How to Apply for a Japan Student Visa in 2025: COE, Documents, Fees, and Timeline

Purpose. Japan’s Student (Ryūgaku) status is for full-time study at universities, graduate schools, colleges of technology, specialized training colleges, and recognized Japanese-language schools. It’s not a tourist or short-course visa.

Period of stay. The immigration authority sets your period of stay individually, up to a legal maximum of 4 years and 3 months. Expect your initial sticker to match your program length (e.g., 1 year 3 months for many language-school intakes) with extensions possible later.

Who needs it. If your program is longer than 90 days, you need Student status. For short courses up to 90 days (no paid activities), many nationals can enter visa-free or on a “Temporary Visitor” visa; your school will tell you which applies.

What it is not. Japan’s eVISA is for short-term tourism (single-entry) only—it does not cover Student status. Plan on a traditional visa application using a Certificate of Eligibility (COE).

T-9 to T-6 months: School admission. Apply to your school early and confirm the intake (April or October are common).

T-5 to T-3 months: COE filing by your school. Once admitted, your school (or proxy in Japan) submits your COE package to Immigration. Build your document set now—especially finances and translations.

T-3 to T-2 months: COE decision. COE issuance typically takes 1–3 months. When the original or electronic COE arrives, check every detail (name spelling, program, school code).

Within 3 months of COE date: Visa application. Book an appointment with the Japanese embassy/consulate covering your residence, submit the visa application, and pay the fee. Most posts won’t accept filings more than 3 months before departure.

Arrival (Days 1–14): City-hall formalities. Register your address and enroll in National Health Insurance within 14 days of moving into your accommodation. If you plan to work part-time, secure the work-permission stamp at the airport or soon after.

Step 1: Secure Admission and Have Your School Apply for a COE

Who files the COE. Except in unusual cases, your accepting institution acts as proxy and lodges the COE with a Regional Immigration Services Bureau in Japan. You’ll supply the documents; they submit them.

Core COE documents. Expect: a completed COE form; a recent photo (passport-style); passport biodata page; admission letter/enrollment certificate; academic background (diplomas/transcripts/CV); a statement of reason for study; and robust proof of funds (see below). If non-English/non-Japanese, attach certified translations.

Proof of funds that passes screening. Immigration checks that you can pay tuition and living costs for at least one academic year. Strong evidence includes: a recent bank balance certificate (yours or a sponsor’s), multi-year income/tax certificates for the sponsor, and scholarship award letters. Aim to cover one year’s tuition plus realistic living costs (rent, food, transport, insurance); many schools advise showing roughly ¥1.5–2.0 million as liquid access for one year if you’re self-funded.

Japanese-language background for language schools. If you’re entering a long-term Japanese-language program, be prepared to submit either proof of JLPT ability (often N5 or higher) or certificates showing around 150 hours of prior Japanese study. Schools know the exact format they can accept and will coach you.

COE timing & validity. Screening often takes about 2 months (can be 1–3). Once issued, your COE is generally valid for 3 months to enter Japan—don’t let it expire while you’re still arranging your visa or flights.

Step 2: Apply for the Visa at Your Local Embassy/Consulate

Where and when. Apply in person (or via the consulate’s designated agency) at the Japanese Embassy/Consulate with jurisdiction over your current residence. Plan to file within the 3-month window before travel and after you have your COE.

Required papers for the visa sticker. Bring your passport, visa application form, one recent photo that meets Japan’s specifications, the original (or electronic) COE, and any additional documents the post requests (it can vary—some ask for flight plans or proof of residence).

Photo specs (exact, not approximate). Japan uses 45 mm × 35 mm photos taken within 6 months, light/plain background, no shadows, full face visible, and strict head-size margins. If a photo fails spec, the consulate will ask you to retake it—don’t risk a delay.

Fees in 2025. Visa fees are set annually and collected in local currency. The single-entry fee for many nationalities is modest (consulates publish their yearly schedules), and some nationalities are fee-exempt. Check your consulate’s 2025 list before your appointment.

eVISA myth-busting. Japan’s eVISA platform is for short-term tourism only. For Student status you must use the COE-based route at an embassy/consulate.

