AIC Japan Graduate Study · High-risk Document Guide
Transcripts, degree certificates and translations—submit evidence that Japan can verify
A document-authenticity system for university applications and MEXT routes: exact document meanings, issuer standards, certified copies, translations, digital verification, Bangladesh-specific preparation and a final submission audit.
Know the evidence
Four documents applicants frequently confuse
Academic transcript
The official record of courses, grades and—where provided—credits, academic years and grading scale. A degree certificate does not replace it.
Graduation/completion certificate
Confirms that you completed the program, usually with the completion date and institution. It may not state the exact degree awarded.
Degree certificate
Confirms the academic degree conferred. Some programs specifically require the degree title to appear.
Expected-graduation certificate
For current students, an official institutional statement of the expected completion date. A personal letter or student ID is not an equivalent.
Enrollment certificate
Confirms current enrollment. It may be accepted only when the guideline specifically permits it.
Diploma
The ceremonial credential. Some universities accept a certified diploma copy in limited circumstances; others still require separate official certificates.
Authenticity ladder
Who issued it matters as much as what it says
| Evidence form | Meaning | Use only when |
|---|---|---|
| Original official document | Issued by the university/authorized body with required signature, stamp, seal or secure verification | The guideline requests an original or official document |
| Certified true copy | A copy formally attested as a faithful copy by an authority accepted by the program | The guideline permits it and the correct authority certifies it |
| Verifiable digital certificate | Registrar or authorized-platform record whose authenticity can be checked | The program accepts digital evidence and the verification remains accessible |
| Applicant scan | Your image/PDF of a document | The portal permits an upload at that stage; keep the original for later verification |
| Notarized copy | A copy attested by a notary | The program names a notary as acceptable; notarization is not automatically university certification |
| Provisional certificate | Temporary evidence issued before a final credential | The program explicitly accepts it for your applicant status |
Translation decision system
Original + translation + accepted attestation
Check accepted languages
Many routes accept Japanese or English, but the exact program controls. If the issuing institution can produce an official English record, that is often the cleanest option.
Keep the original-language evidence
A translation normally accompanies the original; it does not replace the source record.
Identify the accepted translator
Rules differ. A program may accept a university, ministry, local notary or certified translator; another may simply require an English/Japanese translation. Never assume self-translation is acceptable.
Translate completely and literally
Include headings, seals, handwritten notes, grading scales, page numbers and text on the reverse. Mark illegible areas rather than guessing.
Add translator identification when required
Name, organization, contact details, language pair, date, certification statement and genuine attestation may be required.
Package the pair clearly
Use matching page order and filenames so reviewers can compare original and translation without searching.
Academic-history scope
Which years and institutions belong in the file?
- Follow “last university,” “all universities attended,” or “all academic years” literally.
- Doctoral applicants may need both undergraduate and graduate transcripts/certificates.
- Transfer, exchange, repeated, withdrawn or incomplete study may require separate records if the guideline asks for every institution attended.
- Current students should submit results available through the most recent completed term plus the named enrollment/expected-graduation evidence.
- If the transcript does not explain the grading scale, ask the registrar for an official explanation rather than inventing a GPA conversion.
- Name changes or differing transliterations should be supported by the exact evidence the program requests.
Bangladesh document workflow
Prepare the issuer before the deadline
Ask for English issuance
Where available, request registrar-issued English transcripts and certificates with the university’s official verification features.
Clarify document names
A marksheet, consolidated transcript, provisional certificate and degree certificate are not interchangeable. Map each Bangladeshi document to the exact Japanese requirement.
Plan slow steps
Registrar processing, seals, attestation, certified translation and courier delivery can take weeks. Start before the application portal opens.
- Use the passport spelling consistently across every request.
- Confirm whether the university must send documents directly or whether applicant upload/post is accepted.
- Do not laminate, crop seals, remove reverse pages or break a sealed envelope unless instructed.
- For Bengali records, verify who may translate and certify them for that exact program.
- Use Japan Standard Time for electronic deadlines and allow international courier contingency for “must arrive” deadlines.
Digital-file standard
Create PDFs reviewers can trust
| Check | Good practice |
|---|---|
| Capture | Color scan when seals/stamps matter; complete edges; upright pages; readable at normal zoom |
| Order | Follow the application checklist and maintain original page sequence |
| Filename | ApplicantName_Document_Institution_Year_EN.pdf using simple Latin characters |
| PDF integrity | Opens correctly, no password, comments, tracked changes or broken fonts unless requested |
| Size | Under portal limit without making text or seals unreadable |
| Privacy | Share only through the official portal/address; remove public cloud permissions after use |
| Archive | Preserve the exact submitted file, date, receipt and original source document |
12-week preparation
Work backward from the first deadline
Weeks 12–10
Build the requirement matrix; request transcripts, degree/expected-graduation certificates and grading-scale evidence.
Weeks 9–7
Receive records; resolve name/date errors with the issuer; arrange permitted translations and certifications.
Weeks 6–4
Scan, name and audit files; confirm direct-send, seal and original-paper requirements.
Weeks 3–2
Upload drafts, check portal rendering and arrange courier delivery where needed.
Final week
Run the complete checklist, submit before the deadline, save receipts and keep originals ready for later enrollment verification.
100-point document audit
No required item may fail
Requirement match · 30
Exact document, applicant scope, version and route.
Issuer authenticity · 25
Accepted original, certification or digital verification.
Translation · 20
Complete source pair and accepted translator/attestation.
Consistency · 15
Name, dates, degree, institution and grades agree.
Technical delivery · 10
Readable PDF, correct channel, receipt and protected originals.
Submission threshold: 95/100 and zero missing required items.
Official verification
Sources
Study in Japan — Graduate Schools: common graduate documents and program-specific variation.
Student Guide to Japan 2025–2026: document lists and Japanese/English translation note.
MEXT Scholarship for 2027 — Research Students: current Embassy Recommendation route and document access.
The University of Osaka — International Graduate Guidance: verifiable digital diploma and transcript examples.
University of Tokyo T-cens — Documents: official records, certified-copy conditions, complete translation and translator-attestation example.
University of Tokyo IST Research Student Guidance: upload-copy and later-original submission example.
Complete your Graduate evidence room
Use this document guide together with the portfolio, research proposal and professor-contact systems.
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