How to get the Japan Certificate of Eligibility (COE).

If you’re planning to work in Japan, you’ll need to know about the Certificate of Eligibility (COE). This important document is a key step in getting your work visa.

Table of Contents

What is a Certificate of Eligibility?

A Certificate of Eligibility (COE) is an official document issued by the Japanese government. It shows that you meet the requirements to enter and work in Japan. Think of it as a pre-approval for your visa.

Why is the COE important?

The COE is crucial because:

It speeds up your visa process. With a COE, you can often get your visa in just a few days.
It proves to Japanese officials that you have a genuine reason to enter Japan.
It’s required for most types of work visas in Japan.

Without a COE, getting a work visa for Japan would be much harder and take much longer.

Overview of the COE Application Process

Who needs a COE?

You’ll need a COE if:

You want to work in Japan
You plan to stay in Japan for more than 90 days
You’re applying for most types of visas, especially work visas

Tourists and some other short-term visitors don’t need a COE.

General steps to get a COE

Here’s a simple breakdown of the process:

Find a job or sponsor in Japan. They will usually handle the COE application for you.
Gather all necessary documents. Your employer will tell you what you need.
Your employer submits the application to the Immigration Bureau in Japan.
Wait for the application to be processed. This usually takes 1-3 months.
If approved, your employer will receive the COE and send it to you.
Use the COE to apply for your visa at a Japanese embassy or consulate in your country.

The process might vary slightly depending on your situation and the type of visa you’re applying for. But these are the basic steps everyone follows.

Types of COEs

There are several types of COEs, each corresponding to a different visa category. Here’s a list of the main visa categories that require a COE, along with a brief description of each:

1. Work Visa COEs

a) Highly Skilled Professional Visa

For professionals with advanced skills in specialised fields
Points-based system considering education, work experience, and salary
Offers many benefits like faster permanent residency

b) Engineer/Specialist in Humanities/International Services Visa

For IT professionals, engineers, translators, and other skilled workers
Requires a university degree or 10+ years of relevant work experience
One of the most common work visas in Japan

c) Intra-Company Transferee Visa

For employees being transferred to a Japanese branch of their company
Must have worked for the company for at least one year before transfer
Allows you to work only for that specific company

d) Instructor Visa

Mainly for language teachers in public schools
Different from the ‘Specialist in Humanities’ visa used by many English conversation schools

e) Professor Visa

For researchers and lecturers at universities or similar institutions
Requires high-level qualifications in your field

2. Business Management Visa COE

For those planning to start or manage a business in Japan
Requires a detailed business plan and proof of investment

3. Specified Skilled Worker Visa COEs

Introduced in 2019 to address labour shortages
Two types: Specified Skilled Worker (i) and (ii)
Covers various industries like caregiving, construction, and food services

4. Student Visa COE

For international students studying at Japanese schools or universities
Includes language schools, vocational schools, and higher education

5. Dependent Visa COE

For spouses and children of those with work visas in Japan
Doesn’t allow work without additional permission

6. Designated Activities Visa COE

A flexible category for activities not covered by other visas
Includes working holiday visas, internships, and some specialized professions

7. Long-Term Resident Visa COE

For those with special ties to Japan, like Japanese descendants
Allows unrestricted work activities

Each type of COE has its own specific requirements and application process. The type you need depends on your purpose for coming to Japan, your qualifications, and your personal circumstances.

While this list covers the main types, there are other less common visa categories that also require a COE. Always check the most up-to-date information from official sources, as visa rules can change.

Eligibility Requirements for the Japan Certificate of Eligibility (COE)

To get a Certificate of Eligibility (COE), you need to meet certain requirements. These include general requirements for all applicants and specific ones based on your visa category.

General Requirements for All Applicants

Valid Passport: Your passport must be valid for the entire duration of your planned stay in Japan.
Good Character: You must have no criminal record or immigration violations.
Sufficient Funds: You need to show you can support yourself financially in Japan.
Clear Purpose: Your reason for coming to Japan must be genuine and match your visa category.
Intention to Leave: You must show that you plan to leave Japan when your visa expires (unless applying for permanent residency).
Sponsorship: In most cases, you need a sponsor in Japan (like an employer or educational institution).

