CoE &Visa (International)

Visa system in Japan

Foreign nationals who wish to stay in Japan must obtain a status of residence that matches their purpose of stay.

There are three main types:

• Employment status (e.g., “Professor”, “Engineer/Specialist in Humanities/International Services”)
• Non-work status (e.g., “Student”, “Dependent”)
• Special activity status

To obtain a status of residence, there are three key steps:

1. Obtain a Certificate of Eligibility (CoE)
2. Apply for a visa
3. 3Receive a Residence Card upon or after arrival in Japan

Role of CoE and Visa

CoE: A document that certifies the legality of your activities in Japan and facilitates visa application and immigration clearance. 

Visa: A permit to enter Japan, which is applied for after obtaining a CoE.

Obtaining a CoE

A Certificate of Eligibility (在留資格認定証明書, CoE) is issued by Japan’s Immigration Services Agency. It certifies that you qualify for a specific status of residence.

Validity: 3 months from the date of issuance.

Steps to Obtain a CoE:

1. Download and fill out the application form.
   • Application form for research unit members (refer toexample for guidance)
   • Application form for administrative staff members (refer to example for guidance)


2. Prepare required documents:
   • One scanned copy of your passport. 
   • One ID photo 40mm x 30 mm (it should be taken within the last 3 months.)
     For further details, please visit Photo Requirements | Immigration Agency of Japan


3. If you have dependents:
   • Application form for dependent of OIST employee (refer to example for guidance)
   • One scanned copy of each dependent's passport
   • One ID photo (it should be taken within the last 3 months.)
   • Proof document/Certificate of relationship (e.g., Marriage certificate, Birth certificate. If it is not in English, please accompany an English translation with it.)


4. Submit all application documents to Relocation Support Services.


5. The Relocation Support Services Section will submit your CoE application to the local immigration office.
   • General issuance period is three weeks to one month.


6. CoE will be sent to you via email after its issuance.


7. Apply for your visa at the nearest Japanese embassy/consulate.
   • General issuance period is 5-10 business days. 

Obtaining a Visa:

After receiving your CoE, apply for a visa at the Japanese embassy or consulate with jurisdiction over your residence.

Basic Required Documents (Dependents applied):

• Passport
• One completed application form
• One Passport size ID photo 45mm x 45mm (taken within 6 months)
• CoE
• Other necessary documents (e.g., application fee, a document which proves family registry, based on the information from the Embassy/Consulate-general of Japan that you are going to visit.)

Single or Multiple Entry?:

A Japanese visa (査証:Sasho) is an entry permit which proves the traveler has valid travel documents. When entering Japan for an employment, a single-entry visa is sufficient. 
 

Reference:

• Websites of Japanese Embassies, Consulates and Permanent Missions | Ministry of Foreign Affairs of Japan 
• Working visa | Ministry of Foreign Affairs
• Dependent visa| Ministry of Foreign Affairs

Residence Card 

A Residence Card (在留カード) is your visa status in the form of an ID card.
It will be issued at immigration when you arrive in Japan, after presenting your CoE and visa.

Airports issuing Residence Cards upon arrival: