Everything you need to know about Certificate of Eligibility (COE) in Japan: A comprehensive guide for foreign nationals seeking to enter and/or reside in Japan for long-term
The Certificate of Eligibility (COE) is an essential document for foreign nationals seeking to enter Japan for long-term activities, such as work, study, or family reunion. Issued by the Japanese Immigration Bureau, the COE verifies that the applicant meets the requirements for a specific status of residence. This guide provides an in-depth look at the COE, its application process, and some important considerations.
What is a Certificate of Eligibility (COE)?
The COE is a document issued by the Japanese Immigration Bureau that precedes the visa application process. It serves as preliminary approval for a status of residence in Japan, ensuring that the applicant meets the necessary legal and procedural requirements. While the COE itself does not grant entry into Japan, it significantly streamlines the subsequent visa application at a Japanese embassy or consulate.
Purpose and Importance of the COE
Verification: The COE verifies that the applicant qualifies for the intended status of residence, such as employment, study, or family reunification.
Efficiency: Having a COE speeds up the visa application process, as it indicates that the Immigration Bureau has already reviewed and approved the applicant's qualifications.
Requirement: For most long-term visas (more than 90 days), the COE is a mandatory prerequisite.
Common Types of COE
Work: For professionals, engineers, researchers, and other employment-based categories.
Study: For international students enrolled in Japanese educational institutions.
Family: For spouses, children, or other family members of Japanese nationals or foreign residents.
Specified Activities: For activities not covered by other categories, such as internships or cultural activities.
Application Process for the COE
1. Determine Eligibility:
Ensure you meet the criteria for the specific status of residence you are applying for. This typically involves having a job offer, enrollment in an educational institution, or a family relationship with a resident.
2. Prepare Documentation:
Required documents vary based on the status of residence but generally include:
Completed application form.
Passport-size photos.
Copy of passport.
Supporting documents (e.g., employment contract, admission letter, proof of relationship).
3. Submission by Sponsor:
The COE application must be submitted by a sponsor in Japan, such as an employer, school, or family member.
The sponsor submits the application to the local Immigration Bureau office.
4. Review and Issuance:
The Immigration Bureau reviews the application, which can take several weeks to a few months.
If approved, the COE is issued and sent to the sponsor, who then forwards it to the applicant.
5. Visa Application:
Once the COE is received, the applicant can apply for a visa at a Japanese embassy or consulate.
The applicant submits the COE along with the visa application form, passport, and any additional required documents.
The visa issuance process typically takes a few days to a couple of weeks.
Important Considerations
1. Accuracy and Completeness:
Ensure all information and documentation are accurate and complete to avoid delays or rejection.
2. Processing Time:
Processing times for the COE can vary, so it is advisable to apply well in advance of your intended travel date.
3. Validity:
The COE is typically valid for three months from the date of issuance. The visa application should be made within this period.
4. Entry and Status of Residence:
Upon arrival in Japan with the visa, the immigration officer at the port of entry will issue a Residence Card and grant the official status of residence based on the COE.
Common Questions and Answers
1. Can I work in Japan with just a COE?
No, the COE is not a visa. It is a prerequisite for obtaining a visa, which then allows you to enter Japan and work legally.
2. What if my COE application is rejected?
If your COE application is rejected, you can address the reasons for rejection, gather the necessary documentation, and reapply. Consulting with an immigration lawyer or specialist can also be beneficial.
3. Can I change my status of residence after entering Japan?
Yes, it is possible to change your status of residence while in Japan. This requires applying for a change of status at the Immigration Bureau.
4. What is the difference between a COE and a visa?
The COE is a document issued by the Immigration Bureau that certifies eligibility for a status of residence. A visa is issued by a Japanese embassy or consulate, allowing entry into Japan.
5. Do I need a COE for a short-term visit?
No, the COE is generally required for long-term stays (more than 90 days). Short-term visas for tourism or business trips typically do not require a COE.
6. What is a residence card?
· A resident card issued under the residency management system is issued to foreign nationals who will stay in Japan for a mid- to long-term period upon obtaining permission for landing, change of status of residence, extension of period of stay, or other permission related to their stay in Japan. In addition to a photo, the resident card includes information such as name, nationality/region, date of birth, gender, status of residence, period of stay, and whether or not the foreign national can work.