Specific Requirements Based on Visa Category

Different visa types have their own special requirements. Here are some examples:

Work Visas:

Relevant qualifications (usually a university degree or significant work experience)
A job offer from a Japanese company
The job must match your qualifications

Student Visas:

Acceptance to a Japanese educational institution
Proof that you can pay for your studies and living expenses

Business Management Visas:

A detailed business plan
Proof of investment (usually at least 5 million yen)
Office space in Japan

Dependent Visas:

Proof of relationship to the main visa holder (marriage certificate, birth certificate)
The main visa holder must have sufficient income to support dependents

Always check the latest requirements from official sources, as they can change.

Required Documents for the Japan Certificate of Eligibility (COE)

The documents you need for your COE application depend on your visa type. However, there are some standard documents everyone needs.

Standard Documents Needed

COE Application Form: Filled out completely and accurately.
Passport Copy: A clear copy of your passport’s photo page.
Photo: A recent passport-style photo (usually 4cm x 3cm).
CV or Resume: Your work history and educational background.
Proof of Relationship (for dependent visas): Marriage certificate or birth certificate.

Additional Documents for Specific Visa Types

Work Visas:

Employment contract or job offer letter
Company registration documents
Your academic degrees and professional certificates

Student Visas:

Acceptance letter from your school
Proof of ability to pay for studies (like bank statements)

Business Management Visas:

Business plan
Proof of capital
Office lease agreement

Tips for Document Preparation

Use Official Translations: Any document not in Japanese should have an official Japanese translation.
Be Thorough: Provide as much relevant information as possible. It’s better to give too much than too little.
Keep it Neat: Make sure all documents are clean, clear, and easy to read.
Make Copies: Keep copies of everything you submit.
Check Expiry Dates: Ensure all documents are current and valid.
Follow Instructions: Pay close attention to specific format requirements (like photo size).
Get Help if Needed: If you’re unsure, ask your employer, school, or an immigration consultant for help.

Having all your documents properly prepared can speed up your application process and increase your chances of approval.

Application Procedure for the Japan Certificate of Eligibility (COE)

Getting your Certificate of Eligibility (COE) involves a specific application process. Here’s what you need to know:

Who Submits the Application?

In most cases, your sponsor in Japan submits the COE application for you. This could be:

Your employer (for work visas)
Your school (for student visas)
A family member in Japan (for dependent visas)

Sometimes, you can submit the application yourself if you’re already in Japan on a different visa. But for first-time applications, it’s usually your sponsor who does this.

Where to Submit the Application

COE applications are submitted to the Immigration Bureau of Japan. There are several offices across the country:

Main Office: Tokyo Regional Immigration Bureau
Regional Offices: Located in major cities like Osaka, Nagoya, Fukuoka, and Sapporo
Branch Offices: Smaller offices in various cities

Your application should be submitted to the office that has jurisdiction over your sponsor’s location in Japan.

Online Application Options

Japan has recently introduced an online application system called the “Immigration Services Agency e-Notification System”. Here’s what you should know:

It’s available for certain types of applications, including many work visas
Your employer needs to register for the system to use it
It can make the process faster and more convenient
You still need to provide physical copies of some documents

Even with the online system, the final COE is issued as a physical document.

Processing Time and Fees for the Japan Certificate of Eligibility (COE)

Understanding the timeline and costs involved in getting your COE can help you plan better.

Average Processing Times

The processing time for a COE can vary, but here are some general guidelines:

Standard Processing: 1 to 3 months
Fast-Track Processing: 10 to 2 weeks (available for some visa types)

Remember, these are just averages. Your actual processing time may be different.

Associated Costs

There are a few costs to be aware of:

Application Fee: The COE application itself is free
Visa Fee: Once you get your COE, you’ll need to pay for your visa. This cost varies by country but is usually around 3,000 to 6,000 yen
Document Costs: You may need to pay for document translations or certifications

Your employer or sponsor often covers these costs, but make sure to clarify this in advance.

