What Is a Certificate of Eligibility (COE)? Application Process, Required Documents, and Processing Time [2026 Edition]

Corporate clients are kindly requested to refer to the following page:

Certificate of Eligibility Application (For Corporations)

This service is used when inviting overseas hires to Japan or accepting transferees from overseas affiliated companies.

1. What Is a Certificate of Eligibility Application?

A Certificate of Eligibility (COE) application is a procedure required to invite a foreign national to Japan for a long-term purpose.

Short-term purposes such as tourism, business meetings, or visiting relatives fall under short-term visas (15, 30, or 90 days) and cannot use the COE system.

COE applications are commonly used for the following purposes:

In principle, to enter Japan, a foreign national must present a valid passport with a visa issued by a Japanese overseas mission (embassy or consulate) and receive a landing permission stamp from an immigration officer at the port of entry.

There are two ways to obtain a visa from a Japanese overseas mission.

1. Applying Directly for a Visa at a Japanese Overseas Mission

Visas for employment or other long-term stays require prior consultation from the overseas mission to the Ministry of Foreign Affairs, and from the Ministry of Foreign Affairs to the Immigration Services Agency of Japan. The Immigration Services Agency responds based on fact-finding conducted by regional immigration offices.

As this process takes a considerable amount of time, the more common and efficient approach today is to first obtain a Certificate of Eligibility, as explained in Method 2.

2. Applying for a Visa After Obtaining a Certificate of Eligibility in Advance

When inviting personnel from overseas, the standard approach is to first obtain a Certificate of Eligibility and then apply for a visa at a Japanese overseas mission.

To obtain a COE, the foreign national, accepting company, family member residing in Japan, or an immigration lawyer submits the COE application to the Immigration Services Bureau with jurisdiction over the applicant’s planned residence or the accepting organization’s location.

The issued COE is sent to the applicant overseas. By submitting this COE together with the required documents when applying for a visa at a Japanese overseas mission, the visa issuance process becomes much smoother.

In many cases, the COE issuance takes approximately one to three months, and the visa application at the overseas mission takes about one week.

3. Important Notes on Certificate of Eligibility Applications

Recently, there has been an increase in cases where a Certificate of Eligibility is approved by the Japanese Immigration Services Agency, yet the visa is not issued at the Japanese overseas mission.

A Certificate of Eligibility is a document issued in advance by regional immigration authorities under the jurisdiction of the Ministry of Justice, certifying that the activities the foreign national intends to engage in in Japan are genuine and fall under one of the statuses of residence prescribed by the Immigration Control Act (excluding short-term stay).

Holding a COE generally makes it easier to obtain a visa at a Japanese overseas mission and shortens the examination time for both visa issuance and landing inspection, as presenting the COE to the immigration officer facilitates proof of eligibility.

However, a COE is authorized by the Ministry of Justice, while visa issuance at overseas missions falls under the jurisdiction of the Ministry of Foreign Affairs. Therefore, even if a COE has been issued, a visa may still be denied if circumstances change after issuance (e.g., the employer cancels hiring due to financial difficulties), or if it is discovered that the COE was obtained using falsified documents.

In particular, cases involving Chinese cuisine chefs have seen a significant increase in visa denials at overseas missions despite having obtained a COE in Japan.

If you have any concerns regarding a Certificate of Eligibility application, please feel free to contact us.

2. Validity Period of the Certificate of Eligibility (COE) and Application Schedule

A Certificate of Eligibility (COE) has an expiration date. In principle, it is valid for three months from the date of issuance.

You must complete the landing application (entry into Japan) within three months after issuance. If the validity period expires, you will need to submit a new COE application again.

Therefore, if you plan to invite someone from overseas, you must determine the timing of the COE application by counting backward from the intended entry date.

Below are approximate timeframes required for each procedure.

In addition, if for some reason the originally planned entry date changes and you no longer use the issued COE, we recommend returning it to Immigration rather than disposing of it.

This is because, in a future application, Immigration may inquire about the COE that has already been issued.

To ensure smoother future applications, it is best to return any COE that becomes unnecessary. When returning it, submitting it together with the following documents will make the process smoother.

