Residence Status in Japan: The Complete Latest Information

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The Certificate of Eligibility (COE) in Japan is no longer unfamiliar to those who have come to this country for visiting relatives, working, studying, or other purposes. But what exactly does this document mean, and how can you apply for it smoothly and efficiently?

Introduction to Residence Status in Japan

When planning to study, work, or reunite with your family in Japan, the first thing you need to understand is residence status in Japan – also known as the Certificate of Eligibility (COE). This certificate is issued by the Immigration Services Agency of Japan to verify that a foreign national meets the conditions for legal residence in the country based on their intended purpose.

Many people often confuse the Certificate of Eligibility with the Japanese visa. In fact, a visa is a permit issued by the Japanese Embassy or Consulate that allows you to enter Japan, while the COE represents your right to stay in Japan after entry.
Understanding this distinction is crucial, as it helps you prepare your COE application accurately and avoid unnecessary mistakes during your visa process.

Currently, Japan has over 30 different types of residence statuses, depending on the purpose of the stay — from studying, working, and technical training to visiting family or long-term settlement.

Identifying the correct residence status from the beginning will help you complete your application faster and make your studying, working, and living experience in Japan much smoother.

Documents and Procedures for Applying for a Certificate of Eligibility (COE) in Japan

If you plan to study, work, or live in Japan long-term, obtaining a Certificate of Eligibility is mandatory. This certificate, issued by the Immigration Services Agency, confirms that you are legally qualified to reside in Japan.

In most cases, your sponsor in Japan — which could be your school, company, or a family member — will be the one to submit the COE application on your behalf.

Required Documents

A typical application for a Certificate of Eligibility in Japan includes the following:

Application form for a Certificate of Eligibility
A valid passport or a copy of it
One photo (4×3 cm) taken within the past 6 months
An invitation letter or letter of guarantee — for instance, a family visit invitation letter if you’re visiting relatives
Proof of financial capability (from your sponsor or yourself)
Documents proving the purpose of your stay

COE Application Review Process

The sponsor submits the application at the local Immigration Bureau in Japan.
Authorities review and verify all information in the documents.
If the application is valid, the Immigration Bureau issues the Certificate of Eligibility (COE).
The sponsor then sends the COE to Vietnam (or your home country) for you to proceed with your visa application at the Japanese Embassy or Consulate.

How Long Does It Take to Process a COE Application?

The processing time for a Certificate of Eligibility in Japan typically ranges from 1 to 3 months, depending on the application type and the submission period. If you’re wondering how long it takes to obtain a COE, it’s best to prepare your documents carefully and submit early — especially during peak seasons (March–April or September–October).

All documents must be translated into Japanese and officially notarized. Ensure that all information in your application is accurate and consistent to avoid unnecessary delays in the review process.

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The Latest Entry Procedures for Japan

When preparing to travel to Japan, regardless of the visa type, understanding the entry procedures is extremely important to avoid complications at the airport. The Japanese government has implemented a new entry system allowing passengers to complete most procedures online via the Visit Japan Web platform, replacing the old paper-based forms.

Overview of Japan’s Entry Process

According to regulations, all international travelers must submit an entry declaration form when entering Japan. This process allows authorities to verify your identity, maintain security, and control goods brought into Japan.

Currently, this declaration is done online via Visit Japan Web, and it is best to complete it 24–48 hours before your flight to save time at the airport.

You will need to provide:

Entry information: nationality, duration of stay, address in Japan
Health and quarantine declaration: health status, vaccination details (if required)
Customs declaration: goods, cash, or medications brought with you

Who Must Submit an Entry Declaration to Japan?

All foreign travelers entering Japan are required to submit their declaration via Visit Japan Web. Even those who are visa-exempt must fill out the information and generate a QR code through the system. If you are only transiting and do not leave the international transit area, you may not need to complete the declaration.
However, if you leave the airport area (for example, to visit the city), you must complete all entry declaration steps.

Required Documents for Entering Japan

Before completing the entry procedures, make sure you have the following documents prepared to avoid delays or rejection:

Valid passport: must be valid for at least 6 months, with clear and matching information.
Japanese visa: check if your nationality is visa-exempt. If not, ensure you have a valid visa corresponding to your purpose (study, work, visit, etc.).
Flight information: flight number, arrival time, and entry airport.
Accommodation details in Japan: hotel name or sponsor’s information, address, contact number, and duration of stay.
Health and quarantine information: vaccination certificates (if required), health condition, or medical declarations.
Customs information: list of goods, cash, or personal medicine exceeding regulated limits.

Read More: The Ideal Time to Travel to Japan

Step-by-Step Guide to Entry Registration via Visit Japan Web

Since 2023, the Visit Japan Web system has been introduced to simplify and shorten the entry process into Japan.
Below are the detailed steps:

Step 1: Access https://www.vjw.digital.go.jp/ and create an account.
Step 2: Fill in your personal information and details of accompanying members (if any).
Step 3: Upload your passport photo and enter your full name, date of birth, email address, and other contact details.
Step 4: Input travel details — arrival airport, flight number, accommodation address, and duration of stay.
Step 5: Complete the three main declarations:
- Entry information: purpose of visit, duration of stay, place of residence.
- Customs: amount of cash, duty-free items, or medications.
- Health and quarantine: if required at the time of entry.

