Visa vs. Status of Residence: The COE and Residence Card
A visa is a document obtained overseas before entry; a status of residence is a category indicating the activities or status permitted in Japan. This article explains the process from a Certificate of Eligibility to landing permission and a residence card, as well as how application offices and supporting documents differ before and after coming to Japan.
A visa is for entry to Japan; a status of residence concerns your stay in Japan
The formal name for a visa is “visa” (査証). It is issued by a Japanese embassy or consulate-general overseas and serves as a recommendation that entry into and stay in Japan are appropriate. By contrast, a status of residence is a category indicating the activities or status permitted in Japan. In everyday usage, a status of residence is also called a “visa,” but legally they are different things. You cannot obtain a visa upon arrival in Japan or while staying in Japan. Before choosing a procedure, first confirm whether you are planning to come to Japan or are already in the country.
[1][2]Before Arrival: Apply Separately for a COE and a Visa
For long-term stays, such as for work, the general process is to obtain a Certificate of Eligibility (COE) and then apply for a visa overseas. The COE application is submitted to a regional Immigration Services Bureau office in Japan. An eligible representative, such as an employee of the accepting organization, may also submit the application. After that, the person planning to come to Japan applies for a visa using the COE, following the instructions of the Japanese embassy, consulate-general, or other office with jurisdiction over their place of residence. Issuance of the COE in Japan does not mean that the overseas visa application has been completed.
[2][3]A Certificate of Eligibility is not a visa or landing permission
A Certificate of Eligibility is a document that certifies in advance that the planned activities in Japan meet certain requirements for landing, including that they fall under a status of residence. “Temporary Visitor” and “Permanent Resident” are not covered by this certificate. A COE is neither a visa nor landing permission, and simply possessing one does not guarantee that a visa will be issued or that you will be allowed to enter Japan. Each stage involves a separate examination, so it is important not to assume that permission has been granted or finalize travel dates solely because a COE has been issued.
[1][2][3]Landing Permission Determines Your Status of Residence and Period of Stay
At a Japanese airport or seaport, an immigration inspector examines the validity of your passport and visa, the purpose of entry, your intended period of stay, and other matters. If you meet the requirements, you will be granted landing permission, and your status of residence and period of stay will be shown by the landing permission stamp in your passport. After you arrive in Japan, your basis for staying is this landing permission, not your visa. In principle, a visa is considered used once you undergo landing examination. Multiple-entry visas are an exception, but be sure to distinguish the visa’s validity period from the period of stay permitted in Japan.
[1]A residence card shows the details of your authorized residence
A residence card is issued to mid- to long-term residents as a result of landing permission or permission to change status of residence or extend the period of stay. It is used to check your status of residence, expiration date of your period of stay, work restrictions, and other details; its role differs from that of a COE used to apply for a visa overseas. Mid- to long-term residents newly granted landing permission must notify the municipal office responsible for their area of residence within 14 days of establishing that residence. If the residence card will be issued at a later date, present your passport, which will be marked to indicate this.
[4][6]“Visa changes and extensions” in Japan are residence procedures
The procedure for changing to a different status of residence while living in Japan is an “Application for Permission to Change Status of Residence.” The procedure for extending the period of stay under your current status is an “Application for Permission to Extend Period of Stay.” These are handled by a regional Immigration Services Bureau office, not by an embassy overseas. For example, if an international student takes a specialized job after graduation, they should consider changing to a status of residence appropriate to the job duties. The forms and required documents also differ between a change and an extension. Check the work restrictions on your residence card and your actual job duties, and do not confuse these procedures with an application for a COE.
[1][4][5]Documents and supporting materials to prepare
The following are examples of materials to prepare. Required documents vary depending on your status of residence and application. Please check the relevant official list of documents to be submitted.
COE application before coming to Japan: application form, photo, and personal information
Prepare the application form and documents required for the planned status of residence. For example, an application for “Engineer/Specialist in Humanities/International Services” requires an application form and a photo that meets the specified standards. If you can provide a copy of your passport, guidance indicates that you should submit it as well to verify that your name is written consistently. Also check which documents are required depending on the application and collection methods.
[2][5]COE application for work: documents on job duties, work history, and accepting organization
For “Engineer/Specialist in Humanities/International Services,” you may need to prepare documents showing employment conditions, graduation certificates or proof of work history, and the accepting organization’s certificate of registered matters and documents describing its business. These are examples; documents that may be omitted or additional documents may vary depending on the category of the accepting organization and the job duties. Attach Japanese translations to documents in foreign languages, and check the latest official list of required documents.
[5]Overseas visa application: passport, application form, photo, and Certificate of Eligibility
For a work visa, typical documents to prepare include a passport, visa application form, photo, and Certificate of Eligibility. The original or a copy of the COE may be used; an electronic COE may be presented or submitted as a copy. Additional documents and the number of copies required vary depending on your nationality and the place where you apply, so check the instructions of the Japanese embassy or consulate-general where you will submit your application.
[3]Change or extension after coming to Japan: passport, residence card, and documents relevant to your activities
For a change or extension in Japan, prepare the relevant application form, as well as your passport, residence card, and documents corresponding to your status of residence and activities. For an extension of “Engineer/Specialist in Humanities/International Services,” tax certificates showing resident tax assessment and payment may also be required depending on the category of the accepting organization. Distinguish the purpose and submission destination of these documents from those for a COE application by someone who has not yet entered Japan.
[1][5]
Frequently Asked Questions
Can I come to Japan without applying for a visa if I have a Certificate of Eligibility?
A COE and a visa are different things. If you need a visa, use your COE to apply for one overseas, then undergo landing examination after arriving in Japan. Issuance of a COE does not guarantee that a visa will be issued or that landing permission will be granted.
[1][2][3]Do I need to mail the original Certificate of Eligibility overseas for my visa application?
It is not always necessary to mail the original. A copy of a paper COE may be used for a visa application, and an electronic COE may be presented or submitted as a copy. Check the submission method and any additional documents specified by the office where you will apply before preparing your application.
[3]If my visa expires after I arrive in Japan, do I have to return home immediately?
The visa expiration date alone does not determine this. The period you are permitted to stay in Japan is determined by the period of stay granted through landing permission or a subsequent permission to change or extend your status. If you have been issued a residence card, also check the expiration date of your period of stay. If you wish to continue staying, consider the necessary residence procedures before that period expires.
[1][4]Is a Certificate of Eligibility required for every visa application?
Not in every case. “Temporary Visitor” is not eligible for a Certificate of Eligibility. It is also possible to apply for a visa at a Japanese embassy or consulate-general overseas without a Certificate of Eligibility, even for long-term stays such as employment. However, many documents may be required, and the screening process may take a long time. Check with the office where you will apply to confirm the application method for your purpose of travel.
[2][3]Operating Office and Consultation Staff
Imai Administrative Scrivener Office
Staff for consultations on status of residence applications: 今井善実 Administrative Scrivener
Please see the office information for details about our services and the scope of consultations. Articles do not promise that we will accept an individual case or that an application will be approved.