2026-05-27

The first step in obtaining a Japanese residence status (visa) is applying for a “Certificate of Eligibility.” The most common issue that arises during this process is non-compliance with the specifications for the “passport photo.” To help you smoothly take the first step toward your dream of “living in Japan” or your business goal of “hiring foreign nationals,” we will explain the correct photo requirements.

It Can Make or Break Your Application! Basic Photo Specifications for the Certificate of Eligibility

The photo submitted with your Certificate of Eligibility application serves a purpose beyond mere identity verification. The Immigration Services Agency of Japan (ISA) strictly mandates a photo size of “4 cm (height) × 3 cm (width),” which is the same as the standard size used for Japanese resumes. However, this differs from passport photos (4.5 cm tall × 3.5 cm wide), so special care is required when ordering them from overseas or having a company prepare them.

The photo must be a front-facing, hatless, and plain-background image taken “within the three months prior to application.” Be sure to write the applicant’s full name on the back of the photo. This helps prevent loss in the unlikely event the photo becomes detached from the documents.

To ensure a smooth start to your new life in Japan or the hiring of foreign nationals, it is essential to first ensure that you meet the basic specifications.

Important Note for Those Considering Naturalization or Long-Term Residence! Common Photo Mistakes

Foreign nationals who are not only seeking to obtain a residence status but are also considering future naturalization or permanent residency in Japan need to get accustomed to submitting official documents now. The most common issues with photos, aside from incorrect dimensions, are problems with the “proportions of the face” and the “image quality.”

The face must be proportioned so that the distance from the top of the photo to the crown of the head is approximately 0.3 cm, and the distance from the chin line to the bottom of the photo maintains a consistent balance (the vertical length of the face should be approximately 2.8 cm). Additionally, photos that have been excessively whitened or retouched using smartphone apps, or those printed on a home inkjet printer with poor image quality, are generally not accepted.

Photos where light reflects off eyeglass lenses, obscuring the eyes, or where long bangs cover the eyebrows or eyes will also be rejected and require resubmission. Please be aware that these issues are major causes of delays in the screening process.

Photo Checkpoints and Precautions Japanese Companies Hiring Foreign Nationals Should Know

For HR managers at Japanese companies looking to hire foreign nationals, expediting the Certificate of Eligibility (COE) application process is a critical task directly tied to the new hire’s onboarding schedule.

When requesting a Certificate of Eligibility photo from a foreign candidate overseas, it is essential to provide detailed specifications regarding image resolution and size in advance. If the candidate does not have access to a suitable photography setup locally, it is advisable to have them send the photo as digital data (e.g., JPEG) to avoid issues after their arrival in Japan. The company can then provide support by cropping the image to the required Japanese specifications and printing it in high quality.

If, for any reason, a “Notice to Submit Additional Documents” is received due to photo deficiencies, visa issuance will be delayed by several weeks to over a month. To ensure the company’s hiring schedule is met, it is essential to thoroughly check the photo’s cropping and image quality internally before submitting the application.

Summary

The “photograph” required for the application for a Certificate of Eligibility is an extremely important factor that determines the outcome and speed of the review. It is essential to strictly adhere to the size of “4 cm (height) × 3 cm (width),” ensure the photo was taken within the last three months, and maintain clear image quality. Preparing the correct photograph is the first step toward a bright future in Japan and the smooth hiring of foreign nationals.