This page lists all 20 documents you need for “Family sponsorship (COE)”. Tap any document to see what it is, where to get it, how to request it and what it costs.
Application for Certificate of Eligibility (COE)This is the MAIN form of the whole application — Application for Certificate of Eligibility (COE) (在留資格認定証明書交付申請書), issued by the Immigration…See detailsWhat this document is
This is the MAIN form of the whole application — Application for Certificate of Eligibility (COE) (在留資格認定証明書交付申請書), issued by the Immigration Services Agency. Every other document is an attachment to it; without it you cannot file at all.
What it must show
- Use the LATEST official version — old versions may be rejected
- Fill it in Japanese, clearly, with no corrections
- Attach the photo and sign in the designated boxes
- Some procedures have a section for your COMPANY / sponsor to fill in — ask them to complete it
Where to get it
Download the latest version from the Immigration Services Agency website, or pick it up at an Immigration counter. IIKANZI VISA can also fill it in for you and export a print-ready PDF.
How to get it
- Option 1: download the blank form from the Agency site and fill it in by hand
- Option 2: use IIKANZI VISA — answer step by step, the app fills the right boxes and exports a PDF
- Print it, sign, attach the photo, and submit together with the other documents
Cost & time
The form itself is free. A fee (paid with a 収入印紙 revenue stamp) applies only when your application is APPROVED — check the Agency's current fee notice.
Notes
Each procedure uses a different form — submitting the wrong one gets your application returned. Check the form name above before printing.
🧭Your family-case situationThese questions decide (1) which income-proof documents the sponsor must gather and (2) whether you must prepare a return envelope yourself. A wrong…See details
What this document is
These questions decide (1) which income-proof documents the sponsor must gather and (2) whether you must prepare a return envelope yourself. A wrong answer means wasted trips or a returned application.
What it must show
- Tax certificates key off 1 January (賦課期日). The city issues 課税証明書・納税証明書 only to people registered as residents on 1 January of that fiscal year. Arriving mid-year means going home empty-handed.
- What to submit instead. The last 2-3 payslips (給与明細) plus a certificate of employment (在職証明書). Add a short written reason (理由書) stating you arrived recently so the city cannot issue them.
- What Immigration says. The official page states: 「入国後間もない場合や転居等により、お住まいの区役所・市役所・役場から発行されない場合は、最寄りの地方出入国在留管理官署にお問い合わせ下さい」— newcomers are an anticipated case, not an automatic refusal.
- Who files. The return envelope only exists so the Bureau can post the COE. When a law / immigration office files as your 申請取次, they use an envelope addressed to their own office. Since 17 Mar 2023 you may also receive the COE by e-mail (電子交付), which removes the envelope entirely.
Notes
If you are unsure, leave it blank — the app then shows the FULL set, which is the safe side: extra papers are accepted, missing ones get you sent home.
Residence CardYour current residence card. Photograph/enter it to capture the card number, residence status, and expiry.See detailsWhat this document is
Your current residence card. Photograph/enter it to capture the card number, residence status, and expiry.
What it must show
- Photograph BOTH SIDES
- The back has the address + renewal notes
Where to get it
You keep it (law requires you to carry it).
How to get it
- Photograph the front (photo + card number + status + expiry)
- Photograph the back (address + notes)
Notes
Bring the original when submitting at the Bureau.
PassportPassport to verify identity. When submitting in person at the Bureau you must BRING THE ORIGINAL to show.See detailsWhat this document is
Passport to verify identity. When submitting in person at the Bureau you must BRING THE ORIGINAL to show.
What it must show
- Still valid
- Photograph/enter the personal-info page (the page with your photo)
Where to get it
You keep it. If expired: apply for a reissue at the Vietnamese Embassy/Consulate in Japan.
How to get it
- Photograph the info page clearly (photo + passport number)
- Bring the original when submitting at the Bureau
Notes
The app stores photos on your device and doesn't send them online.
Certificate of ResidenceCertificate of residence and household members (juuminhyo). For sponsorship / family cases you need the version that lists the WHOLE HOUSEHOLD and…See detailsWhat this document is
Certificate of residence and household members (juuminhyo). For sponsorship / family cases you need the version that lists the WHOLE HOUSEHOLD and INCLUDES the relationship, to prove your relationship with family.
