Certificate of Eligibility (COE) Application Document Checklist [For HR Personnel - 2026 Edition]
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Supervised by an Administrative Scrivener
Created based on official information from the Immigration Services Agency and practical experience. Last updated: April 2026
๐ VISA TOOLS โ For HR
COE (Certificate of Eligibility)
Application Document Checklist
Application Document Checklist
This checklist allows you to confirm the documents required for COE applications when hiring foreign nationals from overseas, categorized by visa type and company category. HR managers can use it for pre-application checks.
โฑ๏ธ Please allow at least 6 months from job offer to employment.
COE screening at the Tokyo Immigration Bureau routinely takes 4 to 7 months. Please start preparing documents immediately after a hiring decision is made. If aiming for "April employment," completing the application by October of the previous year is ideal.
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Overall Flow from Job Offer to Employment
1
Document Prep
Immediate~
2
COE App.
Soon after hiring
3
Waiting for review
4~7 months
4
Receive & Send COE
3 months validity
5
Visa Acq. & Entry
Approx. 2 weeks
STEP 1๏ฝPlease select the visa status you are hiring for
Engineer/Specialist in Humanities/Intl. Services
Technology, Humanities,
International Services
International Services
Highly Skilled Professional
Point-based system
70+ points
70+ points
Business Manager
Business owners,
Directors, etc.
Directors, etc.
Engineer/Specialist in Humanities/International Services: This is the most common work visa for those engaged in specialized work such as IT engineers, marketing, sales, design, and finance.
STEP 2๏ฝPlease select your company's category
1
Listed/
Public Institution
Public Institution
2
Withholding Tax
ยฅ15M+
ยฅ15M+
3
Withholding Tax
Less than ยฅ15M
Less than ยฅ15M
4
Other
(New company, etc.)
(New company, etc.)
Category 1: Listed companies, national/local government bodies, independent administrative agencies, etc. Requires the fewest documents and typically has a smoother screening process.
STEP 3๏ฝPlease review and check each document
Preparation Complete
0 / 0 Items
Document preparation is complete!
Please submit your COE application. Promptly responding to requests for additional materials is key to shortening the screening period.
Request Application Assistance โ
Documents Common to All Visa Statuses and Categories
Required
CompanyApplication for Certificate of Eligibility (with photo attached)
Download the latest form from the Immigration Services Agency's official website. Attach a photo of the foreign national (4cm H x 3cm W, taken within the last 6 months).
CompanySelf-addressed stamped envelope (for registered mail)
Required if receiving COE by mail. Affix stamps for registered mail. Not required if picking up at the counter.
CompanyCopy of Total Statutory Records of Withholding Tax, etc.
As of January 2025, a copy without an acceptance stamp can be submitted. Required for all categories.
Engineer/Specialist in Humanities/Intl. Services Category 3 & 4 Additional Documents
Cat.3ใป4 Only
CompanyEmployment Contract or Notice of Employment Conditions
Clearly state job description, remuneration, work location, and employment period. Salary must be equal to or higher than that of Japanese nationals.
CompanyCertificate of Registered Matters of the Company
Issued within 3 months. Obtainable at the Legal Affairs Bureau or online (Tลki Net).
CompanyLatest Financial Statements (Income Statement, Balance Sheet)
If less than one fiscal year since establishment, a business plan can be submitted instead. If in deficit or insolvent, attach a supplementary explanation.
CompanyJob Description (Document describing duties)
A core document for review. State specific job duties, tools used, time allocation, and reporting structure. Vague descriptions like "general duties" are not acceptable.
Engineer/Specialist in Humanities/Intl. Services Applicant's Documents
Applicant Side
ApplicantDegree Certificate/Graduation Certificate (with Japanese translation)
Important documents demonstrating relevance to the job duties. Translation does not need to be by a public institution (state translator's name, date, and signature).
ApplicantAcademic Transcript (with Japanese translation)
Supports the relevance between major and job duties. Especially important if the major and occupation are not closely related.
ApplicantResume/Work Experience Certificate (with Japanese translation)
A certificate that specifically describes the job duties and duration of your previous employment. It must detail the actual work performed, not just be a certificate of employment.
Additional Documents for Highly Skilled Professionals
Highly Skilled Professionals Only
ApplicantPoint Calculation Sheet (Official form from Immigration Services Agency)
Use the official Excel or PDF from ISA. Be sure to attach supporting documents for each point category.
ApplicantPoint Certificates (Corresponding to each category)
Academic transcripts, JLPT pass certificates, national qualification certificates, income certificates, etc. Any point categories that cannot be proven should be re-calculated as 0 points.
CompanyEmployment contract (clearly stating salary, position, and job duties)
It is essential that the annual income in the point calculation matches the salary in the employment contract. Any discrepancy will negatively impact the screening process.
Required Documents for Business Manager Visa
Business Manager Only
CompanyCompany Registration Certificate (indicating capital of 30 million JPY or more)
New applications after the October 2025 revision will require capital of 30 million JPY or more. Confirm the registered capital.
CompanyCapital Payment Certificate
Documents proving the payment of capital, such as bankbook copies or transfer receipts.
CompanyBusiness Plan (with expert evaluation by a Small and Medium Enterprise Management Consultant, etc.)
From the October 2025 revision, expert evaluation is mandatory. Obtain a third-party evaluation of profitability and feasibility.
CompanyOffice Lease Agreement (for an independent office)
Generally, home offices are not allowed. A lease agreement for an independent office is required.
CompanyEmployment contracts and social insurance enrollment certificates for full-time employees
From the October 2025 revision, employment of at least one full-time employee is mandatory. This applies to Japanese nationals, permanent residents, etc.
ApplicantAcademic and Work History Certificates (Master's degree or higher, or 3+ years of management experience)
Newly established from the October 2025 revision. A degree certificate for a Master's degree or higher, or proof of 3 or more years of practical experience in business management.
ApplicantJapanese Language Proficiency Certificate (N2 equivalent or higher)
Newly established from the October 2025 revision. It is acceptable if either the applicant or a full-time employee has N2 equivalent or higher proficiency. JLPT pass certificate, etc.
Pre-Application Corporate Compliance Check
Mandatory Check
Proper enrollment in health insurance and employee pension, with no outstanding premiums
Failure to enroll in social insurance or outstanding premiums from the company will directly negatively impact the COE screening. Confirm with the Pension Office.
No unpaid or overdue corporate tax, consumption tax, or withholding income tax
The payment status of various taxes will be checked. If there are any outstanding payments, resolve them before applying.
Proper enrollment in employment insurance and workers' compensation insurance, and proper payment of premiums
Failure to enroll in employment insurance or workers' compensation insurance, or outstanding premiums, will also affect the screening. Check enrollment status beforehand.
Ability to explain the relevance between the recruitment duties and the foreign national's academic background and work experience
If the relevance between academic background/work experience and duties is weak, prepare explanatory documents before applying. "Applying just to try" carries a high risk of rejection.
๐ Detailed Explanation Article
COE Application Guide [For Companies & HR - 2026 Edition]
Read more about screening points and common mistakes โ
๐ Related Tool
Engineer/Specialist in Humanities/International Services Visa Renewal Required Documents Checklist
Pre-check renewal applications after hiring โ
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