How to Submit Foreign-Language Evidence and Japanese Translations Through mints in Japan
To submit foreign-language evidence through mints successfully, you need more than a translated document. For mints 証拠提出, the foreign-language source, Japanese translation, exhibit number, file name and evidence explanation sheet must form a traceable evidence package. You must also distinguish a scanned paper document from a record that was electronic from the beginning.
Japan’s civil-procedure digitalization took effect on May 21, 2026. It changed how ordinary civil-case records are filed and managed, but it did not eliminate paper originals, resolve disputes about translation accuracy or create a general requirement for notarized translations.
Key takeaways
- May 21, 2026 is a procedural dividing line. The new electronic framework applies to ordinary civil proceedings within its scope. Lawyers and other litigation representatives must use electronic filing, while self-represented parties receive a different level of flexibility and support. Confirm the route for an older or transferred case with the handling court.
- The operative translation requirement is a Japanese 訳文. Rule 138 of Japan’s Rules of Civil Procedure requires a Japanese translation of the foreign-language portion offered for examination. It does not universally require a court-certified, sworn or notarized translator.
- A PDF does not make the source disposable. A scan of a paper contract remains an image of documentary evidence. The court may still need the paper original, particularly if authenticity is disputed.
- Check before pressing upload. Users cannot freely delete an uploaded file, and another connected party may be able to view or copy it promptly. Wrong-case files, unredacted personal data and draft translations require immediate contact with the court division handling the case.
Who this guide is for
This Japan-wide guide is for parties, Japanese lawyers, in-house counsel, paralegals, translation coordinators and self-represented litigants preparing foreign-language evidence for an ordinary civil lawsuit through mints.
Typical packages include foreign contracts, invoices, company records, powers of attorney, bank records, emails, LINE or WeChat conversations, WhatsApp screenshots, electronic agreements, photographs, audio and video. English–Japanese, Chinese–Japanese, Korean–Japanese, Vietnamese–Japanese, Portuguese–Japanese, Tagalog–Japanese and Indonesian–Japanese are plausible working pairs in light of Japan’s resident and cross-border population, but they are not published court-language rankings.
This guide is especially relevant if you already know the dispute and the evidence you intend to rely on but are unsure how to connect the foreign source, Japanese translation, 甲号証 or 乙号証 label and 証拠説明書—or what to do with a large file, a long chat history or a paper original after uploading.
It does not cover jurisdiction, filing-fee calculations, witness examination, appeals, courtroom interpreting, family proceedings, bankruptcy, civil execution or labor tribunals. The Courts of Japan digitalization portal explains which procedures entered the new framework and provides current implementation materials.
Start by confirming the correct procedural track
Do not treat May 21, 2026 as merely a software-release date. It is also relevant to whether a case follows the revised statutory procedure. Cases already pending before the effective date, appeals arising from older proceedings and matters outside ordinary civil litigation can require different treatment.
For a newly filed ordinary civil case, the complaint starts the court file, but the evidence workflow may continue after access to the case’s mints event folder has been established. Do not force every exhibit into the initial complaint upload merely because it is available. Follow the court’s fields, deadlines and directions for the particular case.
When a lawyer or other litigation representative is acting, electronic filing is mandatory within the new framework. A self-represented party can create and use a mints account, but the court system also recognizes that some individuals lack suitable equipment. That distinction matters when planning scans, deadlines and access to received records.
What a filing-ready foreign-language evidence package contains
| Source type | Electronic submission package | What must be preserved |
|---|---|---|
| Paper contract, certificate or corporate document | Legible PDF image, corresponding Japanese translation, exhibit number and evidence explanation sheet entry | Paper original and an unchanged archival scan |
| Born-digital contract, system record or downloaded statement | Supported electronic copy, translation where needed, exhibit number and explanation-sheet entry | Native file, metadata and the system or account from which it was obtained |
| Email, social-media or chat evidence | Complete export or screenshots, Japanese translation, page or message mapping and an explanation of relevant passages | Uncropped version, attachments, original export and, where appropriate, the device |
| Audio or video | Supported media file plus an appropriate Japanese transcript or translation with time references | Original recording and information about its creation and storage |
The Courts of Japan distinguish 書証の画像情報, such as a PDF scan of a paper document, from a copy of a native 電磁的記録. The current court materials identify PDF for documentary images and generally identify PDF, MP4, MP3, JPEG and PNG for electronic records. Check the latest instructions on the court’s civil digitalization reference-materials page before preparing the final upload.
