a document of being forged, it is a grave situation that can lead not only to the denial of the current application but also to long-term difficulties in entering or residing in Japan. Do not be optimistic just because the document is “real.”

It is essential to take immediate action by obtaining official authentications (Apostille/Legalization), gathering corroborating evidence, and proving the document’s authenticity objectively. A sincere response based on solid evidence is the only path to clearing suspicion and guiding the examination toward a fair conclusion.