Factors That May Affect Processing Time

Several things can impact how long your COE takes to process:

Completeness of Application: Missing or incorrect information can cause delays
Type of Visa: Some visa types are processed faster than others
Time of Year: There might be delays during busy periods (like the start of the academic year for student visas)
Background Checks: If additional checks are needed, it can take longer
Current Workload: If the Immigration Bureau is very busy, processing might take longer

To avoid delays, make sure your application is complete and accurate. If your sponsor has experience with COE applications, this can also help speed up the process.

Common Challenges and How to Overcome Them

Getting your Certificate of Eligibility (COE) isn’t always smooth sailing. Here are some common problems and how to tackle them:

Frequent Reasons for Rejection

Incomplete Application: Missing information or documents is a top reason for rejection.
Insufficient Funds: Not showing enough money to support yourself in Japan.
Unclear Purpose of Stay: If your reason for coming to Japan isn’t clear or doesn’t match your visa type.
Lack of Qualifications: Not meeting the required skills or education for your visa category.
Sponsor Issues: Problems with your employer or sponsor in Japan.

Tips to Avoid Delays or Denials

Double-Check Everything: Make sure your application is complete and accurate.
Provide Clear Evidence: Give detailed proof of your qualifications and financial situation.
Be Consistent: Make sure all your documents tell the same story about your plans in Japan.
Follow Up: If asked for more information, respond quickly and thoroughly.
Use Professional Help: If you’re unsure, consider using an immigration lawyer or consultant.

After Receiving the COE

Congratulations! You’ve got your COE. But what’s next?

Validity Period

Your COE is usually valid for 3 months from the date of issue.
You must use it to apply for your visa within this time.

Next Steps for Obtaining the Visa

Apply for Your Visa: Take your COE to the Japanese embassy or consulate in your country.
Prepare Additional Documents: You might need extra paperwork for your visa application.
Pay the Visa Fee: This varies by country but is typically around 3,000 to 6,000 yen.
Wait for Processing: Visa processing with a COE is usually quick, often just a few days.
Receive Your Visa: Once approved, you’ll get your visa stamped in your passport.
Plan Your Travel: You can now enter Japan within the validity period of your visa.

FAQs about the Japan Certificate of Eligibility (COE)

Here are some common questions about the COE process:

Q: Can I work in Japan while my COE is being processed?
A: No, you need to wait until you have your proper work visa.
Q: What if my COE application is rejected?
A: You can usually reapply, addressing the reasons for rejection. Consider getting professional help for your next application.
Q: Can I change jobs with my current COE?
A: No, your COE is tied to a specific job. If you change jobs, you’ll need a new COE.
Q: How long does the entire process take, from application to getting a visa?
A: It usually takes 2-4 months in total, but can be faster or slower depending on your situation.
Q: Can I expedite the COE process?
A: There’s no official way to speed it up, but having a complete, well-prepared application can help avoid delays.

Resources and Additional Information

For the most up-to-date and official information, check these resources:

Immigration Services Agency of Japan: www.isa.go.jp/en/
Official source for all immigration matters in Japan.
Ministry of Foreign Affairs of Japan: www.mofa.go.jp/j_info/visit/visa/
Information on Japanese visas and entry procedures.
JETRO (Japan External Trade Organization): www.jetro.go.jp/en/invest/setting_up/
Helpful for those planning to work or start a business in Japan.

For support, you can contact:

Your nearest Japanese embassy or consulate
Your employer or sponsor in Japan
A registered immigration lawyer or consultant

Getting a Certificate of Eligibility is a crucial step in your journey to work in Japan. Here’s a quick recap of the key points:

A COE is essential for most work visas in Japan.
The application process involves careful preparation of documents.
Your sponsor in Japan usually applies for the COE on your behalf.
Processing typically takes 1-3 months.
Once you receive your COE, you can apply for your visa.

While the process might seem complex, thousands of people successfully obtain their COE each year. With careful preparation and patience, you can too.

Japan offers exciting opportunities for work and cultural exchange. We hope this guide helps you on your path to experiencing life in Japan. Good luck with your application, and we wish you all the best in your Japanese adventure!