What it must show
- The WHOLE-HOUSEHOLD version — 世帯全員 (not the single-person one)
- INCLUDES the RELATIONSHIP to the head of household — 続柄 shown (あり)
- INCLUDES NATIONALITY (国籍) and RESIDENCE STATUS (在留資格) for foreign residents
- Does NOT print the My Number (個人番号) — the Bureau will NOT accept a version with My Number
Where to get it
The CITY HALL where you're currently registered — 市役所 (city) or 区役所 (ward, in large cities). Find the nearest: open Google Maps and type “市役所” or “区役所” + your city/ward name → pick the closest. With a My Number card you can also get it at a kiosk in a convenience store.
How to get it
- Bring your residence card (在留カード) or My Number card to the city hall and take a number for the resident-record (住民票) counter
- Say (or hand over a note): 「世帯全員、続柄記載あり、マイナンバー無しの住民票を１通ください」— meaning: “Please give me 1 whole-household resident record, WITH relationship, WITHOUT My Number.”
- Pay ~300 yen, receive it the same day. Large households may span 2 pages → ask for both pages
Cost & time
About 300 yen per copy. Issued the same day.
Notes
A version missing the relationship, or one that PRINTS My Number, will be returned by the Bureau — remember to state both conditions when requesting.
Certificate of EmploymentA company-issued letter confirming you are an employee: position, job duties, start date, and salary.See detailsWhat this document is
A company-issued letter confirming you are an employee: position, job duties, start date, and salary.
What it must show
- Company name + official seal
- States position, job duties, start date, salary
Where to get it
Your company's HR / general affairs department.
How to get it
- Ask the company to issue this letter
- Say clearly it's for a residence renewal / change of status
Notes
The job duties must MATCH your residence status (e.g. Engineer = technical/office work, not manual labor).
Withholding Tax Slip (gensen)Year-end tax withholding slip issued by your company (源泉徴収票, gensen) — proves your annual income. The version matching the current tax set is Reiwa 6…See detailsWhat this document is
Year-end tax withholding slip issued by your company (源泉徴収票, gensen) — proves your annual income. The version matching the current tax set is Reiwa 6 · 2024 income.
What it must show
- The gensen Reiwa 6 · 2024 income version
- Or recent months' payslips (kyuuyo-meisai)
Where to get it
Your company's HR / accounting department.
How to get it
- Withholding slip: issued by the company at year-end; if lost, ask for a reissue
- Payslips: get paper copies or print from the company payroll system
Notes
If you changed companies mid-year, get the withholding slip from your FORMER company too. ⏱️ NEWCOMER — DO YOU ALREADY HAVE THIS? The gensen is issued by the company after 年末調整 (year-end tax adjustment), around December / early the next year. ➊ You've worked through at least one year-end adjustment (year 2025 or earlier): you HAVE a gensen (令和7年分, 2025 income). ➋ Just arrived / just started working this year: you have NO gensen yet since you haven't been through a year-end adjustment → the first one comes out in around December 2026 – early 2027; while waiting, submit your last 3 MONTHS' PAYSLIPS instead to prove income.
Payslips (last 3 months)The last 3 MONTHS' payslips (給与明細, kyuuyo-meisai) of the SPONSOR (you) — proving your CURRENT income. Especially needed when you're NEW to Japan /…See detailsWhat this document is
The last 3 MONTHS' payslips (給与明細, kyuuyo-meisai) of the SPONSOR (you) — proving your CURRENT income. Especially needed when you're NEW to Japan / just started working and don't yet have a full year of income, so you don't yet have income & tax certificates (課税/納税証明書).
What it must show
- 3 CONSECUTIVE, most recent months (one image per month)
- Clearly show the recipient's name + pay month + total received (支給額)
- The company-issued version (paper or printed from the payroll system)
Where to get it
Your company's HR / accounting department, or print it yourself from the company payroll system (給与明細 Web).
How to get it
- Request or print the payslips for the last 3 months
- Photograph each one clearly — one image per month (3 slots)
Cost & time
Free (issued by the company).
Notes
If you've worked in Japan for LESS than a year: you don't have 課税/納税証明書 yet → submit 3 months' payslips INSTEAD to prove income. If you already have the tax certificates, this is a supporting document for extra assurance.
Income certificateCertificate of annual INCOME + municipal (resident) tax (課税証明書, kazei-shōmeisho). The version to use now is Reiwa 7 nendo · 2024 income.See detailsWhat this document is
Certificate of annual INCOME + municipal (resident) tax (課税証明書, kazei-shōmeisho). The version to use now is Reiwa 7 nendo · 2024 income.
