Required Documents & Statement of Reasons for a Spouse Visa of a Japanese National | Key Examination Points and Practical Preparation Tips (Latest Edition)

When applying for a Spouse Visa of a Japanese National (status of residence: “Spouse or Child of Japanese National”), it is not sufficient to merely satisfy formal requirements such as family registers or marriage certificates. It is essential to demonstrate, in a consistent and coherent manner throughout the submitted documents, both the substance of the marital relationship and the stability of the couple’s life in Japan. In recent years, while international marriages formed through SNS or online platforms have increased, immigration authorities tend to examine more carefully the specific history of the relationship, cohabitation and financial unity, and compliance with public obligations (taxes, insurance, pension, etc.). This page provides a practical overview of the required documents and how to prepare an effective Statement of Reasons.

1. Fundamentals of Examination: What This Application Must Prove

In simple terms, the examination of a Spouse Visa of a Japanese National is a comprehensive assessment of the following two points:

• Authenticity and continuity of the marital relationship (whether the marriage reflects an actual shared life rather than a formality)
• Stability of the living foundation (whether the couple can continuously live in Japan with sufficient income, housing, and compliance with public obligations)

Therefore, the required documents should not merely be “collected,” but should form a consistent and coherent narrative as a whole. For example, discrepancies such as being listed as the same household on the resident record while the lease remains under a single name, or a lack of explanation regarding living expenses, may lead to requests for additional documents or closer scrutiny.

2. Overview of Required Documents (Checklist by Category)

A. Basic Application Documents (Application Forms, Photos, and Identity)

• Application for Certificate of Eligibility (COE), or Application for Change / Renewal of Status of Residence
• Photographs (must meet size and validity requirements)
• Family Register (Koseki Tohon) of the Japanese spouse showing the marriage
• Marriage certificate issued by the foreign country (official document in accordance with the country/region’s system)
• Copy of the applicant’s (foreign spouse’s) passport, if available

Note: Marriage certificates issued overseas may be titled and formatted differently depending on the country, such as “Certificate of Marriage,” “Marriage Registration Certificate,” or “Family Relationship Certificate.” When necessary, attach a Japanese translation and ensure that the issuing authority, issue date, and parties’ information are clearly identifiable.

B. Documents Demonstrating Living Stability (Income, Housing, and Public Obligations)

• Tax certificates (taxation or non-taxation) and residence tax payment certificates
• Certificate of employment / employment contract / recent salary statements
• Copies of bank passbooks showing savings (to substantiate living expenses)
• Resident record listing all household members and relationships
• Lease agreement for the shared residence or mortgage-related documents
• Documents showing enrollment in health insurance and pension systems (if required)

In recent years, payment of taxes, pension, and health insurance has been closely examined, and any non-payment or delay may require explanation. Even if there were past issues, preparing documents showing that the matter has already been resolved, and clearly explaining the “background → correction → prevention of recurrence” in the Statement of Reasons, can help ensure a stable evaluation.

C. Documents Demonstrating the Authenticity of the Marriage (Relationship, Cohabitation, Communication)

• Questionnaire (relationship history, language of communication, marital history, travel history, family background, etc.)
• Photographs (chronological order and variety of situations are important)
• Communication records (SNS, call logs, emails, etc., showing continuity from the relationship’s beginning to the present)
• Evidence of travel and meetings (air tickets, passport entry/exit stamps, hotel reservations, etc.)
• Proof of cohabitation and shared finances (utility bills, household expense allocation, remittance records, etc., as necessary)

3. How to Think About “Supporting Documents” That Make a Difference in the Examination

Immigration authorities are more likely to have doubts in cases that include the following “elements that are easily misunderstood.”

• A short relationship period / few in-person meetings due to a primarily online relationship
• A large age gap / complicated family circumstances such as remarriage or having children
• Living separately (even with a reasonable reason such as a temporary job transfer, caregiving, or schooling, an explanation is required)
• Recently changed jobs or fluctuating income / difficulty explaining income as a self-employed person
• Past residence history (involvement of overstay, deportation, refugee application, etc.)

These are not an “automatic rejection,” but by carefully strengthening your application with a Statement of Reasons + supporting evidence, you can make it easier for the application to be approved. What matters most is not quantity, but chronological consistency and specific details that clearly convey the reality of your life together.

4. Cases Where a Statement of Reasons (Explanatory Letter) Is Needed

A Statement of Reasons is not a “fixed form” that everyone must submit, but we strongly recommend submitting one in the following situations.

• The relationship history is complex and cannot be sufficiently conveyed by the questionnaire alone
• An explanation of marital authenticity is necessary (e.g., living separately, long-distance relationship, or recently started cohabitation)
• Income is unstable / an explanation of living stability is needed due to a recent job change or becoming self-employed
• There were unpaid or delayed public obligations (tax, pension, insurance), and background explanation is required
• There were past residence-related issues (e.g., overstay), and an explanation of improvements is required

The purpose of the Statement of Reasons is to proactively address what immigration authorities are likely to verify and reduce the risk of additional document requests. Conversely, if the Statement of Reasons is too long, overly emotional, or unclear about facts, it may increase doubts. Keep in mind: “short, specific, and supported by evidence.”

5. How to Write a Statement of Reasons (Template Structure & Sample Text)

(1) Recommended Structure (This Order Is Easy to Read)

1. How you came to marry (chronological): meeting → dating → proposal → marriage registration
2. Current living situation: address of cohabitation, household expense sharing, daily life
3. Work, income, and living foundation: employer, expected income, savings, housing
4. (Only if applicable) Explanation of concerns: reason for living separately, age gap, short relationship, past circumstances, etc.
5. Future living plans: continuing residence in Japan, family plans, employment plans, etc.