Step 3: Enter Japan and Clear Immigration

At the airport. Present your passport with the Student visa and your COE. Major airports (New Chitose, Narita, Haneda, Chubu Centrair, Kansai, Hiroshima, Fukuoka) issue your plastic Residence Card (在留カード) on the spot at landing—guard it like an ID. Other airports stamp your passport and mail the card to your registered address after you report it.

Landing Permission. Immigration will affix a landing stamp that defines your initial period of stay. Keep the stamp and the Residence Card synchronized with your school’s enrollment dates.

Step 4: Mandatory City-Hall Procedures (within 14 days)

Resident registration. Once you move into housing, you must register your address at your city/ward office within 14 days. If you landed at a smaller airport and didn’t receive a Residence Card yet, registration triggers the card to be produced and mailed to you.

National Health Insurance (NHI). Students staying over 3 months must join NHI at the same city/ward office. Enrollment reduces most medical costs to 30% at the point of service; premiums depend on locality and income but are budget-friendly for students.

My Number. After resident registration, you’ll be issued a 12-digit social security/tax “My Number.” Keep the notification/card secure—you’ll need it for part-time work, taxes, and some banking procedures.

Get the permit early. To work while on Student status, you must obtain “Permission to Engage in Activity Other Than That Permitted.” You can apply right at the airport on arrival or later at a Regional Immigration Services Bureau.

Work-hour limits. Standard cap is up to 28 hours per week during the school term, with up to 8 hours per day during long vacation periods. Don’t exceed these limits—immigration violations jeopardize extensions and future applications.

Restricted sectors. Work in adult entertainment-related businesses is prohibited even if the role is back-office or cleaning. Stick to permitted sectors like convenience stores, cafés, tutoring, campus jobs, and research assistantships.

Taxes & insurance. When you start working, your employer will ask for your My Number. If you earn above minimal thresholds, you’ll file resident tax the following year; NHI enrollment remains separate and still required.

When to apply. You can file an extension up to 3 months before your current stay expires. Do not let your card lapse; even a one-day overstay is serious.

Documents. Typical sets include the application form, your Residence Card and passport, a photo, proof of continued enrollment and academic progress from your school, financial evidence (bank statement/sponsor proof), and sometimes attendance/grade summaries.

Fees in 2025 for extensions. As of April 2025, the government raised several immigration processing fees. For extensions/changes filed in person, budget around ¥6,000 (slightly less for eligible online filings).

Changing status after graduation. If you land a job, you’ll change to an appropriate work status (e.g., Engineer/Specialist in Humanities/International Services). Start preparing early—your employer will provide company documents and a contract.

Missing the COE entry window. The COE gives you roughly 3 months to enter Japan. If you don’t travel before it expires, you’ll need a new COE—costly in time and effort. Book flights only after you understand your COE’s validity dates.

Under-documented finances. A single bank statement rarely suffices. Pair a current balance certificate with multi-year income/tax records for you or your sponsor, plus scholarship letters if applicable. Make sure names and relationships match across documents.

Photo rejections. Japan’s photo specs include precise head-size and margin rules. Use a professional service that can produce 45×35 mm photos with the right proportions and a plain background.

Assuming eVISA covers students. It doesn’t. Students must apply in person (or through designated centers) using a COE.

Language-school entrants ignoring the background requirement. Many Japanese-language schools (and immigration for these cases) now expect you to show JLPT results or certificates proving roughly 150 hours of prior study. If you lack this, enroll in an accredited pre-departure course and collect completion proof well before the COE filing.

Late city-hall registration or skipping NHI. Address registration and NHI enrollment are legal requirements within 14 days of moving in. Delays can lead to fines and retroactive insurance premiums.

Before COE filing. Passport valid 18+ months; admission letter; academic documents; financial proofs with translations; any Japanese-study certificates (for language schools).

After COE issuance. Check name/date/course; book visa appointment; print a compliant 45×35 mm photo; prepare visa fee in the consulate’s accepted payment method.

Before departure. Confirm housing for your first weeks; save scans of all documents; if you plan part-time work, note to request the work-permission sticker at the airport.

First 14 days in Japan. Resident registration, NHI enrollment, open a bank account and phone plan, pick up or await your Residence Card if it wasn’t issued at landing.

Ongoing. Track attendance and academic progress (immigration cares); obey work-hour limits; start any extension or status-change paperwork 3 months before expiry.