Step-by-step: submit foreign-language evidence through mints
1. Define what each item is intended to prove
Before translating or numbering anything, write a one-sentence proposed evidentiary purpose for each item. This prevents a translation team from spending time on irrelevant pages and helps the lawyer prepare the 証拠説明書.
A translator should not decide litigation strategy. The party or lawyer should identify the relied-upon pages, clauses, messages and time periods. For broader guidance on full and partial translations, use CertOf’s Japan civil-court translation standards guide.
2. Preserve the source before editing it
Create an untouched archival copy before highlighting, redacting, compressing or converting anything. For paper documents, scan every relevant side, seal, attachment and endorsement. For digital records, retain the native export where possible rather than relying only on screenshots.
Do not discard a paper original after creating the PDF. The electronic file is the image used in the record; it does not necessarily replace examination of the original when execution or authenticity is contested.
3. Prepare a traceable Japanese translation
Rule 138 of Japan’s Rules of Civil Procedure requires a translation of the foreign-language portion offered for examination. The opposing party may submit written views disputing its accuracy.
Maintain stable page, paragraph, message and attachment references. Names, dates, currency amounts, handwritten additions, stamps and unreadable passages should be handled consistently rather than silently normalized. If only selected passages are translated, show what was omitted and preserve enough context for the reader to locate the passage in the source.
Users often search for a “certified translation,” but that is a bridge term here. Japanese civil procedure focuses on the attached 訳文, not a universal sworn-translator credential. A professional translation statement can document who translated the material and the scope of the work, but it does not replace accuracy or create automatic admissibility. See the separate guide to self-translation, machine translation and notarization limits in Japanese civil litigation.
4. Classify the item correctly
Determine whether the evidence is a scanned representation of a paper document or a record that existed electronically from the outset. This is not merely a file-format question: converting both items to PDF does not make them the same evidentiary category.
Keep documentary evidence and native electronic evidence within the same continuous exhibit-number sequence. Do not restart numbering simply because the evidence changes from a paper contract to a recording or electronic agreement.
5. Apply the exhibit number consistently
Plaintiff exhibits ordinarily use 甲 and defendant exhibits use 乙. Where multiple defendants need separate sequences, labels such as 乙A may be used. Current preparation materials illustrate three half-width digits in the mints evidence-number field, such as 甲001 or 乙A001.
The exhibit number should also be visible in the upper-right area of the evidence itself. The file name should combine that number with the item title used in the evidence explanation sheet—for example, 甲001 Sales Agreement Original. In principle, prepare one exhibit per file, except where an item must be divided and the handling court confirms the appropriate numbering method.
6. Complete the evidence explanation sheet
The 証拠説明書 is the index that tells the court and the other party what each file is. Its entry should align with the uploaded evidence number, title, creator, creation date, evidentiary purpose and relevant notes.
For translated evidence, use the notes field to clarify page correspondence, translated portions, added highlighting or other submission-side markings. A perfect translation attached to an inconsistent evidence index can still create avoidable correction work.
7. Generate and inspect the final files
Use a scanner when possible, although a carefully produced phone scan may be workable if every character remains readable. Check rotation, missing pages, blank backs, stamps, signatures and small-print schedules. Avoid compression that destroys CJK characters or faint handwriting.
Official mints notices describe a maximum of 200 MB that can be uploaded at one time and instruct users to divide files exceeding that capacity. Do not assume that arbitrary splitting solves the evidentiary problem. Confirm the division, file names and evidence-sheet entries with the handling court when one item exceeds the limit.
For filing-oriented delivery, PDF is generally preferable to an editable Word file. CertOf’s guide to electronic certified translations in PDF, Word and paper formats explains the practical differences.
8. Run a final pre-upload review
Open every final file from the folder that will actually be uploaded. Confirm the case, party, exhibit number, title, translation version and redactions. Search the PDF for unintended personal identifiers and check comments, hidden layers and metadata where confidentiality matters.
