[A Comprehensive Guide to the Application Process and Key Points] Where Should You Submit the Certificate of Eligibility?
For foreign nationals aiming to live or work in Japan, as well as for Japanese companies looking to recruit talent from overseas, obtaining a “Certificate of Eligibility” is often the first hurdle. This article explains where to submit the Certificate of Eligibility, the application steps, and key points for ensuring a smooth acceptance.
Where Should You Apply? Check the Jurisdiction of the Regional Immigration Bureau
If the foreign national you wish to invite to Japan is currently overseas, the “Certificate of Eligibility” should be submitted to the “Regional Immigration Bureau” (Immigration Bureau) with jurisdiction over the location of the host company or family member. For example, if the place of employment is within Tokyo, the Tokyo Regional Immigration Bureau is the designated office.
The application must be filed on behalf of the applicant by an “agent designated by the Director of the Regional Immigration Bureau in accordance with Ministry of Justice regulations.” Specifically, this includes employees of the hiring company or administrative scriveners. Japanese embassies or consulates abroad are not the submission destinations at this stage.
In addition to submitting applications in person at the office, online applications and mail submissions (such as registered mail) have recently become more widely accepted, improving convenience. The first step is to check the official website for the latest information on which Regional Immigration Bureau has jurisdiction over your company’s location.
Process After Issuance: Sending to the Applicant Overseas and Submitting to the Embassy
Once the certificate is issued by the Immigration Bureau, the next step is to send the original (or a copy of the electronic version) to the applicant overseas. A common point of confusion here is where to submit the Certificate of Eligibility for the next step.
The applicant, upon receiving the certificate, must go to the “local Japanese embassy or consulate” with jurisdiction over their place of residence to apply for a visa. In other words, the division of roles is such that the Immigration Bureau in Japan is the “place where the certificate is issued,” while the embassy overseas is the “place where the certificate is submitted to receive a visa.”
In this case, the certificate has a validity period of “three months from the date of issuance,” so it must be sent to the individual promptly via international mail or similar means. If the deadline passes, the certificate becomes invalid and a new application will be required, so please pay close attention to scheduling.
Hiring with Naturalization or Permanent Residency in Mind: A Reliable Application Builds Trust
For foreign nationals considering long-term employment in Japan or future naturalization and permanent residency, obtaining a status of residence is a critical procedure that can shape their lives. Furthermore, for Japanese companies hiring foreign nationals, ensuring that the Certificate of Eligibility is submitted to the correct authority and that all required documents are complete—demonstrating a professional approach—directly contributes to building a relationship of trust with employees.
In particular, there has been a recent trend toward stricter scrutiny of the consistency between job duties and educational background for work visas such as the “Engineer, Specialist in Humanities, and International Services” visa. Ensuring that documents are submitted to the correct authority is essential, and preparing appropriate supporting evidence tailored to the specific category is key to securing early approval.
Furthermore, if naturalization is a future consideration, renewals of the period of stay and eligibility for the status of residence will affect future reviews; therefore, submitting consistent and accurate information from the initial application for certification is the best choice for both the individual and the company.
Summary
The Certificate of Eligibility must be submitted to a “Regional Immigration Bureau” within Japan. Once issued, it must be sent promptly to the applicant overseas, who must then apply for a visa at the local Japanese embassy. By strictly adhering to the validity period and jurisdictional rules, you can ensure a smooth entry and employment process, thereby solidifying your new life in Japan.
