2026-07-13

For foreign nationals wishing to work or stay in Japan long-term, as well as for Japanese companies looking to hire foreign nationals, the procedures for obtaining a status of residence can be complex and time-consuming. However, it is now possible to apply online for a “Certificate of Eligibility,” which has significantly streamlined the process. This article explains the benefits and provides an overview of the process.

What Is the Online Application for a Certificate of Eligibility?

To stay in Japan for an extended period to work or live, you must first obtain a “Certificate of Eligibility.” Previously, applicants had to visit the counter at a Regional Immigration Bureau in person, but now the “Online Procedures System for Status of Residence” has been introduced, allowing applications to be submitted via the internet.

As a result, many foreign nationals wishing to move to Japan, Japanese companies seeking to attract top talent from overseas, and foreign residents in Japan who are considering naturalization or permanent residency in the future can now submit applications from anywhere, without time constraints.

The types of status of residence eligible for online application range widely, including work visas (such as those for Skilled Labor, Specialized Knowledge, and International Business) and family residence status. Applications can be submitted not only by hiring professionals such as certified administrative scriveners but also directly by the sponsoring organization—such as a company or school—which registers itself in the system.

Three Key Benefits

The greatest benefit of applying for a Certificate of Eligibility (COE) online is the reduction in time and cost. It eliminates long wait times at immigration offices and allows applicants to complete procedures 24 hours a day from their office or home.

Furthermore, a major change is that electronic Certificates of Eligibility (e-COE) are now issued via email, replacing the traditional paper certificates. This eliminates the hassle of mailing the original document to the foreign national overseas, reduces the cost of international postage, and eliminates the risk of loss. The foreign national simply needs to present the email (PDF) received on their smartphone or other device at a local Japanese embassy or consulate to have their visa issued smoothly.

Furthermore, since applicants can check the status of their application in real time through the system, it becomes easier to plan recruitment activities and travel schedules. This is another key benefit that Japanese companies considering hiring foreign nationals and prospective immigrants should not overlook.

Online Application Procedures and Points to Note

To actually submit an online application, you must first register your user information (create an account) on the “Online Procedures System for Status of Residence.” If the application is being submitted by a sponsoring organization such as a company, the necessary documents—including a certified copy of the company’s articles of incorporation and financial statements—must be uploaded in advance and approved.

Once registration is complete, follow the on-screen instructions to enter the applicant’s (foreign national’s) information and details of their activities, and submit the required supporting documents. To ensure the process proceeds smoothly, it is essential to avoid any deficiencies in the supporting documents. In particular, you must attach Japanese translations of any documents in a foreign language and ensure that images and PDFs are of high resolution.

However, just because the application is submitted online does not mean the screening process is any less rigorous; strict screening is conducted in accordance with the Immigration Control Act. If there are any deficiencies or ambiguities in the documents, you will be asked to submit additional materials (corrections), which will result in delays before the certificate is issued. Thorough preparation of documents in advance is the surest path to obtaining the certificate quickly.

Summary

The online application system for Certificates of Eligibility is a groundbreaking system that significantly reduces the time and hassle of mailing documents for foreign nationals who wish to live in Japan and for Japanese companies planning to hire foreign nationals. By taking full advantage of the benefits of electronic issuance and carefully preparing the necessary documents, you can ensure a smooth transition to living in Japan and successfully recruit top talent.