The reviewer should compare the upload screen against the evidence explanation sheet one row at a time. Keep a dated local copy of exactly what was submitted and record any court receipt or system confirmation.
Should the source and Japanese translation be one PDF?
They must be unmistakably connected, but the published nationwide materials do not provide a single universal instruction requiring every foreign source and translation to be merged into one PDF. Depending on the document and the handling division’s workflow, the source and translation may be combined or submitted as tightly associated files.
This point should be resolved before upload because it affects pagination, exhibit numbering and the explanation sheet. Ask the lawyer or the court division handling the case how it wants the pair organized. Do not present a preferred office convention as a nationwide legal rule.
Whichever structure is approved, make the correspondence obvious: source page 4 should not require guesswork to find translation page 4, and a translated chat message should retain a stable screenshot or message reference.
Preparing LINE, WhatsApp, WeChat and email evidence
Long conversations create different problems from ordinary certificates. A useful package normally preserves the participant or account identifiers, dates, times, group name, message order and attachment context. Cropping a screenshot to one favorable sentence may remove information needed to understand or authenticate it.
Official preparation guidance specifically recognizes long SNS exchanges as evidence where relevant passages may need to be identified. PDF highlighting can be used if it does not obscure the source, but the evidence explanation sheet should disclose that the highlighting was added for the litigation.
Translate message by message and preserve a clear sequence. For voice notes and video, use time references. For more detailed preparation advice, see certified translation of WhatsApp messages for court.
The highest-risk moment: uploading the wrong file
A mints upload is not like saving a draft to private cloud storage. Once uploaded, a user cannot freely delete it, and another connected party may promptly obtain access. That makes an unredacted bank record, trade secret, health record, wrong-case exhibit or draft translation a procedural and confidentiality problem.
- Stop further uploads and note the exact case, file and upload time.
- Contact the court division handling the case immediately.
- Follow its instructions concerning removal, replacement or any separate restricted-access process.
- Do not assume that a corrected upload makes the first file disappear.
Night, weekend and holiday uploads deserve extra caution because court personnel may not be available to respond immediately. The official erroneous-upload instructions are maintained through the Courts of Japan reference-materials page linked above.
Timing, cost and practical logistics in Japan
There is no nationwide court tariff for translating private evidence and no universal translation turnaround time. Cost depends on language, volume, legibility, technical content, layout reconstruction and whether the lawyer changes the relied-upon scope. Long chats and mixed scans often take longer than their visible word counts suggest because identifiers, timestamps and page relationships must be preserved.
Work backward from the court deadline. Reserve time for legal selection, translation, independent review, numbering, redaction, PDF generation and the final mints check. Electronic access does not mean the court provides round-the-clock correction assistance.
Do not mail a paper original merely because it was scanned. Preserve it securely and follow the court’s directions about bringing or submitting it. Moving irreplaceable originals between countries adds loss and customs risk, so decide custody before the translation project begins.
Why multilingual evidence preparation is a nationwide issue
Japan recorded 3,956,619 foreign residents at the end of June 2025, according to the Immigration Services Agency. This population figure does not reveal the languages used in civil-court evidence. It does, however, help explain why contracts, family-business records, employment documents and digital conversations may originate in several languages and formats.
The practical implication is not that one language pair dominates. It is that courts, lawyers and translation teams increasingly need repeatable methods for matching source evidence to Japanese translations without breaking the electronic record.
Commercial translation-provider comparison
Japan does not maintain a general list of court-certified translation companies for ordinary civil evidence. The following providers have verifiable Japanese operations and relevant published capabilities, but inclusion is not a court endorsement and does not prove expertise with a particular mints case.
| Provider | Verified presence | Relevant public signal | Important boundary |
|---|---|---|---|
| Honyaku Center | Osaka: Hiranomachi Century Building 8F, 2-5-8 Hiranomachi, Chuo-ku; Tokyo: ARK Mori Building 13F, 1-12-32 Akasaka, Minato-ku | Japanese listed company with finance/legal and other specialist translation divisions | Public corporate information does not establish court approval or responsibility for mints filing strategy |
| SunFlare | Shinjuku Hirose Building, 4-7 Yotsuya, Shinjuku-ku, Tokyo; +81-3-3355-1168 | Japan-based translation and documentation company publishing ISO 17100, ISO 9001 and information-security credentials | Certification systems support process controls; they do not guarantee admissibility or replace a lawyer’s exhibit decisions |
Comparable public review data specific to Japanese civil evidence and mints is not sufficiently reliable for ranking providers. Ask any provider who controls page matching, how revisions are versioned, whether timestamps and handwritten text are included, and what happens when counsel narrows the translation scope.