3. Common Cases Where a Certificate of Eligibility (COE) Is Used

A Certificate of Eligibility (COE) is a “pre-entry screening approval” required for a foreign national overseas to obtain a status of residence in Japan. Because the reason for application and required documents differ depending on the purpose, it is important to confirm the relevant points by situation, as outlined below.

1. Inviting the Spouse of a Japanese National or Permanent Resident to Japan

When inviting a spouse of a Japanese national or permanent resident from overseas, the appropriate status of residence is either “Spouse or Child of Japanese National” or “Spouse or Child of Permanent Resident.”

By obtaining a COE in advance, the visa application process at a Japanese embassy or consulate can proceed smoothly.

How to Invite an Overseas Foreign Spouse to Japan Using a COE

This Q&A-style guide clearly explains the requirements, process, required documents, and processing time for applying for a Certificate of Eligibility (COE) to invite an overseas foreign spouse to Japan.

2. Japanese Nationals Living Overseas Moving to Japan with a Foreign Spouse (Application by Relatives in Japan)

If a Japanese national lives overseas with a foreign spouse and plans to return to or move to Japan and build a life in Japan, the foreign spouse must obtain the status of residence “Spouse or Child of Japanese National.”

Because COE applications are generally filed within Japan, it is common for a relative living in Japan (e.g., parents or siblings) to act as the proxy applicant.

In such cases, the relative signs the application as the representative and submits the required documents to Immigration. At the time of application, in addition to documents showing the relationship between the Japanese national and the foreign spouse (marriage certificate, family register (koseki) copy, photos, etc.), documents demonstrating the planned residence in Japan and a concrete living plan are also required.

How to Successfully Relocate to Japan with Your Foreign Spouse

For those who wish to relocate to Japan with a foreign spouse, this page introduces real examples of obtaining a spouse visa. An expert explains success cases, the application process, required documents, and key points regarding processing times.

3. Inviting the Family of a Foreign National (Dependent Visa)

When a foreign national who is working or studying in Japan wishes to invite a spouse or children, the required status of residence is “Dependent.” Documents showing the primary resident’s occupation and income situation become important.

Complete Guide to Bringing Your Spouse and Children to Japan on a Dependent Visa

This procedure applies when a foreign national staying in Japan on a work visa or student visa invites an overseas spouse or children to Japan.

4. Employment or Job Change at a Japanese Company from Overseas

When a foreign national is hired by a Japanese company from overseas, they must obtain an appropriate status of residence such as “Engineer/Specialist in Humanities/International Services” before entering Japan. The company typically files the COE application on the applicant’s behalf, and after issuance, the applicant applies for a visa at a Japanese embassy or consulate.

5. Entering Japan for Study, Research, Technical Intern Training, etc.

When entering Japan for university or vocational school enrollment, research activities, technical intern training, and similar purposes, the educational institution or the accepting organization generally applies for the COE in advance. After issuance, the applicant obtains the visa.

4. Required Documents for a Certificate of Eligibility (COE) Application

As required documents frequently change due to legal amendments and other reasons, please check the latest information on the Immigration Services Agency website.

If you request our services, we will prepare the documents that are considered most likely to maximize approval, based on the required documents listed on the Immigration Services Agency website and tailored to your situation.

(Added) By Status of Residence: Key Differences in Required Documents (Summary Table)

The required documents for a Certificate of Eligibility (COE) application vary significantly depending on the status of residence (type of activities). It is efficient to first confirm the common documents and then review the “differences by status of residence.”

Common (often required in many cases)

• COE application form (official format)
• Photograph (must meet the required specifications)
• Copy of the applicant’s passport (if required)
• Return envelope and, if necessary, a letter of attorney/authorization (for proxy applications)
• Translations (if documents are in a foreign language)

Status of Residence (Examples)	Documents Often Critical as “Differences” (Examples)	Practical Notes
Work-related (e.g., Engineer/Specialist in Humanities/International Services)	Employment contract / offer letter, job description, company documents (corporate registry, financial statements, etc.), education and work history documents	The key is the relationship between job duties × education/work history. Pay attention to inconsistencies in wording and contradictions regarding start dates.
Student	Admission/attendance documents, financial support materials (remittance/bank balance), guarantor and sponsor documents	It is strong if you can explain the sponsor’s income and remittance flow.
Spouse (Spouse of Japanese National / Permanent Resident, etc.)	Family register (koseki) copy, marriage certificate, planned cohabitation and living plan, relationship evidence (photos/SNS, etc.), income and tax/social insurance documents	Two pillars: genuine marital relationship and stable life. If the living plan is thin, additional documents are more likely to be requested.
Dependent	Primary resident’s residence card and employment/school documents, income and tax documents, family relationship documents, living expense plan	It is important to explain the income level in relation to the number of dependents.
Technical Intern Training, etc.	Accepting organization and program documents, contract-related documents, education and living support system documents (depending on program requirements)	Confirming the program requirements is essential. Required documents vary depending on “which program framework applies.”

