An Easy Guide To The Certificate of Eligibility Japan
Whether you are going to Japan as a student, a worker, or for other purposes, the visa process is a crucial step before entering Japan.
One essential component of this process is the Certificate of Eligibility (COE) that the Japanese government issues.
This comprehensive guide will walk you through everything you need to know about the Certificate of Eligibility Japan needs you to submit a visa application.
Japan’s Certificate of Eligibility guide
This guide is to help applicants understand the COE process and requirements.
What is a Certificate of Eligibility (在留資格認定証明書, zairyu shikaku nintei shoumeisho)?
✅A Certificate of Eligibility (COE) is a document issued by Japan's Immigration Services Agency (ISA). It proves that the Ministry of Justice certifies that the applicant meets the condition of entering Japan.
✅A COE is required for most long-term stays and must be submitted before moving to Japan and applying for a visa at a Japanese embassy.
Official information: Immigration Services Agency of Japan (在留資格認定証明書: Link)
The Japanese government issues the COE for mid-to-long-term visas.
The purpose of the Certificate of Eligibility is to streamline the visa application. After verifying the applicant’s eligibility, the applicant will receive the COE to submit with other documents for their visa.
Digital Certificate of Eligibility (Digital COE)
As of March 17, 2023, Japan introduced the Digital Certificate of Eligibility (Digital COE) to modernize and streamline the immigration process. This new system significantly improves processing times and reduces the need for physical papers to be mailed internationally.
What is a Digital COE?
A Digital COE is an electronically issued Certificate of Eligibility provided as a PDF file by the Immigration Services Agency of Japan. It contains the same legal validity as the traditional paper COE and includes:
Applicant details
Admission category
Purpose of stay
A unique QR code used for verification
Immigration officials and embassies can scan or verify this QR code through the official immigration system.
Who can submit your Certificate of Eligibility application?
Depending on the visa, you will have someone in Japan that will help submit the COE application for you, such as:
Your employer for a Japanese Work Visa
Your school for a Japanese Student Visa
A relative or sponsor living in Japan for a long-term stay visa
If you have any family members in Japan, they can submit a proxy application for you at a Japanese embassy.
Where do you submit a Japan Certificate of Eligibility Application?
In-person submission
Your representative can submit your COE Japan application at the regional Immigration Bureau where you will live or work.
Once processed, your representative will mail you the original COE so you can apply for your visa at your nearest Japanese embassy or consulate.
Online COE Japan process
You can now submit a COE application online! Please note that you must be in Japan to use this online application system.
Once everything is approved, you will receive the COE by email.
If the visa applicant is abroad, you can use the COE email to submit the visa application.
Which visas need a COE in Japan?
Only a mid-to-long-term visa (usually 6 months or more) will need a COE from Japan. There are 17 different types of COE that you can apply for in Japan. Here is a list of the most popular ones:
Student visa for study abroad purposes
Japan investor visa for investment activities
Japanese work visa for employment purposes
Japan Startup Visa for entrepreneurial endeavors
Japan Business Manager Visa for managing business operations
Japan’s new Digital Nomad Visa will also need a COE to certify your activities. And even though there is a 4-Month Business Manager Visa, it deals with Japanese business and finances.
On the other hand, short-term visas, such as tourist visas, do not need a COE.
What documents do I need for a Certificate of Eligibility application in Japan?
You will need the following documents to submit for a COE Japan:
Certificate of Eligibility Application Form (在留資格認定証明書交付申請): each visa has a different COE application, so choose one that suits your situation.
Passport-size photo of yourself: 4cm x 3cm dimensions
Additional documents are needed depending on the visa you are applying for.
For example, a work contract that shows your salary, employment duration, and work position for a work visa or a letter of admission from your Japanese school for a student visa.
Japan’s COE application fee
There is no application fee for Japan’s certificate of eligibility.
Certificate of Eligibility Japan processing time
It can take about 1-3 months to process your application.
Why was my COE rejected in Japan?
While the reason can vary between different visas, one of the most common reasons a COE application is rejected is the lack of financial funds for your stay in Japan.
Common reasons for COE rejection:
❌Insufficient financial resources to support the applicant
❌Job duties not matching visa requirements, especially for the Engineer/Specialist/Humanities visa
❌Employer failing compliance checks (tax issues, unregistered office, low capital, etc.)
