Request for Certificates
Download Application Forms
Certificate Request Form
Please refer to Example of filling out the form.
Certificates are issued free of charge.
Help Desk
Student Affairs Office of Graduate School of Science
Student Affairs Office of Faculty of Science
Kyoto University
Kitashirakawa Oiwake-cho, Sakyo-ku
Kyoto 606-8502, Japan
Email: 050kyomu*mail2.adm.kyoto-u.ac.jp
(Please replace "*" with "@" when emailing us.)
TEL : (Post Graduate) +81-75-753-3613, (Undergraduate) +81-75-753-3616
FAX : +81-75-753-3624
*The office is closed on the following days: Saturdays, Sundays, national holidays, Foundation Anniversary Day (June 18), summer holidays (Monday through Wednesday of the third week of August), year-end holidays (December 29 to January 3), and undergraduate entrance examination days (February 24 to 26).
Apply in Person
Please fill out the Certificate Request Form and bring it to the Student Affairs Office. (A blank copy of the Certificate Request Form is available at the Student Affairs Office.)
Japanese certificates will be available on the next business day of application. Undergraduate and graduate academic transcripts in English will be available after 3 and 7 business days of application, respectively.
Bring your student or personal ID card when you come to receive your certificate.
If you want your certificate mailed to you, present your ID and submit a self-addressed and stamped envelope (23.5 cm long and 12 cm wide).
Apply by Post: Domestic Applicants
Prepare the materials listed in (1) to (3) below and send them to the Student Affairs Office (address provided above).
(1) A completely filled-out Certificate Request Form or a document providing the following information:
- Name with phonetic reading (add English spelling if English certificate is ordered)
- Date of birth
- Year of admission and year of graduation of the undergraduate program, or year of admission and year of completion or withdrawal from the graduate program
- Name of the laboratory/group and division
- Type of certificate requested (academic transcript, graduation certificate, completion certificate, etc.) and language (Japanese or English)
- Number of copies
- Intended purpose or recipient
- Applicant's contact information (e.g., postal address, phone number, and email address)
(2) Self-addressed stamped envelope
Prepare a self-addressed stamped envelope for return to the applicant.
Postal fees may differ by the requested number and type of the copy.
Approximate Postal Fees
Estimated certificate and envelope weights
12.0 cm × 23.5 cm envelope (standard size): approximately 6 g
24.0 cm × 33.2 cm envelope (non-standard size): approximately 20 g
Certificate: approximately 5 g (sealed certificate: approximately 10 g)
When requesting numerous copies, use a large return envelope and include more postal fees than you expect. All excess fees will be returned to the applicant.
Reference: Postal Fees
| Standard Size | Non-Standard Size | ||||
|---|---|---|---|---|---|
| ≤50 g | ≤50 g | 51–100 g | 101–150 g | 151–250 g | 251–500 g |
| 110 yen | 140 yen | 180 yen | 270 yen | 320 yen | 510 yen |
| Express mail: add 300 yen | Express mail: add 400 yen | ||||
Please check the Japan Post website for further details.
(3) Copy of ID
Include a copy of your ID card, such as your driver's license or social security card.(*)
*Mask the security number when you make a copy.
Apply by Post: Overseas Applicants
*Because international mail may take a long time to reach the recipient, apply sufficiently in advance to receive delivery in time.
Return by ordinary mail service:
Prepare the materials listed in (1) to (4) below and send them to the Student Affairs Office (address provided above).
- Completely filled-out Certificate Request Form
- Copy of ID
Include a copy of ID, such as a driver's license or social security card. - Return envelope (preferably 12.0 cm × 23.5 cm or larger)
Indicate the postal address, name, and other necessary information of the recipient clearly on the envelope. - Japanese stamps or international reply coupons that cover the return postage costs
Return by Express Mail Service (EMS):
Prepare the materials listed in (1) to (4) below and send them to the Student Affairs Office (address described above).
- Completely filled-out Certificate Request Form
- Copy of ID
Include a copy of an ID document, such as a driver's license or social security card. - Japanese stamps or international reply coupons that cover the return postage costs
International reply coupons can be purchased at most post offices around the world. One international reply coupon is worth 130 yen. - Recipient information
Print the following information on a separate sheet to ensure that the EMS label is filled out correctly:
- Recipient name
- Room number, house number, street name
- City, county, state, and zip code
- Country
- Phone number and FAX number
Certificate-Issuing Machines
Students who are enrolled in Kyoto University can have the following documents issued online using the certificate-issuing machine:
- Tsugaku Shomeisho (certificate of commuter status)
- Student travel discount certificate (student discount coupon for JR)
- Certificate of student status (Japanese and English)
- Academic Transcript (for undergraduates and Master's students)
- Certificate of (expected) graduation/course completion (Japanese and English)
- Certificate of Withdrawal
- Medical examination completion certificate
- Medical examination results
For the use, location, and hours of operation of the automated certificate issuance machine, please visit Certificate-Issuing Machines at Kyoto University.
Students can order the issuance of certificates and other documents online using a dedicated smartphone application. For more details, please visit Certificate Ordering Application.
Certificates of Degree Conferment (Master's and Doctoral)
If you want to receive an official attestation of your degree status from KU, please visit Degree certificates (master's, professional, and doctoral).
Staff at the Educational Planning Division, Education Promotion and Student Support Department are available to assist with your request.
Certificate Issuance Service
This service allows eligible current and former students to apply online for the issuance of certificates and receive their requested documents at nationwide-chain convenience stores (7-Eleven, FamilyMart, and Lawson) using multifunction printers. It can also be used to have digital certificates (PDF format) issued online. Payment can be made either online by credit card or at convenience stores in cash or by other means.
For more details, please visit Certificate Issuance Service.