Complete Guide to the COE (Certificate of Eligibility) Issuance Process

Getting a job offer from a Japanese company does not mean you can enter Japan right away. First, you need to obtain a COE (Certificate of Eligibility).

The COE is a pre-entry screening process that verifies your eligibility to work in Japan. You need this document to apply for a work visa at the Japanese embassy.

What is a COE?

COE stands for Certificate of Eligibility (在留資格認定証明書) in Japanese.

It is issued by the Immigration Services Agency of Japan (出入国在留管理庁).

This certificate verifies:

Whether the applicant’s educational background and work experience are suitable for the status of residence
The stability and legality of the employing company
The relevance of job duties to the status of residence
Whether the salary level is equal to or higher than that of Japanese workers

In other words, it is a pre-screening process to determine “Is there any problem with this person performing the relevant activities in Japan?”

When COE Is and Is Not Required

Category	COE Required?
First-time entry to Japan from overseas (employment, study, etc.)	Required
Change of status of residence within Japan (e.g., student to work)	Not required
Extension of period of stay	Not required
Short-term stay (sightseeing within 90 days, etc.)	Not required
Re-entry after departure with re-entry permission	Not required

COE is mainly required when entering Japan for the first time from overseas. If you are already residing in Japan and wish to change your status of residence, you apply for a “Change of Status of Residence” instead of a COE. For detailed procedures, see Status of Residence Application Process Guide.

Step-by-Step COE Issuance Process

Step 1: Sign Employment Contract with Japanese Company

First, sign a formal employment contract with the Japanese company. Typically, COE preparation begins after receiving the job offer letter.

Things to verify at this stage:

Whether the employment contract clearly states the job duties, salary, workplace, and contract period
Whether the job duties match the status of residence you are applying for
Whether the salary is equal to or higher than that of Japanese workers performing the same duties

Step 2: Company Applies to the Immigration Bureau in Japan

The COE application is usually handled by the company. This is because the applicant is overseas.

The application is submitted to the regional Immigration Services Agency office with jurisdiction over the company’s location. For jurisdiction information, see Immigration Bureau Application Locations by Residence.

Required Documents

Applicant’s documents:

Certificate of Eligibility application form (downloadable from the Immigration Services Agency website)
ID photo (4cm height x 3cm width, taken within the last 3 months). For detailed specifications, see ID Photo Requirements Guide
Return envelope (with 404 yen worth of stamps attached)
Graduation certificate or degree certificate (original or notarized copy)
Resume (including educational and work history)
Japanese Language Proficiency Test certificate (if applicable)

Company’s documents:

Copy of employment contract
Company registration certificate (issued within the last 3 months)
Job description (with detailed description of job duties)
Financial statements (for the most recent fiscal year)
Materials explaining the company’s business activities (company brochure, business report, etc.)

Differences based on sponsoring organization category:

The Immigration Services Agency classifies sponsoring organizations into 4 categories, and required documents vary by category.

Category	Applicable Organizations	Required Documents
Category 1	Listed companies, government agencies, independent administrative agencies, etc.	Minimal documents (copy of quarterly report, etc.)
Category 2	Organizations with withholding tax of 10 million yen or more in the previous year	Simplified documents
Category 3	Organizations with withholding tax of less than 10 million yen in the previous year	Detailed documents (financial statements, business description, etc.)
Category 4	Others (including newly established companies)	Most detailed documents (business plan, etc. in addition)

Large companies in Categories 1 and 2 require fewer documents and reviews are relatively faster. In contrast, small and medium-sized companies in Categories 3 and 4 require more documents.

Online Application

Since March 2023, COE applications can also be submitted online. Employees of the sponsoring organization, lawyers, and administrative scriveners can use the “Residence Application Online System” to apply.

Step 3: Review (Takes 1-3 Months)

The average review period is 1 to 3 months.

The timeline varies based on the following factors:

April hiring season: Applications are concentrated from January to March, which tends to extend review periods
Company size and category: Category 1 and 2 companies are processed relatively quickly
Job specialization: Applications are more favorable when job duties are clear and highly relevant to the applicant’s major
Relevance of major to job duties: If the university major has low relevance to job duties, additional review may be needed
Whether additional documents are requested: Requests for additional materials cause further delays

Step 4: COE Issuance

Once the review is approved, the COE is issued. The company forwards it to the applicant (by mail or electronic COE).

About Electronic COE (電子的COE):

Electronic COE was introduced in March 2023
You can receive the COE via email instead of postal mail
The electronic COE can be displayed on a smartphone for visa applications and immigration inspection
Eliminates the waiting period for postal delivery, speeding up the overall process

COE validity period: 3 months from the date of issuance. You must enter Japan within this period.

Step 5: Apply for Visa at Japanese Embassy in Your Home Country

After receiving the COE, apply for a work visa at the Japanese embassy or consulate in your home country.

For example, if you are in Korea, you apply for the visa at the Embassy of Japan in Korea or the consulate with jurisdiction over your area.

Documents required for visa application:

Visa application form
Passport
ID photo
COE original or electronic COE
Other documents required by the embassy

Note: The embassy or consulate where you can apply for a work visa depends on your home address, so be sure to check in advance!

Visa issuance typically takes 3 to 7 days.

Step 6: Enter Japan and Receive Residence Card

After passing immigration inspection at a Japanese airport, you receive your residence card.

Airports that issue residence cards:

Narita Airport
Haneda Airport
Kansai Airport
Chubu Airport
New Chitose Airport
Fukuoka Airport
Hiroshima Airport

If you enter through a different airport, your residence card will be sent by mail when you register your address at your local municipal office.

This step must be completed before you can officially start working.

Most Common Issues in COE Applications

Here are the main reasons COE applications are denied. Review these in advance to prepare.

Reason for Denial	Explanation	How to Address
Mismatch between major and job duties	The relevance between the university major and job duties is not recognized	Specifically describe the relevance of the major to the job in the job description
Insufficient company financial status	Concerns about business stability for companies with losses or newly established companies	Submit supplementary materials such as business plans and future revenue projections
Salary below standards	Salary lower than the average for Japanese workers in the same occupation	Review the salary level or provide a reasonable explanation
Vague job description	Job duties that may be deemed simple labor	Describe job duties specifically to highlight the required expertise
Missing documents	Required documents not submitted or incomplete	Verify with a checklist before submission

Screening tends to be more thorough for small and medium-sized companies (Categories 3 and 4). For detailed denial reasons, see Visa Rejection Reasons and How to Address Them.

What to Do If Your COE Is Denied

If your COE is denied, the following actions are possible:

Confirm the reason for denial: You can inquire about the reason with the Immigration Services Agency
Reapply after addressing the issues: You can reapply after resolving the reason for denial. There is no limit on the number of reapplications
Consult an administrative scrivener: Getting professional help to improve your documents is also an option
Consider a different status of residence: If the current status of residence is difficult, explore the possibility of a different one

Total Timeline Summary

Stage	Average Duration
Document preparation	1-2 weeks
COE review	1-3 months
COE postal delivery	1-2 weeks (instant for electronic COE)
Visa issuance	About 1 week
Total	About 2-4.5 months

Therefore, it is safest to start preparation at least 3-4 months before your intended start date. If you are targeting an April start, it is best to begin the application in early December.

In Closing

Working in Japan does not end with receiving a job offer. You need the COE before you can enter Japan.

Many people think “job offer = done,” but in reality, COE screening is the most critical gateway.

By preparing your documents thoroughly and allowing sufficient time, you can smoothly obtain your COE.