❌Incorrect or inconsistent information on the application
❌Applicant has a serious criminal history falling under restricted categories
❌Applicant previously overstayed or violated immigration rules
❌Suspicious or unverifiable materials (fake degrees, incomplete resumes, unverifiable work history)
How to avoid COE rejection:
✅Ensure employer/sponsor submits all required company materials
✅Confirm all information is accurate and consistent
✅Provide proof of financial stability
✅Attach supporting materials showing the applicant’s relevance to the role
✅Respond quickly if immigration requests additional information
Certificate of Eligibility and expiration rules
How long is a Certificate of Eligibility valid?
A COE is valid for three months from the date of issue.
When does a COE expire?
A COE expires automatically if:
More than 3 months pass before you apply for a visa
The activity plan of the applicant changes
Financial or sponsor conditions change significantly
Can a COE be extended or reused?
A COE cannot be extended, but one of the following may apply:
Reissuance: Your sponsor may request a new COE if the original expires before use.
Validity confirmation: Some Japanese embassies will accept COEs issued more than 3 months ago if the sponsoring conditions have not changed.
Digital COE re-issuance: Since Japan now issues digital COEs, immigration can re-send a new version without postal delays.
Can you enter Japan if the COE expires after visa issuance?
Once the visa is issued, the COE expiration no longer matters. However, the visa must be used before the COE validity period ends (typically 3 months).
Step-by-step: How to apply for a Certificate of Eligibility (在留資格認定証明書)
1. Confirm the correct visa category
Choose the appropriate status of residence (e.g., work, student, spouse, or business manager visa, etc.).
2. Prepare the documents required by your visa type
For a Certificate of Eligibility, the application documents may vary but typically include:
COE form (在留資格認定証明書交付申請書)
Photo (4 x 3 cm)
Proof of activity (work contract, school admission letter, marriage certificate, etc.)
Sponsor's financial information (employment details, bank statements, etc.)
3. Your sponsor submits the application on your behalf in Japan
Depending on the visa, this may be:
Employer
School
Japanese spouse
Family Member (for dependents)
Business partner
4. Immigration reviews the application (1-3 months)
Processing time varies by region, season, and workload.
5. Receive the COE (digital or physical)
Japan issues both:
Digital COE (PDF), usually emailed
Physical COE, issued upon request
6. Submit COE and other required documentation to a Japanese Embassy or consulate
This is where your application for a visa is finalized.
7. Receive your visa and enter Japan within the allowed timeframe
The visa is typically valid for entry for about 3 months after issuance.
How to apply for a Japanese Visa
Once you have your Certificate of Eligibility for Japan, you can submit the other documents to your nearest Japan Embassy or Consulate for your visa.
They will process your visa application. When approved, you will have about 3 months to enter Japan.
Other documents for a Japanese visa
To apply for a visa, you will need:
A visa application form with a handwritten signature
A valid passport with at least 1.5 blank pages left
One 2”x 2” Photo
Proof of Residency, such as a driver’s license card or a state ID card
Certificate of Eligibility (hardcopy or printed copy of the digital COE)
There will be additional documents, though that depends on your home country. So check beforehand before submitting the visa application.
Japanese visa fee
To apply for a visa, there is a fee that you will need to pay. Depending on the type of visa, you will need to pay:
3,000 yen for a single-entry visa
6,000 yen for a double-entry or multiple-entry visa
700 yen for a transit visa
Why was my visa application not accepted?
There are various reasons for why your Japanese visa will be rejected:
The applicant holds Japanese nationality
Currently holds a valid visa or re-entry permit
Your previous visa application was rejected, and you reapplied within six months after the original rejection
There are some errors or omissions in the submitted documents
Frequently asked questions
How do I get a certificate of eligibility in Japan?
To get a COE in Japan, the applicant or a sponsor will submit a COE application to the local Immigration Office in Japan.
How long does it take to get a certificate of eligibility in Japan?
It can take 1 to 3 months to receive a certificate of eligibility in Japan. And it can take longer if the original COE is sent abroad to the applicant.
Is Japan issuing the certificate of eligibility?
Japan issues its certificate of eligibility for foreign nationals who want to enter Japan for non-temporary reasons.
This document is for your long-term Japanese visa, such as work, study, or marriage.
In closing
Obtaining the Certificate of Eligibility Japan is an important step for your visa application to enter and stay in Japan for the long term.
Once you have this document, processing your visa application will go smoothly. Then, you will be ready to enter Japan.
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