2026-06-13

The key to successfully hiring foreign nationals or helping them settle into life in Japan lies in correctly applying for the “Certificate of Eligibility,” which forms the foundation of the visa process. In this article, we explain how to accurately fill out the application form and provide key points for ensuring a smooth approval process.

What Is a “Certificate of Eligibility”?

For foreign nationals wishing to stay in Japan for the medium to long term, as well as for Japanese companies seeking to attract talented individuals from overseas, obtaining a “Certificate of Eligibility (COE)” is essential.

This document certifies that the foreign national meets the conditions for entry into Japan (status of residence) in advance, as determined by the Minister of Justice. Without it, the visa issuance process at local Japanese embassies and consulates takes an extremely long time. For foreign nationals considering future naturalization or permanent residency in Japan, securing their initial status of residence is also extremely important for building credibility in Japan.

However, the application process is complex, and it is not uncommon for applications to be denied due to deficiencies in the submitted documents. The surest path to success is to first correctly understand the overall framework of the system and proceed with thorough preparation.

Key Points for a Smooth Screening Process

The most important aspect of applying for a Certificate of Eligibility is to strictly follow the sample forms published by the Japan Immigration Services Agency (JISA) and prepare documents that are free of contradictions.

The application forms are divided into sections for the “Applicant (Foreign National)” and the “Sponsor/Employer (Company),” and you must accurately state your educational background, work history, and employment conditions word for word. For example, if there is a discrepancy between the section filled out by the company’s HR representative and the foreign national’s resume, this alone can raise suspicions of a false application and cause the review process to be prolonged.

Be sure to check the official examples on the Immigration Bureau’s website that apply to your company or your specific case. The key to passing the review is to follow the examples exactly, from the size of the ID photo to the details of your activities.

Important Points for Companies and Foreign Nationals to Know

Japanese companies wishing to hire foreign nationals must strictly verify that the applicant’s job duties meet the requirements for a residence status such as “Engineer, Specialist in Humanities, or International Services.” On the other hand, foreign nationals considering naturalization in the future must ensure that the information provided in this initial residence status application matches exactly with the resume submitted during a future naturalization application.

If there are any discrepancies with past application details, there is a risk of receiving a negative evaluation during the naturalization review; therefore, be sure to keep a copy of the application form on file.

It is essential for both companies and foreign nationals to deeply understand the importance of the “Certificate of Eligibility” and to work together to create accurate, transparent documents. This will lead to a stable life in Japan and the growth of your business.

Summary

Accurate documentation is essential for obtaining the “Certificate of Eligibility,” which serves as the foundation for a new life or business in Japan. It is crucial to carefully review the sample forms provided on the website and for companies and foreign nationals to work together to submit a flawless application. Taking this sure step will lead to significant future achievements, such as naturalization and business growth.