Trainee - Required Documents
The Trainee visa status is for activities involving being accepted by a public or private organization in Japan and acquiring skills, etc. at the organization’s place of business. (Excluding activities falling under Technical Intern Training and Student)
| Applicable Activities | Activities of being accepted by a public or private organization in Japan to acquire skills, etc. (excluding Technical Intern Training and Student) |
|---|---|
| Examples | Trainees |
| Period of Stay | 1 year, 6 months, 3 months (For foreign doctors, etc. undergoing clinical training with particle beam irradiation equipment for medical treatment: 2 years, 1 year, 6 months, 3 months) |
Required Documents by Application Type
Important Notes Before Applying
- For questions about how to fill out the application form and required documents, please contact the Immigration Information Center. (TEL: 0570-013904)
- If the application is submitted with incomplete documents, the examination may be significantly delayed or the application may be denied.
- All certificates issued in Japan must be submitted within 3 months from the date of issuance.
- Documents written in a foreign language must be accompanied by a Japanese translation.
- Submitted documents will not be returned in principle. If you wish to have them returned, please inform the office at the time of application.
- Additional documents may be requested depending on the form of acceptance of the trainee and the skills, etc. being acquired.
- Certificates of registered matters can be requested online from the Legal Affairs Bureau website.
Certificate of Eligibility Application (New)
This application is for those who wish to newly enter Japan with the Trainee visa status.
1. Application for Certificate of Eligibility - 1 copy
2. Photograph - 1
4cm (H) x 3cm (W), a clear photo taken from the front with no hat and plain background within 6 months prior to the application. Write the applicant’s name on the back of the photo and attach it to the photo section of the application form. It is also acceptable to print the photo directly on the application form, but you may be asked to retake the photo if it does not meet the specifications.
3. Return envelope - 1
Write the recipient’s address on a standard envelope and attach stamps for simplified registered mail.
4. Documents proving the content, necessity, location, period, and treatment of the training
- (1) Letter of Invitation - 1 copy: Describe the skills, etc. to be acquired, circumstances of the invitation, necessity of the training, etc. (free format)
- (2) Training Implementation Schedule - 1 copy: Prescribed form (PDF)
- (3) Summary of Trainee Treatment - 1 copy: Reference form (PDF)
- (4) If training was conducted outside Japan, the following materials:
- Materials proving the relevance to the training to be conducted in Japan - 1 copy
- Materials proving the name, location, training facilities, and overview of the overseas training institution - 1 copy
- Materials proving the training content, training hours, training period, training instructors, and other details of the training conducted - 1 copy
- The training must be non-practical training of at least 1 month and 160 hours or more conducted within 6 months prior to the scheduled date of entry.
5. Documents proving that the applicant will engage in work requiring the skills, etc. acquired in Japan after returning to their home country
One of the following:
- (1) Trainee Dispatch Letter - 1 copy: Prepared by the home country organization, stating the applicant’s position and job type after returning (free format)
- (2) Certificate of Expected Reinstatement - 1 copy: Prepared by the home country organization, certifying the current position and job type, and expected reinstatement after returning (free format)
6. Documents proving the applicant’s work history
Resume (including work experience, free format) - 1 copy
7. Documents proving the training instructor’s work history
Training instructor’s resume (including work experience, free format) - 1 copy
A training instructor refers to a full-time employee of the Japanese organization accepting the applicant, who has 5 or more years of experience in the skills, etc. to be acquired.
8. Materials proving the overview of the dispatching organization (preparatory organization)
- (1) Preparatory Organization Overview - 1 copy: Prescribed form (PDF)
- (2) Brochure of the dispatching organization or official document certifying its corporate registration - 1 copy (reflecting the latest information)
A dispatching organization (preparatory organization) refers to a foreign organization in the country where the applicant has nationality or address, such as the applicant’s affiliated organization or other organizations involved in the preparation of the activities the applicant intends to engage in Japan.
9. Materials of the accepting organization
- (1) Accepting Organization Overview - 1 copy: Reference form (PDF)
- (2) Certificate of registered matters (certificate of all historical matters) or brochure showing the overview of the accepting organization - 1 copy
- (3) Profit and loss statement, balance sheet, etc. as appropriate
10. If there is a mediating organization, materials proving its overview
- (1) Mediating Organization Overview - 1 copy: Reference form (PDF)
- (2) Certificate of registered matters (certificate of all historical matters) or brochure showing the overview of the mediating organization - 1 copy
- (3) Profit and loss statement, balance sheet, etc. as appropriate
11. For foreign doctors, etc. undergoing clinical training with particle beam irradiation equipment for medical treatment (if applicable)
In addition to documents 1~10 above, 1 copy of a document proving that the applicant is being dispatched as part of the duties of the organization to which the applicant belongs in the country where the applicant has nationality or address.
If someone other than the applicant submits the application documents, it is necessary to present a document proving the identity of the person submitting the documents (company ID card, etc.).
If the name on the Certificate of Eligibility differs from the name on the passport, it may take time to complete the procedures for entry into Japan, so please also submit a copy of the passport if possible.
Extension of Period of Stay Application
This application is for those who are already residing in Japan with the Trainee visa status and wish to continue the same activities.
1. Application for Extension of Period of Stay - 1 copy
2. Photograph - 1
4cm (H) x 3cm (W), a clear photo taken from the front with no hat and plain background within 6 months prior to the application. Not required for those who are not mid-to-long-term residents or those requesting an extension of 3 months or less.
3. Passport and Residence Card - for presentation
4. Training Implementation Schedule - 1 copy
Submit a copy of the schedule submitted at the time of the Certificate of Eligibility application. If there are changes to the plan, indicate the changes in red and submit.
5. Documents proving the progress of the training
Training and Living Conditions Report - 1 copy: Prescribed form (PDF)
If someone other than the applicant submits the application documents, it is necessary to present a document proving the identity of the person submitting the documents (agent certificate, family register, etc.).
Reference Links
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