What is the process for obtaining a Certificate of Eligibility (CoE)? How long does it take?

Residence StatusVisa applicationJapan ImmigrationCertification DocumentsProcessing TimeRelocating to Japan
Created At: 8/11/2025Updated At: 8/17/2025
Answer (1)

Hello! I see you're asking about the "Certificate of Eligibility" (CoE). This is the first major hurdle and the most crucial step for staying long-term in Japan (over 90 days). Don't worry, I'll break down the entire process for you in plain language.

What is the "Certificate of Eligibility" (CoE)?

Think of it as a "pre-approval letter."

It's not the visa itself, but obtaining it means Japan's Immigration Services Agency (they call it "Immigration") has reviewed your documents and "pre-approved" your long-term stay. Once you have this certificate, applying for the actual visa at the Japanese embassy or consulate in your home country is basically a formality and very quick.

The most important point: You don't apply for this CoE yourself from within China. Instead, it's applied for on your behalf by your receiving organization/person in Japan (like your company, school, spouse, etc.) at their local Immigration office in Japan.

The Complete Process to Obtain a CoE (Step by Step)

The whole process can be divided into these stages:

Step 1: Your Preparation in Your Home Country (You -> Japanese Sponsor)

  1. Confirm Arrangements: First, confirm with your sponsor or application agent in Japan that they will handle the CoE application for you.
  2. Prepare Documents: Your sponsor will provide you with a list of required documents. The documents needed vary significantly depending on your status of residence (work, study, spouse, etc.). Common requirements usually include:
    • Passport copy
    • Recent ID photos (white background, specific size)
    • Copies of your highest diploma/degree certificate (sometimes requiring translation or notarization)
    • Resume/CV (work and education history)
    • (For work visa) Employment certificate, resignation certificate
    • (For student visa) Proof of funds, documents for the financial supporter
    • (For spouse visa) Marriage certificate, photos, etc.
  3. Send Documents: Mail these prepared documents to your sponsor in Japan via international courier (e.g., EMS, DHL).

Step 2: Application Stage in Japan (Japanese Sponsor -> Japanese Immigration)

  1. Compile and Supplement Documents: Your sponsor will prepare their own required documents upon receiving yours. Examples include:
    • (For companies) Company registration documents, financial statements, reason for employment letter.
    • (For schools) School admission permit, course description.
    • (For spouse) Spouse's family register extract, residence certificate, tax certificate.
  2. Complete Application Form: The sponsor fills out the official "Application for Certificate of Eligibility".
  3. Submit Application: The sponsor submits the application with all documents at the relevant local Immigration Bureau office. They will receive an application receipt upon submission.

Step 3: Examination Stage (Internal Processing by Japanese Immigration)

This is the longest stage and the one you have the least control over. Immigration officers will meticulously review all submitted documents from both sides to determine if you meet the requirements for coming to Japan and if the documents are genuine.

During this stage, all you and your sponsor can do is – wait patiently.

Step 4: Result Notification and Mailing (Japanese Immigration -> Japanese Sponsor -> You)

  1. Approval: If successful, Immigration will approve the application and mail the original paper Certificate of Eligibility (CoE) to your sponsor.
  2. Sponsor Sends to You: Your sponsor will immediately send the original CoE to you via international courier.

Important: The CoE is a crucial A4-sized document. Keep the original safe!

Step 5: Final Visa Application (You -> Japanese Embassy/Consulate in Your Country)

Congratulations! Getting the original CoE means you're almost there.

  1. Prepare Visa Application: Take the original CoE, your original passport, the visa application form, photos, etc., to the Japanese embassy or consulate (or their designated visa center) in your location to apply for the visa.
  2. Visa Issuance: Since you already have the CoE, the embassy/consulate primarily verifies your identity and does not re-examine the purpose of your stay. You will typically receive your passport with the visa affixed within about a week.

How Long Does It Actually Take?

This is the most common concern. Overall, counting from the day your sponsor submits the application in Japan until the CoE is issued, it typically takes 1 to 3 months.

However! This timeframe is highly variable and depends on many factors:

  • Peak Application Season: For example, January-March (for April enrollment) and July-September (for October enrollment) are peak times for student applications. Immigration gets very busy, leading to longer processing times.
  • Type of Status of Residence: Generally, student visas and standard work visas like "Engineer/Specialist in Humanities/International Services" are processed faster. Visas like Business Manager, Highly Skilled Professional, or complex family-related visas undergo longer scrutiny.
  • Complexity of Individual Case: If your educational or work history is complex, or you've changed jobs frequently, officers may need more time for verification.
  • Completeness of Submitted Documents: If documents are incomplete or raise questions, Immigration may request additional materials (called 「追加資料提出通知書」 in Japanese). This back-and-forth can delay the process by weeks or even months.
  • Efficiency of Local Immigration Office: Offices in major cities like Tokyo and Osaka handle huge caseloads and might be slower; smaller regional offices might process applications faster.

A rule of thumb: While the official estimate is 1-3 months, it's best to mentally prepare for the full 3 months, or even 4-5 months in some cases. Therefore, plan well in advance with your sponsor and start preparing/submitting as early as possible.

Tips from Those Who've Been Through It

  • Patience is Key: Waiting for the CoE can be agonizing, but there's little you can do besides wait. Avoid frequently pestering your sponsor; they are also just waiting for Immigration.
  • CoE Validity: The CoE is valid for 3 months from the date of issue. You MUST complete the final visa application and enter Japan within these 3 months. Otherwise, the CoE expires, and you have to start the entire process over!
  • Document Authenticity: Submitted documents must be genuine and accurate. Never submit falsified documents. If discovered, not only will the current application be rejected, but it will also create a negative record, making future applications much harder.

Hope this explanation helps! Best of luck getting your CoE!

Created At: 08-11 12:13:47Updated At: 08-12 02:16:57