How to Apply for a Japanese Work Visa: Step-by-Step Guide

Want to work in Japan? Here’s the process in a nutshell:

Get a Job Offer: You need a Japanese employer to sponsor your visa.
Certificate of Eligibility (COE): Your employer applies for this crucial document on your behalf.
Prepare Documents: Collect your passport, photos, resume, and employer-provided paperwork.
Submit Visa Application: Use your COE to apply at the Japanese embassy or consulate.
Enter Japan: Bring your COE, visa, and passport to immigration upon arrival.
Residence Card: Obtain this proof of work authorization at the airport or local office.

Key Timelines:

COE: 2 weeks to 5 months (depending on employer and case complexity).
Visa: 5-10 working days after COE approval.

Avoid Mistakes: Double-check your documents, ensure salary meets requirements, and use certified translations if needed. Start the process 3-4 months before your planned move.

This guide explains every step, from COE to settling in Japan, so you’re fully prepared.

Step by Step Guide to Work Visa in Japan

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Japanese Work Visa Requirements

To work in Japan, foreign workers need to meet specific standards, which align with the Certificate of Eligibility (COE) process explained earlier. These standards play a crucial role in preparing the necessary documents for your application.

Qualifying Jobs for Work Visas

Japan has 15 categories of work visas, each with its own criteria. To qualify for one, you’ll need to meet these basic requirements:

Educational Background: A bachelor’s degree in your field OR at least 10 years of professional experience.
Job Offer: A position that matches your qualifications.
Salary Standards: Compensation that aligns with Japanese norms for the role.

Some of the key visa types include:

Engineer/Specialist: Requires a bachelor’s degree or 10 years of experience in the field.
Highly Skilled Professional: Based on a points-based system; applicants need to score 70 or more points.
Business Manager: Requires a detailed business plan and capital investment.

Employer Requirements

Your employer in Japan plays a big role in your visa application. They must provide thorough documentation to support your case, including:

Financial Documents
Tax certificates, business registration papers, and financial statements to prove the company’s stability.
Employment Details
A signed employment contract, an organizational chart, and a detailed job description outlining your role.

Important Note: Employers must ensure their operations are legally compliant and financially stable to support your application.

Step 1: Document Preparation

Once you’ve confirmed your eligibility and secured employer sponsorship, it’s time to gather the necessary documents.

Personal Documents You’ll Need

Valid Passport: Ensure your passport has at least one blank visa page and stays valid for the entire duration of your visit [1][3].
Photographs: Provide two recent photos (4cm x 3cm) with a white background. These should be taken within the last three months and show your full face without any accessories [3].
Career Records: Include your resume, original degree certificates, and any job-related certifications. Make sure these are translated into Japanese [1][2].

Documents from Your Employer

Your employer is responsible for providing updated versions of the following:

Company Registration Certificate: Proof of current business registration.
Financial Records: Recent balance sheets and profit/loss statements.
Tax Compliance: Withholding tax reports.
Company Profile: Official materials describing the business.
Employment Contract: A detailed agreement outlining your position, salary, and contract duration [1].

Submitting the Certificate of Eligibility (COE)

Your employer will handle the COE application by submitting the complete package to the Regional Immigration Bureau. You’ll need to provide:

A completed application form.
A 4cm x 3cm photograph.
A pre-addressed return envelope.
A letter of guarantee from your employer [1].

If you’re applying for a Highly Skilled Professional visa, make sure to have evidence that you meet the 70-point qualification threshold [1].

Step 2: Filing Your Application

Once you have your approved Certificate of Eligibility (COE), you’re ready to move forward with the visa process. Here’s what to do next:

Using Your COE

Keep your COE in a secure place and ensure it’s easily accessible throughout the process. You’ll need it at multiple stages.

Submission Options

You can submit your application through one of the following methods:

Submission Method	Process Details	Best For
In-person Embassy Visit	Direct interaction with staff	First-time applicants
Proxy Submission	Requires an authorization letter	Those unable to visit in person
Accredited Travel Agent	Offers professional assistance	Busy individuals
JAPAN eVISA System	Online submission	Eligible nationalities

Your employer can help determine which method works best for your situation. If you’re eligible for the JAPAN eVISA system (introduced in 2022), it can be a faster option, cutting processing time by about 30% compared to paper-based submissions [4].

Processing Times

Here’s what to expect for processing timelines:

Standard processing: 5-10 working days
Highly Skilled Professional: 4-6 weeks [4]

To avoid delays, aim to submit your application at least 8 weeks before your planned travel dates. Keep in mind, you’ll need to enter Japan within 3 months of your visa being issued [1].

