Your Questions About The Certificate Of Eligibility Answered

A Certificate of Eligibility is an A5-sized paper that is crucial for getting your work visa for Japan.  It’s your ticket to work in Japan,  issued by Japan’s Immigration Bureau. It acts as proof of your eligibility to work in the country. 

This is what a Certificate of Eligibility (issued in 2024) looks like:

A number of different visas are linked to the COE. Specific requirements for the COE depend on the type of visa you are applying for. 

There are three work visas which relate to teaching and education in Japan:

• Instructor Visa: The most common work visa for public school TEFL teachers. 
• Engineer/Specialist in Humanities/International Services Visa: Required by private language institutions known as eikaiwa. 
• Qualified teachers who are employed by universities will apply for a Professor Visa.

Dealing with the COE can be a confusing experience. But don’t worry, we’ll clear up any confusion by answering some of your most burning questions about this tiny but crucial piece of paper. 

Yes, if you’re travelling to Japan for tourism purposes. 

Yes, if you’re a Japanese passport or residence permit holder.

No, if you plan to stay long-term (for work, study, or activities not covered by other visa types) or engage in paid work.

No, if you want to enter Japan on the Digital Nomad Visa.

Not exactly! But you can’t apply for your visa without a COE.

The COE alone won’t grant you entry into Japan. A COE does not guarantee a successful visa application. Applying for a COE is the first step in the visa application process. 

The good news is, unlike a visa, the COE is free. 

You need someone to act as your sponsor for the COE. You won’t apply for the COE; the sponsor applies on your behalf. For prospective teachers, your sponsor will be your employer. They will let you know exactly what documents you need for your COE application.

What documents are we talking about? Here’s a list:

• Certificate of Eligibility application form
• A clear copy of your passport
• A recent passport photo
• Resume
• Proof of education
• Additional documents related to the purpose of travel, such as an employment contract

Provided you submit all the relevant documentation, it can take anywhere from one to three months. Of course, the timeline is flexible and depends on circumstances. 

Your COE is connected to your job. Changing jobs throws a spanner in the works and invalidates your COE. You’ll need to reapply for a new COE connected to your new role. 

It means that they are handling the application for you. This is the norm in Japan.

There’s not much you can do to speed up the process on your side apart from providing the correct documentation the first time. Start the application process early to avoid disappointment. 

No job offer, no COE! Your Certificate of Eligibility is linked to your job offer, so you need the offer first. 

No, because a COE is linked to a specific job offer. Any change in this regard (such as a new employer) invalidates your COE. 

You’ll have to apply for a replacement. Make sure your sponsor knows what’s happened so they can assist. The Immigration Bureau already has the documentation you provided for your original application, so the process for replacement may differ. You may need a police affidavit explaining what happened and provide proof of identification.

If you have an electronic version of your COE, you may use this for your visa application while you wait for a new hard copy to be issued.

Yes, but Japan’s immigration services are not required to provide reasons for rejections. A rejection simply means that you haven’t met the requirements.

Here are some possible reasons your COE could be rejected: 

• Administrative errors 
• Not providing all required documents
• Submitting false or inaccurate information
• No university degree
• Lack of work experience
• Insufficient funds needed to cover relocation costs
• A criminal record that cannot be overlooked
• Your reasons for wanting a visa are unclear
• Issues with your sponsor
• A previous unsuccessful visa application
• Re-applying too soon after a visa application rejection
• Holding a valid visa or re-entry permit

If your COE has been rejected, you can reapply after identifying the issues and correcting the errors. 

You can use an emailed version of your COE for your visa application while you wait for the certificate to arrive. A printed copy will also do. 

Remember that immigration may be experiencing high volumes of applications, especially if it is a busy time of year like the start of the academic year, so factor that into your calculations.

No, but it must be used within three months of issuance. Use it quickly and apply for your visa.

Interviews are generally not required, but in certain cases may be necessary. 

For example, if there are doubts about the authenticity of your documents, or if additional information is needed that wasn’t included in your application. Some countries may have interview requirements as part of the visa process.

You need a valid visa. Remember, the Certificate of Eligibility is the first step towards getting a visa, and you will need both the COE and a visa to enter Japan. Both the COE and your visa must be valid for entry into Japan.  

You need a sponsor to initiate the application process for a COE. This is usually your employer or educational institution. 

The sponsor contacts the Japan Immigration Services Agency on your behalf. Your sponsor then provides relevant information to Immigration.  

From your side, once you have collated the required documents, send them to your sponsor in Japan. Your sponsor takes the documents to the Regional Immigration Bureau for processing. 

Once your COE is issued, your sponsor collects and mails you the certificate. You will also receive an email copy of it in the interim. You can use the email version, the original or a copy to apply for your visa.

The average processing time is one to three months, but this can vary from as little as two weeks to as long as five months! 

Kirsten, the Content Manager at The TEFL Academy, applied for a job in Japan in 2022. This is her timeline: 

Now that the Certificate of Eligibility is no longer a mystery, you’re one step closer to mastering your Japan visa application. Don’t let paperwork hold you back. Start gathering your documents today and make sure your COE application goes over without a hitch!

If you’re feeling overwhelmed, reach out to your sponsor for guidance. They’ll support you every step of the way. 

Read more: How to Work & Live in Japan as a Foreigner