If you plan to work, study or live with family in Japan for the medium to long term, you will usually need a Certificate of Eligibility (COE) before you apply for a visa. A COE application must be filed in Japan, so you cannot submit it yourself from overseas. This page explains what a COE is, how the process works, and who files the application on your behalf in Japan.

What Is a Certificate of Eligibility (COE)?

According to the Immigration Services Agency of Japan (ISA) (checked 4 October 2026), a COE application is made before entry to certify that the activities a foreign national intends to carry out in Japan fall under one of the statuses of residence (excluding "Temporary Visitor" and "Permanent Resident") and meet the other conditions for landing. By presenting the COE when applying for a visa at a Japanese embassy or consulate, and when applying for landing at the port of entry, the applicant can receive the visa and landing permission promptly. The legal basis is Article 7-2 of the Immigration Control and Refugee Recognition Act.

COE vs. Visa: Two Different Documents

Certificate of Eligibility (COE)Visa
Issued byImmigration Services Agency of Japan (in Japan)Japanese embassy or consulate (overseas)
Where to applyA Regional Immigration Services Bureau in JapanThe Japanese embassy or consulate in your country
OrderObtained firstApplied for by presenting the COE

A COE has a validity period. According to the ISA's Q&A on immigration and residence examinations (checked 4 October 2026), a COE is valid for three months and loses its effect if you do not apply for landing within three months of the date of issue. The validity of a COE is different from the validity of a visa.

The COE Is Unique to Japan

The COE is a system based on Japan's immigration law. It has nothing to do with the "CoE" (Confirmation of Enrolment) used for Australian student visas, despite the similar name.

Who Needs a COE?

A COE is for people planning a medium- to long-term stay in Japan: for example, those joining a Japanese company, studying at a Japanese school, living in Japan with a Japanese spouse, or joining a family member who works in Japan. Short-term stays such as tourism, and the "Permanent Resident" status, are not covered. The ISA charges no fee for a COE application (ISA, checked 4 October 2026).

You Cannot Apply from Overseas: Who Files on Your Behalf

A COE application is filed with a Regional Immigration Services Bureau in Japan, and applications by post are not accepted. If you live overseas, the application is therefore filed through people in Japan.

Your Representative in Japan (Employer, School or Family)

Under Japanese immigration law, an application may be filed by a staff member of the organisation that intends to accept you, or by another representative specified by Ministry of Justice ordinance. In practice, depending on the status of residence, your future employer, the school you will attend, or a family member living in Japan acts as your representative.

Registered Filing Agents: Not Every Gyoseishoshi Qualifies

Only certain professionals may submit the application documents in place of the applicant or representative, such as an attorney or Gyoseishoshi lawyer (administrative scrivener) who has filed a notification with the Director of a Regional Immigration Services Bureau. A Gyoseishoshi lawyer who has made this notification is known as a registered filing agent (Shinsei Toritsugi Gyoseishoshi). A Gyoseishoshi lawyer without this notification cannot submit applications to the immigration authorities.

Please note that, according to the ISA (checked 4 October 2026), a filing agent can act only when the applicant or the representative is in Japan. If you live overseas, you therefore need a representative in Japan, such as your employer, school or family. The filing agent prepares and submits the documents on behalf of that representative, works between you and your representative, guides you through the required documents, checks them for consistency, and responds to any requests from the immigration authorities for additional materials.

Online Filing: An Additional Registration Is Required

A COE application can also be filed online. According to the ISA's online application page (checked 4 October 2026), a Gyoseishoshi lawyer may use the online system only after being approved as, or filing a notification as, a filing agent with a Regional Immigration Services Bureau. On top of that, user registration for the online system is required. In other words, among Gyoseishoshi lawyers, only registered filing agents who have also completed this registration can file online.

The Electronic COE (e-COE): Received by Email and Forwarded Immediately

According to the ISA's page on the electronic COE (checked 4 October 2026), since 17 March 2023 a COE can be received by email. The email can be forwarded to the applicant living overseas, which saves the time, cost and effort of sending a paper COE abroad. The applicant can then apply for a visa and for landing simply by showing the email on a smartphone or similar device.

The electronic COE contains the same information as the paper version, except that it does not show a photograph.

From Application to Arrival: Step by Step

  1. Consultation and document preparation: The documents required for your status of residence are collected from both you and your representative in Japan.
  2. Filing with the immigration authorities: The application is filed with a Regional Immigration Services Bureau in Japan, either in person or online.
  3. Examination: The standard processing period is one to three months (ISA, checked 4 October 2026). Actual processing times vary by status of residence and time of year. See COE Processing Time in Japan for the latest figures.
  4. COE issued: An electronic COE is issued by email.
  5. Forwarded to you: The electronic COE email is forwarded to you overseas.
  6. Visa application: You apply for a visa at the Japanese embassy or consulate in your country by presenting the COE.
  7. Entry into Japan: You apply for landing at the airport or seaport within three months of the date the COE was issued.
  8. Residence card: Residence cards are issued at the time of landing permission at eight airports (Narita, Haneda, Chubu, Kansai, New Chitose, Kobe, Hiroshima and Fukuoka) and, since 1 March 2026, also at Naha and Sendai airports (ISA press release, checked 4 October 2026). If you enter through another airport or seaport, the card is, in principle, mailed to your address after you register your place of residence.
  9. Registering your address: Within 14 days of settling in your place of residence, take your residence card to your local municipal office and register your address (ISA, checked 4 October 2026).

Required Documents

The required documents differ by status of residence and are listed on the ISA's page for each status. Nationals of certain countries must also undergo pre-entry tuberculosis screening (see the Ministry of Health, Labour and Welfare's dedicated site for details).

Frequently Asked Questions

Can I hire a Gyoseishoshi lawyer directly from overseas?

Yes. You can consult us and engage our services from overseas by email. However, the application requires a representative in Japan, such as your employer, school or family. If your host in Japan has already been decided, please contact us first.

What if I cannot enter Japan within three months of the COE being issued?

A COE loses its effect three months after issue. Plan your schedule so that it allows enough time for the visa application and your travel preparations.

Which is better: an electronic COE or a paper COE?

If you live overseas, we recommend the electronic COE. It can be forwarded to you by email as soon as it is issued, so there is no need to wait for a paper original to arrive by international mail.

Is there a fee for the application?

The immigration authorities charge no fee for a COE application. If you engage a Gyoseishoshi lawyer, professional fees apply separately.

How Yuuki Legal Office Can Help

Yuuki Legal Office handles both filing as a registered agent and online applications.

  • Registered filing agent with online filing: We have filed our notification with the immigration authorities and completed registration for the online system.
  • Everything by email, wherever you are: From the first consultation to filing, we work with you by email in English. There is no need to visit our office or speak by phone.
  • Your electronic COE, delivered fast: As soon as your COE is issued, we forward it to you by email.
  • Coordination with your host in Japan: We prepare the documents in coordination with your employer, school or family.
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Sources

This page reflects information as of October 2026.

About the author

Akihiro Yuuki — Certified Specific Administrative Scrivener and Certified Immigration Support Administrative Scrivener (Gyoseishoshi Lawyer), registered with the Kanagawa Administrative Scrivener Association. Registration No. 25091195. Representative of Yuuki Legal Office, Kawasaki, Kanagawa, Japan.