What Paperwork Do You Need For a Visa in Japan?

TEFL teachers need different visa types based on their workplace. While there is no official TEFL visa, there are three work visas related to teaching in Japan:

• Instructor Visa for public schools
• Engineer/Specialist in Humanities/International Services Visa for private language institutions
• Professor Visa for universities

However, the first two are the most common for TEFL teachers. The differences between the two visas may be subtle, so let’s break down what sets them apart. 

The Instructor Visa

The Instructor Visa offers teaching at institutions with the government’s seal of approval, like private and public schools, and certain international schools and vocational schools. 

Instructor Visa limitations: Instructor Visa holders are restricted from teaching at informal schools, colleges or universities.

The Specialist in Humanities Visa

The  Specialist in Humanities Visa covers three main categories: engineer, specialist in humanities, and international services. TEFL teachers fall under the international services category, which includes roles related to language teaching, translation and interpreting. The Specialist Visa for TEFL teachers is suitable for private institutions, like conversation schools called eikaiwas, not formally recognised under the School Education Act. 

Read more: Navigating Japan’s TEFL Scene: The 6 Biggest Conversation Schools 

Specialist Visa limitations: Specialist Visa holders are restricted from teaching at formal schools like elementary and high schools, as these require an official government license. 

You need to secure employment before you can apply for a TEFL visa. This can be done through recruitment agencies, scanning job boards or applying to schools, language institutions or dispatch companies directly.

Read more: ALT Jobs in Japan: The Pros and Cons of Dispatch Companies

Fortunately, many employers sponsor visa applications. Once you’ve received a job offer, your sponsor will apply for your CoE. A copy will be sent to you by post, and an email will be sent with the electronic version while you wait for the hard copy. 

You can apply for the visa using either the original, a photocopy or the electronic version of the CoE. 

You will not be able to apply for a work visa online since this is reserved for short-term tourist visas only.

To ensure a smooth visa application process, submit complete and accurate information. Incomplete applications face cancellation, which would mean restarting the process from scratch. 

Different documentation is required from applicants and employers.

• From the applicant:
  • Valid passport (with at least six months’ validity remaining)
  • Visa application form
  • Passport-sized photos (as per Japanese embassy specifications)
  • University degree (original or certified copy, depending on employer)
  • TEFL/TESOL certificate (sometimes required, depending on employer)
  • Resume/CV (some embassies request this as part of the application)
  • Proof of financial means (in some cases, for independent applicants)
• From the employer:
  • CoE (explaining the role and confirming sponsorship)
  • Job contract and details of employment
  • Sponsoring the school/company’s business registration documents

A CoE is a key document in the visa application process. It provides proof that you meet the specific requirements to be able to work as a teacher in Japan and is issued by Japan’s Immigration Bureau.

Processing times vary, but it can take anywhere from one to six months to obtain.

Challenges to the process include incorrect documents, insufficient proof of eligibility and starting the application process too late. 

Read more: Your Questions About The Certificate Of Eligibility Answered

You will need to submit your application in person at the Japanese Embassy or Consulate in your country of residence. For example, in South Africa, you must visit the Consulate in Cape Town or the Embassy in Pretoria.

Take note of application and collection times as applications are only accepted during specific hours.  

Interviews are not required, but the embassy may request one if additional information is needed.  

There are a few mistakes to avoid that could delay your visa application: 

Submitting mismatched documents

Check that your details are consistent across all your documents. For example, your full name should appear the same on your qualifications as it does on your passport and visa application form. 

Insufficient proof of eligibility

Gaps in your documentation may affect your eligibility, leading to a pause in your application or an outright rejection. 

You should:

• Proofread your application form to ensure all fields are complete. 
• Check the size and background criteria for passport photos and make sure these are met.  
• Check your document bundle against the checklist provided.
• Include certified translations where necessary. 
• Check expiry dates on certifications, licenses and passports. 
• Make copies of all documents. 

A simple solution to ensure you don’t miss anything is to double-check the embassy requirements by visiting the official website of the Japanese Embassy or Consulate. 

Starting the application process too late

If you wait too long to start your visa application, you may risk missing orientation or even your job if you don’t receive your visa in time. 

If you miss the application deadline, you’ll likely have to wait a long time before you can reapply since hiring is typically done in cycles that align with the start of the academic year. 

