Certificate of Eligibility (COE) Application Guide for Employers in Japan
Based on official ISA guidance and 2026 processing data. Last updated: June 2026.
- A COE (在留資格認定証明書) is required when hiring someone currently living overseas — it pre-confirms their eligibility before they enter Japan
- The employer applies in Japan; the employee then uses the COE to obtain a visa at a Japanese embassy in their home country
- Tokyo Bureau processing: 4–7 months in 2026. Plan your hiring timeline accordingly
- The COE is valid for 3 months from issue — the employee must enter Japan within that window
- For April start dates, apply by September–October of the previous year
1. What Is a COE and When Is It Required?
A Certificate of Eligibility (COE / 在留資格認定証明書) is a document issued by ISA that pre-confirms a foreign national's eligibility to enter Japan and engage in specific activities. It is the first step in the process for hiring someone who currently lives outside Japan.
| Situation | COE Required? | Alternative |
|---|---|---|
| Hiring someone currently overseas | ✅ Yes | — |
| Hiring someone in Japan on a student visa | ❌ No | Change of Status application |
| Hiring someone in Japan already on a work visa | ❌ No | Employee files notification; renewal at next expiry |
| Hiring a permanent resident or spouse of Japanese national | ❌ No | No immigration action needed |
2. The COE Process: Step by Step
- Employer prepares documents in Japan — employment contract, company registration, job description, financial statements, application form (ISA format). This takes 2–4 weeks with proper preparation.
- Employer submits COE application to ISA — at the regional immigration bureau serving the employer's office location. Can also be submitted by a licensed administrative scrivener on behalf of the employer.
- ISA reviews the application — Tokyo: 4–7 months. Regional bureaus: 2–4 months. During this period, the candidate cannot enter Japan to start work.
- COE issued and sent to employer — ISA mails the COE to the employer. Employer forwards it to the candidate overseas (use tracked international post).
- Candidate applies for a visa at Japanese embassy/consulate — in their home country. Processing: typically 1–2 weeks. They receive a visa stamp in their passport.
- Candidate enters Japan — must enter within the COE's 3-month validity period. At the port of entry, the residence card (在留カード) is issued.
- Onboarding and social insurance enrollment — begin on the first day of employment.
3. Realistic Timeline for 2026
| Target Start Date | Latest COE Application Submission | Begin Document Prep By |
|---|---|---|
| April 1 (typical new hire) | September 1 of previous year | July–August of previous year |
| July 1 | December 1 of previous year | October–November of previous year |
| October 1 | March 1 of same year | January–February of same year |
| January 1 | June 1 of previous year | April–May of previous year |
Many employers still plan COE applications using pre-2024 timelines of 2–3 months. This is no longer accurate. Missing an April start date because of late COE application is now very common. Add a 2-month buffer to every plan.
4. Documents Required for COE Application
Employer-side documents (prepared in Japan)
- COE application form (入管指定様式) — available at ISA or online
- Company registration certificate (登記事項証明書) — issued within 3 months
- Employment contract signed by both parties
- Job description (immigration-format — specific duties, % breakdown, tools)
- Company overview / business description
- Latest 2 years of financial statements (for Category 3/4 companies)
- Certificate of social insurance enrollment / tax compliance (for Category 3/4)
Candidate-side documents (prepared overseas)
- Passport copy (photo page)
- Photo (4cm × 3cm, taken within 3 months)
- University diploma and transcripts (with Japanese translation if not in Japanese/English)
- Employment history / CV
- Previous employment certificates (if applicable)
5. After the COE Is Issued
- 3-month validity: The COE expires 3 months from issue. The candidate must enter Japan before this date.
- Send the COE securely: Use international tracked post. If the COE is lost in transit, a reissue process is required (takes additional weeks).
- Embassy visa application: The candidate takes the COE to the nearest Japanese embassy or consulate in their home country. Processing is typically 5–10 business days.
- Entry and residence card: At the port of entry, Japanese immigration issues the residence card. The candidate can begin work from the agreed start date.
ISA has been piloting an online COE application system. Availability depends on company category and application type. Check the ISA website for the latest status: isa.go.jp →
6. Employer COE Compliance Checklist
- Confirmed that COE (not change of status) is the correct process for this hire
- Application submitted at least 6 months before intended start date (Tokyo)
- All employer documents prepared and consistent with each other
- Job description is immigration-ready (specific duties, % breakdown, professional level)
- Employment contract is signed and salary matches what will be reported to tax authorities
- Candidate's diploma and transcript translation is accurate and complete
- COE mailed to candidate via tracked international post
- Social insurance enrollment readied for candidate's first day
- Hello Work new employee report filed on joining
7. FAQ
Q. Can the candidate visit Japan on a tourist visa while waiting for the COE?
Yes — a tourist visa (short-term stay) allows the candidate to visit Japan. However, they cannot work on a short-term stay visa. Do not have the candidate begin any work activities during a tourist visit, even remotely for the hiring company.
Q. The COE arrived but the candidate can't enter Japan within 3 months. What happens?
The COE expires and cannot be used. You will need to apply for a new COE. This is a significant delay — communicate proactively with the candidate about the entry timeline from the moment the COE is issued.
Q. We're a startup with only 1 year of financial history. Will our COE application be approved?
Newer companies face more scrutiny (Category 4), but COE approvals are not limited to established companies. A detailed business plan, evidence of funding, signed contracts, and a clear explanation of business viability all help. Engaging an administrative scrivener is strongly recommended for Category 4 applications.
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