Certificate of Eligibility (COE) Application/Japan Immigration Support for HR

Japan Immigration Support for HR ＞ Corporate Services ＞ Certificate of Eligibility (COE) Application

The Certificate of Eligibility (COE) is an official document issued by Japan’s Minister of Justice. It certifies in advance that a foreign national’s intended activities in Japan meet the legal requirements for landing and correspond to an appropriate status of residence. For most companies inviting employees from abroad, a COE application is required.

1. Immigration Procedures for Entering Japan

To enter Japan, a foreign national must present a valid passport and obtain a visa from a Japanese embassy or consulate abroad. Upon arrival, the individual applies for landing permission and receives a landing stamp from immigration authorities.

There are two main ways to obtain a visa: applying directly through a Japanese embassy or consulate, or applying for a COE in advance within Japan.

2. Direct Application Method (“Prior Consultation”)

This method involves applying directly to a Japanese embassy or consulate abroad. While short-term visas (e.g., tourism, business visits, or official duties) are typically issued quickly, long-term work visas often require a “prior consultation” process.

In this process, the embassy forwards the application to the Ministry of Foreign Affairs, which then consults with the Immigration Services Agency of Japan. The local immigration office investigates before issuing a decision. Because multiple agencies across different jurisdictions are involved, this method is slow and rarely used in practice.

For example, in 2008, approximately 330,000 COE applications were processed, compared to only 6,600 prior consultation cases—around 2% of the total.

3. Application via Certificate of Eligibility

The COE is issued by the Minister of Justice once it is confirmed that the applicant’s intended activities meet the criteria for a status of residence. The COE is then submitted to a Japanese embassy or consulate overseas to apply for a visa. Because the COE demonstrates pre-approval of the residence status, visa issuance is usually faster.

The application may be filed by the applicant, the sponsoring company, or an authorized immigration lawyer (gyoseishoshi) at the local immigration office with jurisdiction over the intended place of residence.

Once approved, the original COE is sent to the applicant abroad, who then applies for a visa at a Japanese embassy or consulate. Depending on the embassy, visa issuance typically takes a few days to several weeks. Upon entry into Japan, the applicant undergoes landing examination and is granted the status of residence indicated on the COE, unless exceptional issues arise.

It is important to note that a COE does not guarantee entry into Japan. A visa may be denied if new issues arise, such as grounds for refusal at landing examination or discrepancies during embassy interviews. Additionally, a COE expires if the applicant does not enter Japan within 90 days of issuance.

4. Cases Where a Visa May Be Refused Despite a COE

Recently, there has been an increase in cases where applicants with a valid COE have nevertheless been denied a visa at overseas Japanese embassies or consulates.

While a COE confirms that the applicant’s intended activities are valid under the Immigration Control Act, visa issuance ultimately falls under the Ministry of Foreign Affairs. A visa may be denied if material changes occur after issuance—for example, if the sponsoring company withdraws the job offer due to financial difficulties, or if fraudulent documents are discovered. Employers should exercise caution.

For example, in the food service sector, there has been a notable rise in cases where chefs of Chinese cuisine obtained a COE in Japan but were refused visas abroad following embassy review or interviews.

1. Status of Residence Eligibility

When applying for a COE for a work-permitted status of residence, the sponsoring company’s business activities must align with the permitted scope of that status. For example, “Engineer/Specialist in Humanities/International Services” has specific requirements. If the job description does not meet these criteria, approval is unlikely. As new industries evolve, some roles may not neatly fit into existing visa categories, making clear documentation essential.

2. Applicant’s Background

The applicant’s prior history also affects the review. Previous entry refusals, past overstays, or denied applications may complicate approval. Employers are advised to confirm an applicant’s immigration history before proceeding.

3. Employment Conditions

Direct employment is generally straightforward. However, subcontracting, dispatch, or fixed-term contracts can raise concerns. In most cases, salaries must be equivalent to or higher than those of Japanese employees in similar roles. Offers below this standard risk rejection.

When hiring from abroad, the HR department typically submits the COE application in Japan. Once issued, the COE is sent to the employee, who applies for a visa overseas. Since the COE is valid for 90 days, HR must coordinate scheduling carefully.

In principle, it is not possible to convert a short-term visa into a work visa while in Japan. However, if a COE application is filed in time and approved before the short-term visa expires, an in-country change may be permitted as an exception. Because timing is critical, consultation with an immigration specialist is strongly recommended.

*1 The COE is valid for 90 days from issuance and expires if the applicant does not enter Japan within that period.

• Established in 1986, with an industry-leading record of over 40,000 visa applications
• Trusted by more than 1,000 corporate clients
• No travel expenses – nationwide service at a flat rate
• Services available in English and Chinese
• ISO 27001 certified – ensuring strict compliance

40,000 Visa Applications Since 1986 – One of Japan’s Most Experienced Providers

ACROSEED has specialized in immigration services since 1990, when legal reforms allowed administrative scriveners to handle immigration procedures. As of March 2025, we have processed over 40,000 visa applications.

We currently handle 3,000–4,000 visa cases annually, with immigration visits twice a week to stay current on screening trends and regulation changes.

By choosing ACROSEED, you benefit from the most up-to-date insights and extensive hands-on experience in the industry.

Our Track Record

ACROSEED’s track record in corporate services, publications, media coverage, and seminars

Trusted by Over 1,000 Corporate Clients

ACROSEED’s dedicated corporate team handles all visa-related and licensing procedures associated with foreign employee hiring.

We offer two distinct service types:

We customize our support based on your company’s structure, challenges, and employment needs, referencing real-world examples.

Our services are trusted by a wide range of clients, from publicly listed corporations to small and mid-sized businesses.

Case Studies

We present case studies of companies that actively promote the employment of foreign nationals by utilizing ACROSEED’s services.

Nationwide Flat-Rate Service with No Travel Costs

Our office is based in Nagatacho, Chiyoda-ku, Tokyo, but we serve immigration offices across Japan with no additional travel costs.

We also offer online consultations via Zoom or Skype, allowing face-to-face communication from any location.

English and Chinese Language Support

Our bilingual staff can communicate directly with foreign employees in English or Chinese.

We assist with application explanations, status tracking, and employee coordination — reducing the burden on HR teams and improving the applicant experience.

ISO 27001 Certified for Information Security Compliance

ISO 27001 is the international standard for information security management (ISMS).

ACROSEED was an early adopter of this certification in our field, demonstrating our commitment to secure and compliant client service.

This gives even highly regulated, publicly listed companies the confidence to trust us as their immigration partner.

* Fees vary depending on the service scope, complexity, and application details. We are pleased to provide a tailored quotation free of charge—please contact us for details.

* ACROSEED’s services are available nationwide across Japan.

Certificate of Eligibility Application (Engineer / Specialist in Humanities / International Services, Researcher, Skilled Labor, Intra-company Transferee, Professor)	Approx. ¥100,000
Certificate of Eligibility Application (Business Manager, Highly Skilled Professional, Nursing Care, Designated Activities, Entertainer, etc.)	Approx. ¥120,000
Certificate of Eligibility Application (Dependent, Technical Intern Training No. 1)	Approx. ¥50,000

If your company is considering ongoing outsourcing support, please also refer to the page below:

Outsource Your Visa Applications and Residency Management

From recruitment to retirement, ACROSEED—your trusted partner in foreign employee management—delivers tailored solutions for HR teams. We adapt our services to address your company’s specific immigration and compliance challenges.

ACROSEED’s Track Record
Why Many Corporations Choose ACROSEED
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