Processing times are unpredictable, so it’s best to start early to avoid disappointment. 

After your CoE has been approved, the visa processing time takes five to fifteen business days. If you include the time for the CoE, the entire visa application timeline takes about 1.5 to 5+ months. 

If there are delays in processing, contact your immigration office and prospective employer to keep them updated. They may be able to move your start date to accommodate the delay. 

Tip: Use the extra time to engage in training and connect with networks for advice and emotional support. 

Flights should be booked after you’ve received your visa stamp in your passport. If you have to book earlier, purchase refundable tickets with flexible dates. 

Your CoE will be valid for 90 days after issuance. You will need to enter Japan within this timeframe. 

You may need to wait for visa approval to arrange long-term accommodation. Most landlords require a valid visa and a Japanese guarantor. Temporary stays like Airbnbs and guesthouses will suffice while you arrange long-term accommodation. 

However, many employers arrange short-term stays for new employees. Confirm this before booking your flights. 

Collecting your residence card

Since you will be staying long-term, you’ll need a residence card. In Japan, it is called a Zairyu Card. You can collect this at the airport’s immigration desk once you arrive in Japan.  

You will hand over your passport containing your CoE and let the immigration officer know that your visa requires a residence card. They will use the same photo as the one on your CoE or visa. Everything will be processed at the counter, and you’re good to go. 

Registering your address

You must register your address within 14 days of arrival at your local municipality. 

If you live in a small town, village, or a city without designated wards, like Osaka, you’ll register at your local city hall. But if you’re in a city like Tokyo, which has designated wards, you’ll need to go to your local ward office instead. 

Bring your residence card and passport. Your address will be printed on the back of your residence card, and you’ll receive a resident record as well as your My Number (a 12-digit ID number used for taxes, social security, and official processes). 

Failing to register within the 14-day window can result in penalties, including fines or, in serious cases, deportation.

Application for a re-entry permit 

If you plan on travelling outside of Japan during your teaching stint, you’ll need to apply for a re-entry permit. You can apply for one when you apply for your initial work visa. However, if you apply after arrival, you’ll need to apply in person at your Regional Immigration Bureau. 

You must provide: 

• a completed application form (or fill one out at the Immigration Office)
• residence card
• passport 
• money or revenue stamps (purchasable at immigration or convenience stores) 

Working visas are related to your contract length but are typically one year for new entrants. However, it can be as long as three to five years. Renewals are done in Japan. You should apply two to three months before your current visa expires through your employer.  

Documents for visa renewal

• Employment contract
• Residence card
• Passport 
• Photo
• Renewal application form (provided by employer/sponsor)
• Company financial records (provided by employer/sponsor)

Bring enough cash or revenue stamps to cover the cost. Currently, the cost is ￥4,000 ($28). Your employer will submit the document bundle to the Regional Immigration Bureau. 

Approval takes two to eight weeks, and the renewal length depends on your contract and the employer’s credibility. Once you receive approval, you can collect your new resident card.

Switching visa types

If you are changing jobs, you may need to switch visas, which means switching from an Instructor Visa to a Specialist in Humanities Visa, or vice versa. Your new job must match your current visa category. 

To switch visa types, you’ll need to apply for a change of status of residence. For example, moving from an ALT position (Instructor Visa) to a private language school (Specialist in Humanities Visa) requires approval from immigration. 

You’ll need to secure a new job offer, apply for a new CoE, and submit a visa change application before you start your new job.

Can I apply for a TEFL visa without a degree? 

The short answer is no. A degree is a visa requirement to teach in Japan. However, a working holiday visa, student visa and spousal visa all allow you to teach legally in Japan. If you have Japanese citizenship, you’ll be able to find teaching work without a degree. 

Can I change employers on the same visa? 

Yes! As long as the new role fits within your current visa category. 

What happens if my visa application is denied? 

You’ll have to wait six months before reapplying for the same visa type. This is because immigration will assume that your circumstances most likely will not have changed within a six-month period. However, if your circumstances do change dramatically within six months, you may reapply.  

Can I bring dependents with a TEFL visa? 

Yes. Work visas and Student visas allow dependents. Spouses and children under 18 qualify for dependent visas. You will have to show proof that you earn sufficient income to support them.