Step 6: Save the QR codes issued for each section. Take screenshots or print them out to present at the airport, avoiding dependence on internet connection.

Invitation Letter and Family Visit Visa for Japan

When applying for a family visit visa, the inviter in Japan must prepare both an invitation letter and a letter of guarantee. The inviter can be either a Japanese citizen or a foreign resident with a valid residence status.

The relationship between the inviter and invitee must be clearly proven. Typically, valid relationships include parents–children, grandparents–grandchildren, siblings, spouses, or close friends.

Required Documents for a Family Visit Visa

To ensure a smooth review process, the applicant must prepare all required documents, including:

Invitation letter and letter of guarantee provided by the inviter in Japan.
Certificate of residence (Juminhyo) of the inviter.
Proof of income such as salary slips, employment certificates, or bank statements.
Visa application form (official format from the Japanese Embassy), with a 4×3 cm photo taken within the last 6 months.
Original passport of the invitee and documents proving the relationship — such as birth certificates, household registration, shared photos, or communication records.

Procedure for Submitting a Family Visit Visa Application

The process of applying for a family visit visa consists of three main steps:

The inviter in Japan prepares all required documents and sends them to Vietnam.
The invitee in Vietnam submits the application to the Japanese Embassy or Consulate.
The relevant authorities in Japan or Vietnam review the documents and issue the result within 5–7 working days.

In certain special cases, the review period may be extended if the documents are incomplete or unclear.

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How to Check Your Residence Status in Japan

If you are living, studying, or working in Japan, verifying your residence status is essential to ensure that you are staying legally and in full compliance with the Immigration Services Agency’s regulations.

Below are reliable and officially recognized ways to check your residence information safely and accurately.

Check Directly at the Immigration Services Agency of Japan

This is the most reliable way to confirm your residence status (COE or visa). You can do so in two ways:

Visit the official website of the Immigration Services Agency of Japan: The website provides detailed information about residence types, periods of stay, verification procedures, and requirements.
You can refer to the website to make sure you have the most up-to-date information.
Contact the nearest Immigration Office directly: If you need to verify specific details, you can call or email the immigration office in your area (Tokyo, Osaka, Nagoya, Fukuoka, etc.). Staff members will assist you in checking and confirming your current residence status.

Check Information on Personal Documents

A quicker way is to review the information on your official residence documents:

Residence Card (Zairyu Card):This card is issued upon arrival in Japan. It displays your residence type, period of stay, and any applicable conditions.You should regularly check the expiration date to ensure timely renewal.
Certificate of Eligibility (COE): When applying for a visa in Vietnam, your COE issued by the Immigration Bureau serves as proof of your lawful residence category. You can cross-check the information on your COE with your visa sticker in your passport to ensure consistency.

Check via Official Japanese Government Mobile Applications

Japan has developed several electronic residence management apps that allow users to easily check residence status, visa expiration dates, or entry–exit records. You can find these apps on the App Store or Google Play by searching for keywords such as “Immigration Services Agency Japan” or “Zairyu Card Check.” When using these apps, log in with your personal information or scan the QR code on your residence card to ensure data security.

Preparing for a Japanese Visa Interview

An interview is a crucial step when applying for a Japanese study visa — especially student, work, or family visit visas. Familiarizing yourself with common interview questions will help you stay confident and show proper preparation.

Common Questions for Student Visa Interviews

Why did you choose Japan for your studies?
What are your study and career plans after graduation?
Who will cover your study and living expenses?

Common Questions for Work Visa Interviews:

What kind of work experience do you have?
What do you know about the company and the job you will do in Japan?
What is your expected income?

Common Questions for Family Visit Visa Interviews:

What is your relationship with the inviter?
How long do you plan to stay in Japan, and where will you stay?

Frequently Asked Questions about Residence Status in Japan

What Is the Residence Card in Japan and What Is Its Role?

The Residence Card (Zairyu Card) is an identification document proving that you are legally residing in Japan. It contains personal details, residence status, and the duration of stay.

What Should I Do If My Residence Card Is About to Expire?

You must apply for an extension at the Immigration Services Agency at least one month before the card expires to avoid penalties or loss of residence rights.

What Should I Do If I Lose My Residence Card in Japan?

Report the loss to the local police immediately and apply for a replacement within 14 days, attaching the police-issued loss report.

Can Someone Else Submit My Residence Card Renewal Application on My Behalf?

If you are ill or unable to travel, a family member may submit the application on your behalf with a valid authorization letter.

Residence status in Japan is an essential matter for all foreigners living, studying, or working in the country. Depending on your individual situation, you will be granted a Certificate of Eligibility (COE) corresponding to your purpose of stay.

If you are still unsure about the procedures for obtaining residence status in Japan, contact Japan service visa to iVISA for free consultation and detailed guidance from experienced specialists — helping you prepare your documents accurately and efficiently.

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