If you are coming to Japan as an exchange student, you must obtain the "Student" status of residence before your arrival. This guide explains the essential application steps, required documents, and critical rules—including the updated photo requirements implemented in 2026—to ensure your smooth entry into the country. To make your transition easier, many newcomers choose to stay in a furnished monthly apartment when they first arrive.
What is the "Student" Status of Residence?
The "Student" (留学) status of residence is designed for foreign nationals who wish to receive education at various academic institutions in Japan. This includes universities, graduate schools, junior colleges, colleges of technology, high schools, junior high schools, elementary schools, and vocational or special training schools.
The period of stay for this status is not fixed for everyone; it is designated individually by the Minister of Justice and cannot exceed a maximum duration of 4 years and 3 months. If you plan to study beyond your permitted period, you must apply for an extension of your stay before your current status expires.
Essential Procedures for Entering Japan
To enter Japan as an exchange student, you must first obtain a Certificate of Eligibility (COE). This process is typically initiated by your host educational institution in Japan. Once the COE is issued, you will use it to apply for your actual visa at the Japanese embassy or consulate in your home country.
When preparing your application, keep the following key document rules in mind:
- Validity of Documents: Any official certificate issued within Japan must be dated within three months of your submission date.
- Translations: If any of your supporting documents are written in a foreign language, you must attach a Japanese translation.
- Original Documents: As a general rule, submitted documents cannot be returned. If you need to keep an original document that is difficult to reacquire, you must request its return at the time of your application.
- Name Consistency: If the spelling of your name on your passport differs from the name on your COE application, it may cause delays. It is highly recommended to submit a copy of your passport during the application process to prevent any issues.
Required Application Documents
To apply for the COE, you will need to prepare several documents:
- Application Form: One copy of the official application form for the "Student" status.
- Photograph: One photo that meets the strict official specifications.
- Return Envelope: A standard envelope with your return address clearly written, with the appropriate postage stamps attached for simplified registered mail (簡易書留).
- Financial Proof: Documents proving how you will cover your expenses, such as a written oath of support (経費支弁書) or certificates showing scholarship payments.
- Confirmation Certificates: Your host school must prepare specific confirmation certificates (各種確認書) using the latest official templates. Note that you do not write these yourself; your educational institution must complete them.
Important Updates and Rule Changes in 2026
Several important updates have taken effect recently that you must be aware of when preparing your application in 2026:
- New Photo Requirements (June 14, 2026): A major change regarding residence card photos was implemented on June 14, 2026. Prior to June 13, 2026, individuals under the age of 16 were exempt from submitting a photo. Under the current rules, only infants under the age of one are exempt. Anyone who is one year of age or older must now submit a photograph for their residence card.
- Document Formats: For applications submitted before June 2026 (for status changes or extensions) or before September 2026 (for high school admissions), applicants were permitted to use older versions of the confirmation forms. However, you should now ensure your school uses the most up-to-date templates.
- Japanese Language Institutions: New operational guidelines and reviews for those entering Japanese language institutions were introduced in April 2026.
Transitioning to Life in Japan
When you first arrive in Japan, arranging long-term housing can be challenging due to the paperwork and upfront costs. To make your transition easier, many newcomers stay in a furnished monthly apartment first while they settle in and complete their local registration.
Because immigration policies and individual circumstances can vary greatly, you should never rely solely on general advice. It is essential to verify your eligibility and specific document requirements directly with official authorities.
For personalized inquiries and detailed guidance, you can contact the Foreign Nationals General Information Center at 0570-013904 (or 03-5796-7112 if calling from overseas or via IP phone).
Sources
- 出入国在留管理庁「在留資格「留学」 | 出入国在留管理庁」(checked 2026-10-05)
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.