If this is your first time applying, be prepared for a brief verification interview (10-15 minutes) to confirm employment details. Your employer should assist in preparing for this step [2].

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Step 3: After Approval

Once your visa is approved, there are a few key steps to complete before fully settling in Japan.

First Entry to Japan

When you arrive at the airport, make sure you have the following documents ready:

Document	Purpose
Valid passport with visa	Required for entry into Japan
Certificate of Eligibility (COE)	Confirms your work status
Embarkation/Disembarkation (ED) Card	Needed for immigration processing
Employer contact details	For verification if needed

At major airports like Narita, Haneda, Chubu, and Kansai, you’ll have a brief immigration interview and receive a landing permission stamp on your passport [1].

Getting Your Residence Card

The residence card (在留カード, Zairyu Card) replaces the traditional visa stamp and acts as proof of your work authorization. The process for obtaining this card depends on where you enter Japan:

At major airports (Narita, Haneda, Chubu, Kansai):
You’ll receive your residence card right after clearing immigration. The card will include your photo, personal details, residence status, and work permissions [3].
At other entry points:
1. You’ll get a landing permission stamp and a notice for card issuance.
2. Within 14 days, visit your local municipal office to register your address.
3. After registration, your residence card will be sent to you by registered mail [6].

Visa Renewal Steps

To renew your visa, start the process at least three months before it expires. Here’s what you’ll need:

Required Documents	Details
Renewal application	Available at the Immigration Bureau
Certificate of employment (在職証明書)	Verifies your current job status
Tax payment certificate (納税証明書)	Confirms your tax compliance [2]
Passport and current residence card	For identification and verification
Recent photos	Same format as your initial application

Your employer must provide updated documents confirming your employment and financial status. Processing times typically range from 2 to 4 weeks.

Common Application Mistakes

These common errors can lower your chances of application approval [1][7]:

Error Prevention Guide

Mistake	Consequences	How to Avoid
Incomplete Documentation	Delays or rejection	Use a detailed checklist for required documents
COE Application Errors	Processing delays	Ensure employer verifies company info and job alignment
Incorrect Visa Category	Immediate rejection	Double-check that visa type matches the job and qualifications
Photo Issues	Application returned	Submit 4cm x 3cm photos with a white background
Salary Below Threshold	Rejection	Confirm salary meets the required minimum for your visa type
Translation Problems	Delays	Use certified translators for non-Japanese documents

One major cause of rejection is inconsistent information across your application materials. For example, discrepancies between your employment contract and COE application can lead to extra scrutiny and delays.

Timing Is Key: Start your application process 3-4 months before your planned departure to allow for unexpected delays.

If your case is more complicated - like applying for a specialized profession - consulting a certified administrative scrivener (gyoseishoshi) [4] can be a smart move. These professionals can catch potential errors that might otherwise result in weeks of delays.

Providing false information is a serious mistake with severe consequences, including:

Immediate rejection of your application
Visa bans lasting 6 months to 5 years
Deportation if false details are discovered after entry [7]

Be upfront about any previous visa rejections or criminal history to protect your long-term eligibility for immigration.

Addressing these issues early will help keep your application on track and avoid unnecessary setbacks.

Summary

To wrap things up, here’s what you need to focus on:

Key Documents to Prepare:

A valid passport
The original Certificate of Eligibility (COE)
A fully completed visa application form
Recent passport-sized photos (4cm x 3cm)

The Certificate of Eligibility (COE) is crucial for visa approval, as highlighted in Step 1. This document, valid for three months, plays a big role in speeding up the visa process, as explained in Step 2 [1].

What to Do After Approval: Once you arrive in Japan:

Staying on top of deadlines and document requirements is critical for keeping your visa valid. If you need to renew, start the process at least three months before your visa expires [4][3].

As mentioned earlier, the time it takes to process your visa can vary based on the embassy’s workload and the specifics of your case [4][5].

FAQs

How to apply for a Japan work visa?

The process for obtaining a Japan work visa is employer-led and requires careful attention to documentation.

Initial Steps
First, you need a job offer from a Japanese employer. Without this, you cannot proceed with a work visa application. Your employer must sponsor your visa and handle the application for a Certificate of Eligibility (COE) on your behalf.

Key Points to Remember:

Refer to Steps 1 and 2 for a detailed list of required documents.
Submit your application using the methods outlined in Step 2.
Start the process 3–4 months before your planned departure to account for standard processing times.

Other Considerations
Processing times can vary depending on the workload of your local embassy. Check the ‘Error Prevention Guide’ to avoid common rejection issues.