For immigration applications, the burden of proof lies with the applicant.

Therefore, submitting all the required documents above does not necessarily guarantee approval, and depending on the case, it may be advisable to add supporting evidence and/or a written explanation of circumstances.

5. How to Fill Out the COE Application Form: Writing Tips & Examples (Common Pitfalls)

The most common causes of deficiencies in a “Certificate of Eligibility (COE) application” are how the form is completed and the consistency between the form and the supporting documents. Here, we summarize what immigration officers check and the practical “pitfalls” that applicants often overlook.

Sample Entries (How Detailed Should You Be?)

Consistency is crucial in the application form. Below is a “template” for writing (actual field names vary depending on the official form).

*The above examples are “guidelines for writing.” Ultimately, optimization is required depending on the type of status of residence, the accepting organization’s situation, and the applicant’s background.

6. Online COE Application: Who Can Apply, How It Works, and Key Precautions

COE applications can be filed either via online application or in-person submission at an immigration office counter.
However, please note that online does not automatically mean “faster and easier.” The best method differs depending on your position and the details of your case.

1. Typical Cases Where Online Application May Be Available (General Guide)

Who Submits Online	Typical Scenarios	Key Point
Accepting company/school, etc. (accepting organization)	Work or study cases where the accepting side leads the procedure	Availability and speed may vary depending on the accepting organization’s internal operations (responsible department and internal workflow)
Authorized application intermediary (immigration lawyer, etc.)	A wide range of cases including work, study, spouse, and dependent	Easier to design overall consistency and handle additional document requests
Proxy in Japan (relatives, etc.)	Cases such as inviting an overseas spouse via a domestic proxy	Online availability varies by case, so consider the best route including counter submission

2. Differences Between Online Application and Counter Submission

Item	Online Application	Counter Submission
Who Can Apply	Accepting organization / authorized intermediary (immigration lawyer, etc.) *In principle, the foreign national applicant cannot apply	Proxy in Japan (relatives, employer) Authorized intermediary (immigration lawyer, etc.)
Submission Method	Electronic submission via the Immigration online system	Submit directly at the counter of the jurisdictional immigration office
Travel / Waiting Time	Not required (possible from anywhere in Japan)	Required (waiting time may occur during busy periods)
Handling Additional Documents	Notifications and submissions online *If you notice late, reviews are more likely to stall	Handle via counter or postal submission Easier to provide flexible explanations depending on the situation
Handling Errors / Defects	Generally returned or correction instructions issued On-the-spot corrections are not possible	For minor issues, there are cases where they are pointed out on the spot
Processing Time	Basically the same as counter submission (shortening is not guaranteed)	Basically the same as counter submission
How to Send the COE After Issuance	The original is received within Japan Sending to the overseas applicant is generally by mail *Issuance itself is not fully digitized by Immigration	After receiving the original within Japan, send it overseas by mail *A scanned copy (sent by email) should be used only as supplementary
Best-Fit Cases	・Standardized work/study cases ・Applications led by the accepting organization ・Cases involving an authorized intermediary	・Spouse/dependent cases requiring extensive explanations ・Cases where explaining background, income, and living plan is important

7. COE Application Process and Processing Time

A Certificate of Eligibility (COE) application is a procedure filed with the Immigration Services Agency of Japan by a proxy in Japan (such as a spouse, relative, or employer) on behalf of a foreign national who intends to enter Japan from overseas.

Currently, in addition to submitting at the immigration counter, it is also possible to use the online application system (Immigration Online System).

1. Application Flow

*1 A brief interview may be conducted at the Japanese embassy/consulate when issuing the visa. Depending on the outcome, the visa may not be issued.

