Before most people move to Japan to work, study or join family, someone applies in Japan for a Certificate of Eligibility (在留資格認定証明書), usually called a COE. Here is how the Immigration Services Agency describes the process.
What the COE is
The COE is applied for before entry. It shows that what the person plans to do in Japan fits a status of residence and meets the conditions for landing. It is not used for the statuses "Temporary Visitor" and "Permanent Resident".[1]
The person shows the COE when applying for a visa at a Japanese embassy or consulate, and again at landing. The agency says this lets both steps go quickly.[1]
Who files it
- The person who wants to come to Japan.[1]
- Staff of the organisation that will receive them, or another representative set by ministry ordinance.[1]
- On behalf of either of these, a lawyer or gyoseishoshi (行政書士) registered with the regional bureau, approved staff of certain public-interest corporations, or the person's legal representative. They can do this only while the person they act for is in Japan.[1]
The agency asks for the papers to go in early enough for the COE to be issued before entry.[1]
Where to apply
If the person applies themselves, it is the regional immigration office for the place they will live. If a representative applies, it is the office for the place where the receiving organisation is, for example.[1]
The agency does not accept applications by post. Counter hours are weekdays, 9 a.m. to 12 noon and 1 p.m. to 4 p.m.[1]
The COE can also be applied for online, through the online residence application system.[1]
Fee, time and documents
There is no fee.[1]
The standard processing period is 1 to 3 months.[1]
The application form and documents depend on the status of residence, and the agency lists them status by status.[1]
Getting the COE by email
Since 17 March 2023, the COE can be received by email. The email can be forwarded to the person abroad, who shows it on a smartphone when applying for the visa and at landing.[2]
- Online application: choose "メール" as the way to receive it. This cannot be changed in the system after you apply; contact the regional bureau instead.[2]
- Counter application: register as a user in the online system first, then hand in the request form for an emailed COE (（窓口申請）在留資格認定証明書電子交付希望申出書).[2]
The email carries the same details as the paper certificate, except the photo.[2]
After it arrives, complete the receipt registration (受領登録) from the link in the email. Until you do, a reminder arrives once a week.[2]
A paper COE
A copy of a paper COE can be used for the visa application and at landing. Copy both sides.[2]
Sometimes the original is no longer needed: the person decides not to come, or hands in a copy at landing. The agency then asks for the original to go back to the office that issued it, by post or at the counter. Include a note with the application number, your name and relation to the applicant, and the reason.[1]
Before travelling
The agency's page also notes that pre-entry tuberculosis screening has started. Details for nationals of the Philippines, Nepal, Vietnam and Indonesia are on a separate page.[1]
Questions about the visa application itself go to the Ministry of Foreign Affairs' Visa Information line, 0570-011000 (choose 5).[2]
If you are the employer or family member preparing a COE, find your procedure in Clerfy to keep its checklist and dates in one place.