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16 June 2026
If you've started researching a Japanese visa, you've hit four letters fast: COE. The Certificate of Eligibility is the document almost every long-term move to Japan runs through — and the part that takes the longest. Understanding it removes most of the mystery from the visa process. This guide explains exactly what a COE is, who applies for it, what documents it needs, how long it takes, and why applications get refused.
Different routes need different paperwork. See what your specific visa requires in the Documents tool, and if you haven't picked a route yet, map yours in the Path Finder.
The Certificate of Eligibility is a document issued inside Japan by the Immigration Services Agency (ISA). It confirms, before you ever leave home, that you meet the conditions for a particular status of residence — student, engineer, spouse, and so on. In effect, immigration pre-screens your case in Japan, so that when you apply for the visa at the embassy abroad, the hard part is already done.
A COE is not the visa itself and it's not a residence card. It's the green light that makes the visa almost a formality.
It splits the workload sensibly. The detailed eligibility check — your funds, your sponsor, your qualifications — happens in Japan, where immigration can verify the sponsor directly. The embassy abroad then only has to issue the visa against an already-approved COE, which is why that final step takes days rather than months.
This surprises many people: you don't file the COE yourself. A sponsor (called the applicant or proxy) in Japan submits it to their regional immigration bureau on your behalf:
Student visa — your school applies.
Work visa — your employer applies.
Spouse / dependent — your family member in Japan applies.
Business manager — your own company (or its representative) applies.
Your job is to give your sponsor accurate documents quickly and correctly. Delays usually come from missing or inconsistent paperwork on the applicant's side.
Exact requirements depend on the status, but most COE applications draw on the same core set:
A completed COE application form (your sponsor leads this).
Passport-style photographs to the correct spec.
A copy of your passport.
Proof of funds — bank statements showing you can cover tuition and/or living costs (especially for students).
Academic or professional records — diplomas, transcripts, or a CV, depending on the route.
Relationship evidence — marriage or birth certificates for spouse/dependent cases.
Documents about the sponsor (school enrollment letter, employment contract, company registration).
Translations into Japanese are often required. The Documents tool breaks down the checklist by visa type so nothing is missed.
Once your sponsor submits a complete application, the ISA typically takes one to three months to issue the COE. Spring (the big school and hiring intake) is the slowest season. After issuance:
The COE is sent to you abroad (paper, and increasingly electronic).
You apply for the visa at your local Japanese embassy or consulate — usually just a few business days.
The COE is generally valid for 3 months, so enter Japan before it expires.
Build your flights, housing, and budget around the COE date, not your ideal date. Estimate first-month costs in the Budget Calculator while you wait.
Refusals are usually about clarity and consistency, not bad luck:
Insufficient proof of funds — the most common student rejection; show stable, sufficient savings.
Inconsistent information — names, dates, or histories that don't match across documents.
A mismatch between your background and the visa — e.g. a job that doesn't fit your qualifications.
Incomplete documents — missing translations or sponsor paperwork.
Doubts about purpose — an unclear study or business plan.
Honest, complete, and consistent paperwork is the whole game.
1. Choose your route and sponsor — school, employer, or family.
2. Send your sponsor your documents — passport, photos, proof of funds, certificates.
3. Sponsor files the COE at their regional immigration bureau.
4. Wait 1–3 months for issuance.
5. Apply for the visa at the embassy with your COE (a few days).
6. Enter Japan within 3 months and collect your residence card.
Requirements and processing times vary by status and case, and rules change — always confirm the current procedure with the Immigration Services Agency of Japan (isa.go.jp) and your sponsor.
What is a Certificate of Eligibility (COE) for Japan?
It's a document issued inside Japan by the Immigration Services Agency confirming you meet the conditions for a specific status of residence. It pre-approves your case so the visa application at the embassy becomes a quick formality. The COE is not the visa or the residence card itself.
Who applies for the COE — me or my sponsor?
Your sponsor in Japan applies, not you. That's your school for a student visa, your employer for a work visa, or your family member for a spouse or dependent visa. Your role is to supply accurate documents promptly so they can file a complete application.
How long does a COE take to process?
Typically one to three months from a complete submission, with spring being the slowest period due to school and hiring intakes. After the COE is issued, the visa itself usually takes only a few business days at the embassy.
How long is a COE valid?
A COE is generally valid for three months from issuance, so you must apply for your visa and enter Japan before it expires. If it lapses, you'd need to restart the process, so plan your travel around the issue date.
What documents do I need for a COE?
Commonly a COE application form, passport photos, a passport copy, proof of funds, academic or professional records, relationship evidence for family cases, and sponsor documents such as an enrollment letter or employment contract. Japanese translations are often required.
Why was my COE application rejected?
The usual reasons are insufficient proof of funds, inconsistent information across documents, a mismatch between your background and the visa category, missing paperwork or translations, and an unclear purpose. Complete, consistent, and honest documents prevent most refusals.
Is the COE the same as a visa?
No. The COE is pre-approval issued in Japan; the visa is the entry permit issued by a Japanese embassy abroad using your COE. You still need to take the COE to the embassy to get the actual visa stamped in your passport.
Can I apply for a COE without a sponsor in Japan?
Generally no — almost every category requires a sponsor in Japan to file on your behalf. The main exceptions are routes where you are your own sponsor, such as setting up a company under the Business Manager status.
The COE feels intimidating until you see it as a checklist. Find exactly what your route requires in the Documents tool, confirm which visa fits you with the Path Finder, and use the waiting time to plan your move and budget with the Budget Calculator. Get the paperwork right once, and the rest of the visa falls into place.