(2) Short Sample (General-Purpose)

(3) How to Write When You Live Separately (Key Points)

If you live separately, present both “the reason is reasonable” and “the marital relationship is continuing in substance.” Examples include a job transfer order, caregiving circumstances, or schooling needs. In addition, strengthen your explanation with supporting documents showing regular visits, sharing of living expenses, and communication records.

6. Common Reasons for Denial or Additional Document Requests and Countermeasures

• Inconsistencies across documents: mismatches in resident record, address, employer, or relationship history → unify details in a final review
• Too few photos / overly edited photos: weak chronological flow, few photos with family, little everyday-life context → strengthen with “diverse situations”
• Insufficient income explanation: recent job change, self-employment, variable income → explain using contracts, sales records, savings, and a household budget table
• Unpaid public obligations: delays in residence tax, pension, or insurance → resolve first, then briefly explain background and improvements in the Statement of Reasons
• A relationship history that leaves doubts: short relationship, few in-person meetings → add proof of meetings plus specific details showing how marriage intentions were formed

7. Approved Case Examples of Spouse Visas of Japanese Nationals

We introduce real approved cases (customer testimonials) where clients obtained a Spouse Visa of a Japanese National in a wide range of situations, such as new applications after an international marriage, changes from student/work visas, cases with a large age gap or a short relationship period, and re-applications after a denial. Please review the case examples that are closest to your situation.

1. Case Example: Inviting a Spouse from Overseas with a Certificate of Eligibility (COE) for “Spouse or Child of Japanese National”

	VOL.177 Mr./Ms. M (Tunisia)
	[Approved Case] Example of Obtaining “Spouse or Child of Japanese National” through a COE Application

2. Case Example: Obtaining “Spouse or Child of Japanese National” through a Change of Status of Residence

	VOL.176 Mr./Ms. S (United States)
	[Approved Case] Approved Change from a Student Visa to a Spouse Visa of a Japanese National

3. Case Example: Changing to “Spouse or Child of Japanese National” after Entering Japan on a Short-Term Visa

	VOL.157 Mr./Ms. K (China)
	[Approved Case] Example of Changing to “Spouse or Child of Japanese National” after Entering Japan on a Short-Term Visa

See the full roundup of Spouse Visa approved case examples here

Customer Testimonials Received on Google Reviews

8. Summary: Five Final Checks Before Submission

The required documents and the Statement of Reasons for a Spouse Visa of a Japanese National work together as a set to consistently demonstrate both “the authenticity of the marriage” and “stability of life” to Immigration. Before submission, be sure to confirm the following five points.

1. Does the timeline feel natural? (Can you explain—from meeting to marriage to cohabitation—without contradictions?)
2. Have you shown cohabitation and financial unity? (resident record, housing documents, and an explanation of household expense sharing)
3. Can you explain the balance between income and expenses? (stability, outlook, and savings)
4. Are public obligations such as taxes, insurance, and pension in order? (If unpaid, resolve this with top priority.)
5. Have you proactively addressed points that require reinforcement? (living separately, short relationship, age gap, past circumstances, etc.)

9. Support System of ACROSEED Immigration Lawyer's Office

A spouse visa application is not only about collecting documents. It is essential to proactively align the entire set of materials by anticipating the points Immigration is likely to check.
From the initial planning stage, our office identifies potential risk factors and provides end-to-end support—covering submission order, supporting documents, and the overall strategy for the Statement of Reasons.

Nationwide support: Managed mainly via email and online. Clients outside the area receive the same quality of support.

Multilingual support: Consultations available in English and Chinese.

Clear progress tracking: Check application status and required documents through an online system.

Support for difficult cases: Extensive experience with cases likely to face closer scrutiny, including re-applications after denial.

Transparent fees: Clear fee structure designed to minimize unexpected additional charges.

Support even after a denial: If denied, we provide a free re-application and thorough support until approval.

Information security: We properly manage personal information under operations based on ISO27001.

Pages Often Read Together When Applying for a Spouse Visa of a Japanese National

[FY2025 Edition] Spouse Visa of a Japanese National (Marriage Visa) Application Guide

An administrative scrivener explains the requirements for obtaining a spouse visa (marriage), working under a spouse visa, applying for permanent residency from a spouse visa, what happens in the event of divorce under a spouse visa, required documents, and more.

[FY2025 Edition] Spouse Visa of a Japanese National Renewal Procedures Guide

Renewal procedures for a Spouse Visa of a Japanese National (Marriage Visa). An administrative scrivener explains the required document checklist, how to avoid denial cases, and key points to prove eligibility for obtaining a 3-year or 5-year period of stay.

Applying for Permanent Residency from a Spouse Visa of a Japanese National

At ACROSEED, we have a proven track record not only with first-time spouse visa applications, but also with cases that were denied multiple times when filed by the applicant alone, as well as procedures for those with past legal violations or a history of overstaying—across a wide variety of situations.

For More Detailed Questions About the Spouse Visa System

Please explain the requirements for obtaining a Spouse Visa of a Japanese National in detail
Periods of stay for a Spouse Visa of a Japanese National: Differences between 1 year, 3 years, and 5 years
Required documents & Statement of Reasons for a Spouse Visa of a Japanese National: Key examination points and preparation tips (Latest Edition)
How to invite a foreign spouse living overseas to Japan with a COE
Can we apply for a Certificate of Eligibility while both spouses remain overseas?
Changing from a short-term visa to a Spouse Visa of a Japanese National: General rules and exceptions
How to change from a student/work visa to a spouse visa
My spouse visa application was denied (COE not issued). Can I re-apply?