The documents in an ACP appointment pack
Japan ACP | Aplash G.K.

Working notes for your team. This is not a Customs application form.

Keep appointment evidence separate from product evidence

Use one folder for the appointment and another for the product review. The appointment folder explains who is appointing whom, what authority is given and how the transaction works. The product folder describes the goods. Keeping those purposes visible makes it easier to answer a specific request without resending an entire catalogue.
Japan Customs lists the appointment notification, authority document or contract details, evidence of the overseas notifier and agent's existence, and a commercial or transaction flow chart. Additional records may be requested. Use the official guidance (https://www.customs.go.jp/english/c-answer_e/sonota/9601_e.htm) alongside the case-specific document request, rather than treating our folder suggestion as the submission rules.

Your notes:


Create a short index before sending files

Record | Index note to include
Company evidence | Issuer, legal entity and issue date
Authority document | Appointing entity, proposed agent and signing status
Trade flow | Transaction version and preparation date
Notification working copy | Office and fields still awaiting confirmation

Your notes:


Read the names across the whole pack

Check the overseas company's legal name, address and registration details wherever they appear. Explain a trading name or shortened name. Also identify the proposed signer and the person who can confirm their authority. A document signed by someone familiar to the logistics team still needs to relate to the legal entity making the appointment.
Review the transaction flow against the importer explanation. If the goods are bought by one company but a seller account belongs to another, the difference should be visible. Do not change an issued record to erase the mismatch. Obtain clarification or corrected evidence from the responsible issuer.

Your notes:


Send one controlled version

[ ] One appointing legal entity is identified consistently
[ ] Working copies and issued records are distinguished
[ ] Missing evidence has an owner and a clear request
[ ] A single index identifies the current version of every file

Your notes:


Consistency is part of completeness
An indexed pack should tell one coherent story about the appointing company and transaction. Mark gaps openly and resolve contradictions before treating the notification as ready.

Sources
Japan Customs: appointment notification and supporting evidence: https://www.customs.go.jp/english/c-answer_e/sonota/9601_e.htm