Process from Certificate of Eligibility (COE) Issuance to Entry into Japan

① Issuance of the Certificate of Eligibility (COE)

Once the Immigration Services Agency of Japan approves the application for a Certificate of Eligibility (COE), the original certificate is issued either by mail or electronically. It may be sent directly to the applicant or to a legal representative such as a certified immigration attorney (Gyoseishoshi) in Japan.

② Forwarding the COE to the Foreign Applicant

If issued in paper format, the original COE or a double-sided copy must be forwarded to the applicant overseas. If issued by email, the electronic copy should be emailed or sent by international courier. Note that the COE is valid for three months from the date of issue, and the applicant must enter Japan within this period.

③ Visa Application at the Japanese Embassy or Consulate

Upon receiving the COE, the applicant must apply for a visa at the Japanese Embassy or Consulate in their country of residence. In some locations such as mainland China or Hong Kong, visa application centers operate on behalf of the embassy.

Required documents typically include the COE, a passport photo, a visa application form, and other supporting documents. Requirements may vary depending on the specific embassy or consulate, so it is highly recommended that the applicant consult the official website or directly contact the local consulate to confirm the necessary documents and procedures.

Please be aware that, in practice, local staff at the embassy may request documents not listed online. It is therefore important for the applicant to make personal inquiries to avoid unexpected issues.

④ Visa Issuance

Processing times vary by embassy or consulate, ranging from several days to more than two weeks. In rare cases, a visa may be denied if the applicant is found to fall under grounds for denial of landing or if there are concerns during an in-person interview.

If approved, the visa will be affixed inside the applicant’s passport by the Japanese diplomatic mission.

⑤ Entry into Japan

Upon arrival at a designated port of entry (e.g., Narita, Haneda, Kansai, Chubu, New Chitose, Hiroshima, or Fukuoka airports), the applicant must present their passport, visa, and COE. After inspection, a landing permission stamp is placed in the passport, and a Residence Card is issued for mid- to long-term stayers.

At this stage, the residence card will show “address: undecided.” The cardholder must complete resident registration with the municipal office of their actual place of residence.

⑥ Resident Registration at Local City office

After entering Japan, the new resident must bring their residence card (or passport marked “Residence Card to be issued later”) to the local city office and submit a notification of moving-in (転入届) within 14 days of settling on a residence.

Once registered, the individual’s address will be printed on the back of the residence card and reported to the Immigration Services Agency. Failure to register may result in the cancellation of the residence status, so prompt action is critical.

VISA Regulations

Business Manager VISA
WORK VISA(nomal/技術・人文知識・国際業務)
Transferee VISA
Highly Skilled Professional VISA
Spouse VISA(with Japanese nationals)
Spouse VISA(with PR status citizen)

 

Professional Profile

Masakazu Murai
Producer for Foreign Entrepreneur Support
– Comprehensive Support from Company Formation to Business VISA Acquisition –

Masakazu Murai specializes in supporting foreign nationals through every stage of the Business VISA process. He has 18 years of investment banking experience at Mitsubishi UFJ Morgan Stanley Securities, where he advised over 500 entrepreneurs and executives on capital strategy and financial planning.

His practice focuses on immigration procedures, visa applications, and business support for startups and entrepreneurs. He is also actively engaged in public affairs and legal compliance education.

Certifications and Memberships:

• Administrative Scrivener (Gyoseishoshi)
• Certified Member of the Securities Analysts Association of Japan
• CFP® (Certified Financial Planner)
• Executive Officer, Tokyo Administrative Scriveners Association (Minato Ward)