How to Apply for a Japan COE — 10-Step Guide
The longest and most variable step is Immigration's COE review — check the processing-times page for current averages. Below is the end-to-end process from the applicant's perspective.
Who can file the COE application?
COE applications are filed inside Japan. A foreign national applicant abroad cannot file directly from overseas — a proxy must submit on their behalf. Acceptable proxies include:
- 1The receiving organizationEmployer (for work visas), university or school (for students), receiving family member or spouse (for family visas). This is by far the most common route.
- 2A family member in JapanA parent, spouse, or close relative already lawfully residing in Japan — typical for dependent and family-stay visas.
- 3Licensed immigration lawyer (弁護士) or certified administrative scrivener (行政書士)Registered with and authorized by the Regional Immigration Bureau. Handles filing on behalf of individual or company clients.
- 4The applicant in personOnly if the applicant is already lawfully in Japan on a different status (in which case you usually don't use COE but rather Change of Status).
Since 2022, accepting organizations (employers, universities) and their authorized representatives can also submit the COE application online through the Immigration Services Agency's online system.
What does a COE actually look like?
A COE is an A4 certificate issued by Japan's Ministry of Justice. Since 17 March 2023, it can be delivered electronically by email (e-COE) or, traditionally, as a mailed paper document. Both versions contain exactly the same information and are equally accepted at the embassy and at port-of-entry immigration.
Printed on security paper, stamped with the Ministry of Justice seal, and physically mailed to the proxy in Japan who forwards it overseas by international post.
Since March 2023, COE can be delivered as a PDF attached to an email from @ras-immi.moj.go.jp. The applicant receives the email, completes a one-time "receipt registration" via a URL in the message, and then presents the PDF (on phone or printed) at the embassy.
📄 Download sample PDF →Application Process
- 1Secure the basisGet a formal job offer, admission letter, or documented family relationship — whatever grants you a qualifying residence status.
- 2Gather your personal documentsPassport copy, recent photographs meeting ICAO specs, diplomas, transcripts, employment history, any certifications needed for your specific visa type.
- 3Appoint your proxy in JapanConfirm that your employer / school / family member / lawyer will file on your behalf. Provide them with your documents and a signed Letter of Attorney if required.
- 4Proxy prepares the COE applicationCompletes Form (Notification of Activities Pertaining to the Status of Residence), compiles supporting documents specific to your visa type, and pays no government fee at this stage.
- 5Proxy submits to ImmigrationOnline or at the counter of the Regional Immigration Bureau with jurisdiction over the proxy's address.
- 6Immigration reviewsThe examiner may request additional documents mid-review (supplement request, 追加資料提出). Supplying them quickly is critical.
- 7COE is issuedMailed or delivered to the proxy. It is a physical A4 paper document. The proxy forwards the original to you overseas.
- 8Visa application at the Japanese Embassy / ConsulateYou go in person with the COE, passport, visa application form, photo, and any country-specific documents. Processing usually takes about 5–10 working days (MOFA's standard is 5 working days from the day after acceptance; the Embassy of Japan in China states 4 working days for non-tourist visas).
- 9Travel to Japan within 3 monthsYour COE is valid for 3 months from issuance; you must enter Japan before it expires.
- 10Immigration inspection at the airportAt Narita / Haneda / Kansai etc., immigration officials issue your Residence Card (在留カード) on the spot for most airports. Register your address at the local city hall within 14 days.
Online vs. counter submission
Since 2022, the Immigration Services Agency accepts COE applications both at regional bureau counters and online. Here's how to choose:
| Online | Counter (in person) | |
|---|---|---|
| Who can apply | Registered receiving organizations, lawyers and scriveners with a certified account | Any proxy type (broadest access) |
| Speed advantage | None — uses the same review queue | None — same queue |
| Document handling | PDF uploads; size limits apply | Physical documents; allows face-to-face explanation of complex cases |
| Best for | Standardized work/study cases | Spouse / family / complex cases needing narrative explanation |
| Cost | Free | Free (transportation only) |
After the COE is issued
Once your proxy in Japan mails you the original COE, here is what to do:
- 1Gather visa application documentsPassport (valid 6+ months), COE original + 1 copy, visa application form (download from the embassy site), one ICAO-compliant photo, plus any country-specific documents (bank statements, flight itinerary).
- 2Book an appointment at the Japanese Embassy / ConsulateSome missions (e.g., China, India) require all visa applications to go through a designated agency (VFS, travel agency). Check your embassy's website.
- 3Submit and pay the visa fee¥15,000 single / ¥30,000 multiple — visa fees rose fivefold worldwide on 1 July 2026 (Indian nationals are exempt under a bilateral agreement). Processing: usually about 5–10 working days.
- 4Collect your visaVisa sticker is placed in your passport. Single-entry visa valid for 3 months.
- 5Fly to Japan within the COE's 3-month validityAt arrival, immigration officers will check passport + visa + COE, fingerprint you, photograph you, and — at main international airports — issue your Residence Card (在留カード) on the spot.
- 6Register your address within 14 daysAt the local city/ward office (市区町村役場). Bring your Residence Card. This also triggers enrollment in National Health Insurance and pension.
The e-COE (electronic delivery) system
Since 17 March 2023, the Immigration Services Agency offers an electronic delivery option for the Certificate of Eligibility. The information content is identical to the paper version — it is simply delivered as an email attachment instead of by post.
How to receive the e-COE
If you applied online
Select "Email" as the delivery method in the online application system. Upon approval, the Immigration Services Agency automatically emails the PDF to the address you registered.
If you applied at the counter (window)
Register your proxy first in the online application system to obtain a user ID. Submit the form "（窓口申請）在留資格認定証明書電子交付希望者" together with the paper application. On approval, the PDF is emailed to the registered address.
Receipt registration (required after email arrives)
After the email arrives, click the URL inside it and complete "受領登録" (receipt registration). No separate approval confirmation email is sent — the delivery email itself is the approval. Make sure your mail server accepts messages from @ras-immi.moj.go.jp (whitelist recommended).
Using the e-COE
- • The applicant can be anywhere in the world — forward the email globally with no postal delay.
- • Present the email on a smartphone OR as a printed copy at the Japanese Embassy for the visa application.
- • Present again at immigration at the port of entry in Japan.
- • Double-sided photocopies of the COE are also acceptable (since 2023) — the original is no longer strictly required.
- • For Specified Skilled Worker (特定技能), the reverse-side designation document was abolished in March 2023.
Best time to apply
Immigration has predictable seasonal congestion. Plan your submission around it to avoid the worst of the queues.
- 1Start document prep90+ days before your intended arrival in Japan.
- 2Submit COE application60–90 days before arrival. Processing ranges 25–170 days depending on visa status.
- 3Avoid Jan-Mar submission if possibleApril is Japan's corporate-hiring and academic-year start month. Applications spike from January and review queues lengthen noticeably.