7. Does the Certificate of Eligibility have an expiration date?
· It is valid for three months. Therefore, if you do not apply for landing within 3 months from the date the Certificate of Eligibility is issued, it will lose its validity. (Note: Please note that the validity period of the Certificate of Eligibility is different from the validity period of the visa.
8. If the documents submitted are in a foreign language, do I need to translate them? If so, may my friend translate them?
If the documents are in a foreign language, please attach a translation (in Japanese) (Immigration Control and Refugee Recognition Act Enforcement Regulations, Article 62). If the translation is accurate and signed by the translator, it may be translated by anyone.
Types of Visas to apply
Foreign nationals are permitted to work to the extent allowed under their status of residence on the basis of the Immigration Control and Refugee Recognition Act (hereinafter referred to as ”the Immigration Control Act”). All foreign nationals entering and staying in Japan need to acquire a suitable eligibility. The following describes the types of visa available for differing reasons of long term stays.
| Type of Application | Category | Description |
|---|---|---|
Application for Certificate of Eligibility |
Engineer, Specialist in Humanities/International Services Visa | Employment of foreign nationals as a language teacher, interpreter, or staff for trading business, etc. |
| Skilled Labor Visa | Employment of chefs specializing in Indian food, Chinese food, etc. | |
| Intra-company Transferee Visa | People transferred to the Japanese branch from the head office overseas. | |
| Dependent Visa, Family Stays Visa | Working or studying in Japan, I want to invite my family from overseas. | |
| Spouse or Child of Japanese National Visa | Having been married to a foreign national, I want to invite my spouse to Japan. | |
| Spouse or Child of Japanese National, Long-term resident Visa | I want to invite Nikkei relatives from overseas. | |
| A Certificate of Eligibility (COE) verifies that activities of foreign nationals, who are going to stay in Japan over 90 days, are authorized by the Immigration Control Act. A company who employs foreign nationals from overseas, generally must apply for Certificate of Eligibility. | ||
Below are some additional summaries on the kind of applications to be conducted for specific reasons or events:
| Type of Application | Description |
|---|---|
| Application for short-Term Stay | A stay of foreign national business meeting, visiting relatives etc. |
| Application for Extension of Period of Stay | I want to continue staying in Japan under the same status of residence |
| Application for Certificate of Authorized Employment | Changing jobs. I want to work with a new employer under the same status of residence(visa). |
| Application for Permission to engage in activity other than that permitted under the status of residence previously granted | Being a college student, I want to work |
| Application for permission to acquire Status of residence | A baby has been born in Japan. |
| Application for Change of Status of Residence | Having been a student, I am going to work. |
| Getting married to a Japanese national, I am going to be a spouse. | |
| Establishing a company, I am going to start my own business. | |
| Application for Business Manager Visa | Establishing a company in Japan, I am going to change my status of residence(visa). |
| Establishment of Japanese Branch of Foreign Company and apply Intra-Company Transferee Visa, or Business Manager Visa | Establishing a branch in Japan, I am going to become a president of the branch. |
| Application for Permission for Permanent Residence | Having been married to a Japanese national for over 3 years and lived in Japan as a spouse for 1year.I am going to apply for a permanent resident visa |
| Application for Re-entry Permission | Departing from Japan, I intend to re-enter Japan after some business abroad. |
| Application for Acquisition of Japanese Nationality | I want to acquire Japanese nationality |
Conclusion
The Certificate of Eligibility is a crucial step for those planning to stay in Japan for an extended period. By understanding the application process, preparing the necessary documents, and adhering to the guidelines, applicants can ensure a smoother and more efficient journey to obtaining their visa and starting their life in Japan.
All policies on immigration, including the contents here on this website, are subjected to change without notice. For a timely update on the latest news and procedures on matters related to all immigration policies and VISA application procedures, please refer to official sources such as Ministry of Foreign Affairs of Japan (https://www.mofa.go.jp/j_info/visit/visa/index.html) or website of your local Diplomatic Mission of Japan (Embassy, Consulate-General, or Consular Office) before making a formal application.
Ample research and thorough preparation for the required documents to be submitted is key to ensuring a smooth and hassle-free application process towards one’s big move to enter or reside long term in Japan.