*2 The validity period of the Certificate of Eligibility (COE) is 3 months (90 days) from the date of issuance. If you do not enter Japan within this period, the certificate becomes invalid, so caution is required.

2. Immigration Processing Time

Processing times are published and updated monthly. Please check the latest average processing days at the link below.

8. COE Application Q&A

A Certificate of Eligibility is like a “pre-screening approval” showing that Immigration has reviewed in advance which status of residence the applicant will hold after entering Japan.

On the other hand, a visa (entry visa) is issued by a Japanese overseas mission (embassy/consulate) and functions like a “letter of recommendation” permitting entry into Japan. Typically, the process is: first obtain a COE from Immigration in Japan, and then apply for a visa at the local Japanese embassy/consulate by attaching the COE.

Yes. A COE application may be submitted by a proxy such as a relative living in Japan or the employer/accepting organization in Japan.

For example, when a Japanese national living overseas relocates to Japan with a foreign spouse, it is common for parents or siblings living in Japan to apply as the proxy. In that case, the proxy’s address and name are entered on the application form, and a letter of attorney/authorization and documents showing the family relationship may be attached if necessary.

Processing times vary depending on the status of residence, the application details, and Immigration’s workload, but generally it is estimated at about 1 to 3 months. If there are missing documents or inconsistencies, it may take longer.

In principle, there is no system to “expedite” the review, so the most effective measure is to apply early and eliminate deficiencies before submission.

Yes. Even if a COE is not issued, it is possible to reapply based on the reasons. However, applying repeatedly with the same contents often does not change the outcome. It is important to carefully analyze the reason for non-issuance (income, marital history, residence history, credibility of submitted documents, etc.) and review the supporting evidence. If you receive a notice of non-issuance, we recommend consulting a professional based on that notice and considering whether and when to reapply.

When relatives in Japan apply as the proxy for a COE, it is important first to ensure the proxy’s address and contact information are correctly stated on the application form. In addition, you should carefully prepare: (1) evidence that the marriage between the Japanese national and the foreign spouse is genuine (family register copy, marriage certificate, photos, etc.), (2) documents showing the planned residence and living plan in Japan (cohabitation address, employment plan, who bears living expenses, etc.), and (3) documents showing the relationship with the proxy relatives. Since some documents may need to be obtained and translated overseas, it is best to start preparing early by counting backward from the planned return date.

In principle, visa applications are made by submitting the “original” Certificate of Eligibility (COE).
Therefore, a COE issued in Japan should generally be sent to the overseas applicant by postal mail.

Some countries/regions and Japanese overseas missions may accept scanned data (PDF, etc.), but this is an exceptional practice, and it is not accepted for all countries or all applications.

Even within the same country, depending on the application details (type of status of residence, past residence history, review circumstances, etc.), there are cases where the original is required. Therefore, if you proceed on the assumption that email alone will suffice, you may later need additional submission or to redo the application.

In practice, the most reliable approach is to mail the original COE overseas and then apply for the visa.
Email delivery (scanned data) should be used only as a supplementary method and only when the overseas mission provides guidance or gives specific instructions.

9. Approved COE Application Case Examples

At ACROSEED Immigration Lawyer's Office, we have obtained approvals for a wide range of COE cases, including cases where applicants applied by themselves and were denied, as well as cases where entry into Japan is difficult due to past illegal stay or legal violations.

See more customer testimonials here

10. Overview of the COE Application Filing Service

1. Service Overview

This service is designed to obtain a Certificate of Eligibility (COE) from the Immigration Services Agency of Japan.

We will support you to maximize your approval likelihood and obtain your COE smoothly.

We can assist with the following cases.

If you would like to invite someone living overseas for a short stay within 90 days, please see the page below.

Short-Term Visa (Tourist Visa) Application

As the name “tourist visa” suggests, a short-term visa is intended for people who wish to enter Japan for a short period for purposes such as tourism, visiting relatives, sports, or business meetings.

2. What This Service Includes

1. Proposing and preparing the submission documents that are expected to maximize the approval likelihood
2. Filing the application with Immigration and handling the stamping procedures upon approval
3. Checking progress during the review period and responding to requests for additional documents
4. Free re-application in the event of a denial
5. Advice for interviews at Japanese overseas missions

3. Benefits of Hiring ACROSEED Immigration Lawyer's Office