Visa of Japan procedures are essential for foreigners who want to work, study, or live in Japan. Many people casually refer to these procedures as simply getting a “visa.” However, what is commonly called a visa actually involves two different steps, each with a distinct role.
Even after deciding to start a new chapter in Japan, misunderstanding the system can lead to unexpected delays or complications. To help avoid confusion, this article explains the difference between a visa of Japan and a status of residence, two terms that are often easily mixed up.
Supervised by Administrative Scrivener Masae Kumano, representative of Tokyo International Management Administrative Procedures Legal Specialists Corporation, this guide explains the key concepts and outlines the practical steps required before entering Japan.
Understanding the overall process is the first step toward starting a new life in Japan smoothly.
About the Supervisor
Masae Kumano
Graduated from the Faculty of Law at Waseda University and completed her Juris Doctor at Chuo University Law School. After working in the legal departments of an IT vendor and a major e-commerce company, she became a licensed Administrative Scrivener (Registration No. 19081036, Gyoseishoshi Lawyers of Tokyo).
A Certified Immigration Application Agent (No. 21-181) and a part-time lecturer at Hannan University. Handling around 150 immigration and status of residence cases each year, she supports many foreign residents with immigration procedures and life in Japan.
Table of Contents
Chapter 1: What Is a Visa of Japan?
A visa of Japan (officially called a visa or sashō in Japanese) is a document issued before entering Japan. It functions as a recommendation for entry, confirming that the holder may travel to Japan and request admission.
A visa of Japan is issued by a Japanese embassy or consulate outside Japan. It certifies that the diplomatic mission has reviewed the applicant’s documents and determined that there are no issues with the person traveling to Japan.
However, it is important to understand that a visa does not guarantee entry into Japan. The final decision is made by immigration inspectors at the airport or port of entry, who belong to the Immigration Services Agency of Japan.
For this reason, the following points are important:
Entry may still be denied even if a visa has been issued.
In principle, a visa cannot be newly issued from within Japan.
(Source: Ministry of Foreign Affairs of Japan)
Chapter 2: What Is a Status of Residence?
A status of residence, officially referred to as a Certificate of Eligibility (COE), is a legal status that determines what activities a foreign national may engage in while staying in Japan after entering the country.
It is administered by the Immigration Services Agency of Japan, which reviews each application in accordance with immigration law. Through this review process, the government determines:
whether the individual is allowed to work in Japan
what type of work or activities the individual is permitted to engage in
how long the individual is allowed to stay in Japan
Chapter 3: Types of Certificate of Eligibility in Japan
Japan has around 30 different types of Certificate of Eligibility (COE). These can generally be grouped into four main categories, depending on the purpose of stay.
1. Certificates of Eligibility for Employment
These are issued to people who plan to work in Japan. However, they do not allow unrestricted employment. Each COE permits only specific types of work, and engaging in activities outside the permitted scope may violate immigration regulations.
Common examples include:
Engineer / Specialist in Humanities / International Services
Business Manager
Skilled Labor
Artist, etc.
2. Certificates of Eligibility Based on Personal Status or Position
These are granted based on a person’s family relationship or legal status, rather than a specific job. Because they are not tied to a particular occupation, holders generally do not face restrictions on the type of work they can do.
Examples include:
Permanent Resident
Spouse or Child of a Permanent Resident
Spouse or Child of a Japanese National
Long-Term Resident
3. Certificates of Eligibility for Study or Training
These are intended for individuals who come to Japan for education or skills training. In principle, employment is not permitted. However, international students may work up to 28 hours per week if they obtain permission for activities outside their authorized status.
Common examples include:
Student
Trainee
Technical Intern Training
4. Certificates of Eligibility for Designated Activities
This category includes activities that do not fall into the three categories above. Some are defined by official notices from the Ministry of Justice, while others are granted based on government guidelines or discretion. The permitted activities and length of stay vary depending on the purpose.
Common examples include:
Digital Nomad
Working Holiday
Internship
Continuing job hunting after graduation
Supporting elderly parents (in limited cases where parents cannot live independently)
(Source: Immigration Services Agency of Japan)
Chapter 4: Process for Obtaining a COE and a Visa of Japan
To prepare for staying in Japan, two important documents are typically required: the Certificate of Eligibility (COE) issued by the Ministry of Justice, and the visa of Japan issued by the Ministry of Foreign Affairs through Japanese embassies or consulates.
Because these two documents serve different roles, it is important to understand how they work together. In the following section, we will look at the overall process leading up to entering Japan while keeping the differences between them in mind.
Step 1: Application to the Regional Immigration Services Bureau
An application for a Certificate of Eligibility (COE) is submitted to the Regional Immigration Services Bureau of Japan, which operates under the Ministry of Justice.
Note: This step is often referred to as a “visa application.” However, what is actually being applied for at this stage is the COE, which certifies that the applicant meets the requirements to land in Japan.
Step 2: Review and Approval
The Immigration Services Bureau reviews the application and supporting documents. If the applicant meets the necessary conditions, the issuance of the COE is approved.
Step 3: Issuance and Receipt of the COE
Once approved, the Certificate of Eligibility is issued either as a paper document (original copy) or electronically via email.
Note: In most cases, the COE is sent to the authorized representative who submitted the application in Japan.
