Preparing to move to Japan for work in 2026 requires understanding the Certificate of Eligibility (COE) process, which verifies that your planned activities meet Japan's entry conditions prior to arrival. Thanks to digital issuance system updates, applicants can receive their official COE via email, present it digitally for visa issuance at overseas diplomatic missions, and complete airport landing procedures smoothly. This comprehensive guide details the essential steps, application methods, required documentation, and key contacts you need to navigate from job acceptance to entering Japan.
How does the Certificate of Eligibility process work for entering Japan in 2026?
Before entering Japan for work or long-term residence, foreign nationals must obtain a Certificate of Eligibility (在留資格認定証明書), except for those entering under Short-term Stay or Permanent Resident statuses. This official document proves that your intended activities in Japan comply with statutory landing conditions. Submitting the certificate during visa and landing applications helps streamline screening by Japanese immigration authorities and overseas embassies.
Since March 17, 2023, the Immigration Services Agency of Japan has made the digital delivery of COEs available via email. Under this digital system, once an application is approved, the certificate is issued electronically and sent directly to the registered email address. This digital COE contains the same details as a traditional paper certificate, with the exception that no photo is displayed on the digital version. Receiving your COE via email eliminates the costs, physical mailing delays, and administrative hassle of sending physical paper documents across international borders. Furthermore, applicants residing abroad can easily receive the forwarded email from their sponsor or representative in Japan and display it on a smartphone or mobile device when completing subsequent visa and landing formalities.
How do you apply for a digital COE before coming to Japan?
Applicants have two main pathways to receive their COE electronically depending on how their initial application is submitted:
Applying online through the immigration system
When submitting an application through the online immigration system, applicants simply select "email" as their preferred receipt method during the submission process. Once approved, the digital COE email is delivered directly to the registered email address. It is important to note that after completing the online submission, you cannot change your selected receipt method within the online portal; any request to alter the delivery method must be communicated directly to the regional immigration bureau processing your file. If you need to update your registered email address prior to issuance, you can log in to your account, navigate to My Page, access the user information section, and update your email. You must then click the confirmation link sent to your new email address to finalize the update.
Applying at a regional immigration bureau window
If an application is submitted in person at a regional immigration bureau window, you can still request electronic delivery by submitting the designated request form titled "(窓口申請) 在留資格認定証明書電子交付希望申出書" alongside your standard application documents. To use this option, you must possess a valid user ID obtained by registering on the online immigration system under the appropriate category, such as individual foreign national, attorney/administrative scrivener, or representative of an organization. If you previously submitted a paper application with a self-addressed return envelope but now wish to switch to email delivery, you must submit the electronic delivery request form to the handling regional immigration bureau. In this case, your physical return envelope will be returned via mail or at the bureau counter.
After receiving the digital COE email from the immigration authorities, you must click the link provided in the message to perform receipt registration. If this confirmation step is not completed, the system will automatically dispatch reminder emails once per week until registration is finalized.
What documents and steps are required for visa and landing applications?
Once your digital COE is issued, you must complete two main steps before beginning work in Japan:
Step 1: Applying for a visa at an overseas embassy or consulate
Foreign nationals living outside Japan must apply for an entry visa at a Japanese diplomatic mission abroad. When presenting a digital COE, you can show the received or forwarded email on your smartphone or mobile device. Alternatively, if you possess a physical paper COE, you can submit a clear paper copy displaying both the front and back sides of the document. If an agent or representative applies on your behalf at an overseas diplomatic mission, they must submit either the original paper COE, a two-sided copy, or a printed hard copy of the digital COE email.
Step 2: Completing landing procedures at Japanese ports of entry
Upon arriving at an airport or seaport in Japan, you must undergo landing inspection. You can satisfy the landing requirements by presenting the digital COE email on your smartphone or mobile device. Submitting a two-sided paper copy of the COE is also fully permitted. If you enter Japan using a copy of a paper COE, immigration requests that you return the original paper certificate to the issuing regional immigration bureau by mail or in person. When returning the paper original, you must enclose a statement detailing the application number, your full name, your relationship to the applicant, and the specific reason for returning the document.
Who can you contact for help with Japanese immigration procedures?
If you encounter technical issues or have specific policy questions regarding your COE or visa application, official support channels are available:
- For questions regarding visa applications at overseas Japanese diplomatic missions, contact the Ministry of Foreign Affairs Visa Information line at 0570-011000 (selecting option 5 on the Navi Dial menu).
- For technical assistance with the online immigration system, contact the Online Application Helpdesk by phone at 050-3786-3053 or by email at mjf.support.cw@hitachi-systems.com. Telephone assistance is available Monday through Friday from 9:00 to 17:00 (excluding public holidays and the year-end period from December 29 to January 3), while email inquiries are accepted 24 hours a day, 365 days a year.
Finding a place to stay
When preparing to move to Tokyo after securing a job offer, timing your accommodation search relative to your visa and COE approval is crucial. It is best to finalize your initial housing arrangements once your Certificate of Eligibility is issued and your visa application is underway, ensuring you have a confirmed place to arrive before your start date. OHAYO Stay offers furnished monthly apartments and rooms in Tokyo, making the move effortless for international newcomers. Most homes have a minimum stay of 30 nights (shown on each listing). Booking is simple and hassle-free, as there is no guarantor, no key money and no agency fee; booking is online with a passport or ID and a credit card.
FAQ
What should I do if my digital COE email does not arrive after my status shows as completed online?
Check your email settings to ensure that your inbox accepts messages from the domain "@rasens-immi.moj.go.jp". If the email is still missing, contact the Online Application Helpdesk for assistance.
How do I submit a paper copy of a Certificate of Eligibility for my visa application?
When using a paper copy of a COE for visa or landing applications, you must prepare and submit a clear copy showing both the front and back sides of the certificate.
What are the operating hours for the online application system helpdesk?
The telephone helpdesk operates Monday through Friday from 9:00 to 17:00, excluding holidays and December 29 to January 3. Email support is monitored 24 hours a day, 365 days a year.
Sources
- 出入国在留管理庁「在留資格認定証明書の電子化について | 出入国在留管理庁」(checked 2026-10-17)
This article was created by OHAYO Stay based on the sources above (edited, reorganized and translated). It is not an official publication.
Rules and dates can change. Always confirm with the official source before you apply.