Public legal help and consumer support
| Resource | When to use it | Service boundary |
|---|---|---|
| Courts of Japan self-represented litigant support | You lack suitable equipment or need limited help scanning, accessing or uploading records | Court staff do not choose evidence, provide translation or give litigation strategy; equipment availability is limited |
| Houterasu Multilingual Information Service 0570-078377; VoIP or prepaid: 050-3754-5430; weekdays 9:00–17:00 excluding holidays |
You need information about Japan’s legal system, referral options or possible civil legal aid | The information service is not a substitute for advice from counsel handling the evidence |
| Consumer Hotline 188 | A translation-provider dispute involves billing, misleading claims, non-delivery or refund terms | It does not correct a mints upload or resolve evidence admissibility |
Common failure points
- The translation uses different page numbers from the source and provides no cross-reference.
- The PDF is readable on a large monitor but becomes illegible when individual details are enlarged.
- The file name, visible exhibit stamp and evidence explanation sheet use different numbers.
- A cropped chat screenshot omits the participant, date, attachment or surrounding sequence.
- The legal team assumes a professional certificate eliminates the possibility of an accuracy challenge.
- A paper original is discarded after scanning.
- A draft or unredacted file is uploaded at night without a second-person review.
Frequently asked questions
Do I have to upload all evidence with the initial complaint?
Not necessarily. Follow the mints case-opening workflow and the handling court’s instructions. Key evidence may be uploaded after access to the case’s event folder is established. A lawyer should coordinate the complaint, evidence explanation sheet and later evidence submissions.
Must the foreign-language original and Japanese translation be merged into one PDF?
No uniform published nationwide instruction requires one structure for every exhibit. The source and translation must be clearly connected, but you should confirm whether the handling division wants one combined PDF or associated files.
Is a certified or notarized translation mandatory for mints?
Not as a universal rule. Rule 138 requires an attached Japanese translation of the foreign-language portion offered for examination. A professional translation statement may improve accountability, but notarization does not cure an inaccurate or poorly mapped translation.
Can I submit translated chat screenshots?
Yes, but preserve participant details, dates, times, message order and attachments. Use stable page or message references, identify relevant passages without obscuring the source and disclose submission-side highlighting.
What if an upload exceeds 200 MB?
The official notice sets a 200 MB maximum for an upload at one time and states that larger files must be divided. Confirm the approved division, numbering and evidence-sheet treatment with the handling court before splitting one exhibit.
Do I need to retain a paper original after uploading its PDF?
Yes. A PDF image does not automatically replace the source. The court may need to examine the original, particularly if another party disputes authenticity.
What should I do after uploading the wrong translation or an unredacted file?
Contact the court division handling the case immediately. Users cannot freely delete uploaded files, and another connected party may already have access. Follow the division’s directions for removal, replacement and any confidentiality procedure.
Prepare the translation before the filing deadline becomes the problem
Upload the foreign-language source through CertOf’s secure order page and identify the pages, clauses or messages your lawyer intends to rely on. CertOf can prepare a Japanese translation with stable page matching, readable formatting, a translation statement and filing-oriented PDF delivery.
Your lawyer or the court handling the case must still determine evidence strategy, exhibit numbering, confidentiality treatment and the final mints upload structure. For questions about scope, revisions or unusual digital evidence, contact CertOf before ordering. You can also review the online certified-translation ordering process.
Disclaimer: This article provides general document-preparation information, not Japanese legal advice. Court procedures, system instructions and case-specific directions can change. Confirm deadlines, evidence classification, confidentiality measures and upload requirements with qualified Japanese counsel or the court division handling the case.