For example:
For work-related applications, the recipient is usually a representative of the sponsoring company or an administrative scrivener handling the application.
For student applications, the COE is typically received by a school representative or an affiliated administrative scrivener.
Step 4: Sending the COE to the Applicant
The COE received in Japan is then forwarded to the applicant living overseas.
If issued as a paper document: The original document is usually sent by international courier or postal services such as DHL or EMS.
If issued electronically: The notification email containing the COE information is forwarded directly to the applicant.
Step 5: Applying for a Visa of Japan at a Japanese Embassy or Consulate
The applicant must visit the Japanese embassy or consulate in their country of residence and apply for a visa of Japan by presenting the Certificate of Eligibility (COE).
Note: An interview with an embassy officer may be conducted during the application.
If an interview takes place, the applicant will be asked to present the COE, and questions will be based on the information provided in the COE application. The embassy may also conduct its own review.
If there are differences between the information declared and the actual facts, the visa will not be issued. For example:
The job requires English skills, but the applicant cannot speak English.
The applicant claims to have worked at a company but did not actually work there.
The applicant claims to have graduated from a university but did not attend or graduate.
Unlike the COE application, the embassy does not explain the reason if a visa is denied.
Before attending the interview, make sure you fully understand the contents of your application.
Also, keep copies of the documents submitted when applying for the COE, such as the application form, employment certificates, and graduation certificates. These documents may be needed later when applying to renew your status after entering Japan.
If the information provided later differs from the original application, it may be considered false information, and the application may be denied. Please take extra care to ensure all information is accurate.
Step 6: Issuance of a Visa of Japan
After the review at the Japanese embassy or consulate, a visa sticker is placed in the passport, or an electronic visa is issued. This means the applicant has received the official recommendation required to enter Japan.
Step 7: Entering Japan (Application for Landing)
The applicant travels to Japan with the issued visa and the Certificate of Eligibility (COE).
At the immigration counter at the airport or port of entry, the applicant presents their passport and COE to the immigration officer and applies for landing.
Step 8: Landing Permission and Issuance of a Residence Card
If landing is approved by the immigration officer, a landing permission stamp is placed in the passport and a Residence Card is issued. In this process, the COE will be collected.
Note: At the following airports, the Residence Card is issued immediately upon arrival:
New Chitose Airport
Narita Airport
Haneda Airport
Chubu Airport
Kansai Airport
Hiroshima Airport
Fukuoka Airport
If you enter Japan through another airport, the Residence Card will be sent by mail after you submit your address at your local municipal office.
(Source: Immigration Services Agency of Japan)
Chapter5: Frequently Asked Questions (FAQ)
Because the visa of Japan and immigration procedures can be complex, many people have questions about how the system works.
In this section, common questions are summarized in a simple Q&A format to help you better understand the key points.
Q1: If I have a Certificate of Eligibility (COE), can I definitely enter Japan?
Answer:
No, it is not guaranteed. The COE only certifies that the applicant meets the conditions for landing under the review of the Ministry of Justice. After that, the applicant must still pass the visa of Japan screening at the embassy or consulate and the immigration inspection at the airport. The final decision on whether entry is permitted is made by the immigration officer at the port of entry.
Q2: If my COE application is denied, will I be told the reason?
Answer:
Yes. You can confirm the reason by visiting the Regional Immigration Services Bureau.
Strictly speaking, under Article 3, Item 10 of the Administrative Procedure Act, immigration decisions are exempt from Article 8 of the same law, which requires agencies to present the reason for their decisions. However, because applicants have the right to file an administrative lawsuit to revoke the denial, the Immigration Services Bureau generally explains the reason once at the service counter if requested.
Note: If a visa of Japan is denied by the Ministry of Foreign Affairs, the reason will not be disclosed under any circumstances.
Q3: Can I change from a tourist visa to a work visa while staying in Japan?
Answer:
In principle, no. The general rule is that the applicant must leave Japan and apply for a visa at a Japanese embassy or consulate in their home country.
Q4: What should I do if I cannot receive my Residence Card at the airport?
Answer:
If you enter Japan through an airport other than the major international airports (such as Narita, Haneda, or Kansai), a “Residence Card to be issued later” stamp will be placed in your passport.
After entering Japan, submit your address notification at the municipal office of your place of residence. The Residence Card will then be sent by registered mail to your address in about 10 days.
Chapter6: Summary
The process of entering Japan can be broadly divided into two stages: applying for a Certificate of Eligibility (COE) in Japan and applying for a visa overseas.
- Certificate of Eligibility (COE): Issued by the Ministry of Justice, this document determines what activities you will engage in while in Japan.
- Visa of Japan: Issued by the Ministry of Foreign Affairs, this serves as a recommendation allowing you to enter Japan.
Understanding the roles and process of these two steps can make communication with the inviting organization, such as a company or school, smoother and help reduce uncertainty during preparation. By referring to the explanations in each chapter and completing each procedure carefully and accurately, you can start your new life in Japan on the best possible footing.
* This article is provided for general informational purposes only and does not constitute legal advice. Immigration procedures may vary depending on individual circumstances. Please confirm the latest requirements with the Immigration Services Agency of Japan or a qualified professional.
