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Documentation

Determining which additional documentation to submit together with an application, sometimes creates problems. Below is information to assist the applicant when collecting documentation.

Documentation submitted with an application

When applying for a Schengen visa or a residence permit to Denmark, the applicant must submit an application form (online for visa, and online or paper for residence permit), as well as additional documentation.

All applications for Schengen visa to Denmark and Iceland as well as residence permits to Denmark must be submitted at the visa application centre in Tokyo. Find the link to the website of the visa application centre on this page.

NOTE: Applications for residence permits to Iceland must be submitted to the Icelandic immigration authorities.

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Below is a short FAQ, followed by general information which concerns all documentation, which is followed by information specific to residence permits and Schengen visas. The last chapter concerns legalization of documents.

FAQ:

Where can I find information about which documentation to provide?

For Schengen visa, all necessary information regarding documentation to be submitted together with an application can be found on the website of the visa application centre.

For residence permit applications, the necessary documentation is listed in the application form.

The provided information does not cover my specific situation. Can I ask about details? 

No. If the applicant is in doubt about a specific documentation requirement, the applicant should use common sense and submit documentation which fulfils the purpose of the requirement.

Can I get my documentation checked before the application date, to make sure I have the right documentation?

No.

What happens if I did not bring all the necessary documentation on the day of application?

If it is discovered that documentation is missing, the applicant will have to choose to either: A) submit the application as it is, and risk that the application is rejected, or B) Make a new appointment and submit all the necessary documentation at a later date, or C) Submit the application to the visa application centre, and accept that the application will not be processed until the missing documentation has been submitted.

If the application is missing documentation which makes it necessary to contact the applicant after the application has been submitted, this will extend the application processing time, so please make sure to carefully follow the instructions for which documents to submit.

General information:

All documentation which is only written in Japanese must be submitted together with a translation into English. Unless specified in the instructions, applicants can provide their own translation. If the instructions specify an authorized or legalized translation, please follow the instructions below.

The application procedures are standardized globally. Therefore the required documentation can sometimes be difficult to obtain locally. In these cases the applicant should instead submit other documentation which fulfils the purpose of the requirement. Example: Japan does not have marriage certificates. If a marriage certificate is listed as a requirement, the applicant may instead submit a Japanese family register, along with an English translation and a brief explanation about the document in English.

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Residence permit applications:

1. The necessary documentation is listed in the application forms. The application forms are found on the website of the Danish Agency for International Recruitment and Integration. Additional information regarding application can be found on the agency's website.

2. The case process begins once the Danish Agency for International Recruitment and Integration has received the application form, the supporting documentation, and the biometric recording. If the agency finds out that it is necessary to ask for further documentation, the applicant will be contacted by postal mail. The letter will contain a deadline for submission of the additional documentation. The applicant must send the missing documentation directly to the agency.

3. Residence permits fall under the jurisdiction of the Danish Agency for International Recruitment and Integration. All inquiries regarding documentation for residence permits must therefore be directed to the agency. Contact information can be found on the agency's website. Please note that the agency's response time to email inquiries can be very long. Therefore applicants are recommended to contact the agency by telephone. The Danish immigration authorities can reply to inquiries in English and in Danish. The Embassy and the visa application centre do not contact the agency on behalf of applicants.

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Schengen visa applications:

All the necessary documentation is listed on the website of the visa application centre.

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Legalization of documents:

The Danish Embassy does not offer legalization of documents or translations , regardless which country has issued the document. (Legalization is sometimes also called Apostille stamp, authorisation, or certification of documents).

The Embassy is not able to offer further guidance about legalization than what can be found in this chapter. If applicants have further questions, they must contact the relevant authorities mentioned below.

Documents issued by Japan
If a document is issued by a Japanese authority, the Japanese procedures for legalization must be followed. In Japan, the Ministry of Foreign Affairs offers legalization of original documents, while public notaries offer legalization of tranlations. Further information is found on the website of the Japanese Ministry of Foreign Affairs:
English: http://www.mofa.go.jp/ca/cs/page22e_000416.html
Japanese: http://www.mofa.go.jp/mofaj/toko/todoke/shomei/index.html

Documents issued by Denmark
If a document is issued by a Danish authority, the Danish procedures for notarization or legalization must be followed. Information about legalization and verification of documents, as well as translations can be found on the webpages of the Legalization Office of the Danish Ministry of Foreign Affairs:
English: http://um.dk/en/travel-and-residence/legalisation
Danish: http://um.dk/da/rejse-og-ophold/legalisering

Authorised translations
Japan, unlike Denmark, does not have a system of state-authorized translators. If a Danish authority requests an "authorized translation" of a document issued by Japan, please follow the instructions provided by the Japanese Ministry of Foreign Affairs  how to obtain a legalized translation. Public notaries may have different requirements about who can make the translation. Applicants must ask the individual public notary to find out their requirements for the translator.

Apostille
Both Denmark and Japan are signatories to the Hague Convention named "Convention Abolishing the Requirement of Legalisation for Foreign Public Documents", also known as the "Apostille convention". Both in Japan and in Denmark, Apostille stamp is therefore the standard type of legalization of documents. Further information can be found in the links above.