What it must show
- Shows total annual income + municipal tax amount
- Request exactly the Reiwa 7 nendo · 2024 income version
Where to get it
Apply at the CITY HALL (shiyakusho) where you were REGISTERED AS A RESIDENT on 1/1/2025. If you lived in a different city on that date, you must apply at that former city.
How to get it
- Bring your residence card (or My Number card) to the city hall
- Request the Reiwa 7 nendo · 2024 income version
- With a My Number card you can also get it at a kiosk in a convenience store
Cost & time
About 300 yen per copy. Issued the same day.
Notes
Why NOT a newer year (income 2025): that year's municipal tax is paid in several installments and is only FULLY paid around early 2027 — until then the tax-payment certificate is not “clean”. So for now, get all 3 documents consistently for the 2024 income year.
- Tax payment certificateCertificate that municipal tax has been FULLY PAID with no arrears (納税証明書, nōzei-shōmeisho). Get it together with the Reiwa 7 nendo · 2024 income…See details
What this document is
Certificate that municipal tax has been FULLY PAID with no arrears (納税証明書, nōzei-shōmeisho). Get it together with the Reiwa 7 nendo · 2024 income income certificate.
What it must show
- Confirms municipal tax is fully paid with no arrears
- Same year as the income certificate (Reiwa 7 nendo · 2024 income)
Where to get it
Same place as the income certificate: the city hall where you resided on 1/1/2025.
How to get it
- Request it at the same time as the income certificate
- Clearly ask for the “fully paid, no arrears” version
Cost & time
About 300 yen per copy. Issued the same day.
Notes
If you have arrears or haven't finished paying, you can't get a “clean” certificate — that's why you use an income year for which tax is already fully paid.
Employment ContractNeeded only if the SPONSOR (you) just changed jobs: the NEW company's employment contract (雇用契約書) + the FORMER company's separation slip (離職票…See detailsWhat this document is
Needed only if the SPONSOR (you) just changed jobs: the NEW company's employment contract (雇用契約書) + the FORMER company's separation slip (離職票 rishokuhyou).
What it must show
- The new company's employment contract (states salary + job)
- The former company's separation slip (離職票)
Where to get it
The new company issues the contract; the former company (or Hello Work) issues the separation slip.
How to get it
- Request the employment contract from the new company
- Request the separation slip (離職票) from the former company / Hello Work
Notes
Changing jobs makes the Bureau more likely to request extra documents — prepare in advance to be safe.
Bank Balance CertificateA bank balance certificate — proves financial capacity when you have NO salary income (in place of the income/tax certificates). Rarely used.See detailsWhat this document is
A bank balance certificate — proves financial capacity when you have NO salary income (in place of the income/tax certificates). Rarely used.
What it must show
- Issued by the bank, showing the balance at the time of request
- Only used when income can't be proven the usual way
Where to get it
The bank where you opened your account.
How to get it
- Go to the bank counter and request a balance certificate
- Say clearly you need a Japanese version to submit to the Bureau
Notes
If you already have income/tax certificates or payslips, this document is usually NOT needed.
ID photo (4×3cm)A portrait photo pasted onto the application form (for COE, on the applicant's page). The Bureau uses it for identification.See detailsWhat this document is
A portrait photo pasted onto the application form (for COE, on the applicant's page). The Bureau uses it for identification.
What it must show
- Size 4×3 cm (height × width)
- Plain WHITE background, no pattern
- Taken within the last 3 months
- Face forward, no hat, no sunglasses, face clearly visible
Where to get it
An ID-photo booth (shoumei-shashinki) at a station / convenience store, or a photo shop (shashin-ya).
How to get it
- Find an ID-photo booth (shoumei-shashin) or go to a photo shop
- Choose the 4×3cm size (the visa / résumé type)
- Print or save the photo; the app will insert it into the form
Cost & time
Automated booth ~800–1000 yen.
Notes
You may use a white-background camera app, but the photo must be clear and exactly a 4×3 ratio.
- PassportThe passport of the person in Vietnam being sponsored to Japan. Used to capture identity details for the COE.See details
What this document is
The passport of the person in Vietnam being sponsored to Japan. Used to capture identity details for the COE.
What it must show
- Still valid
- Photograph the info page (with photo)
Where to get it
Held by the sponsored person in Vietnam. If they don't have one, get a passport in Vietnam first.
How to get it
- Have family in Vietnam photograph the info page and send it
- Save it per member to reuse for later applications
Notes
After the COE is issued, the person in Vietnam takes it to apply for a visa at the Japanese Embassy.
Proof of relationshipA document proving the relationship between you and the sponsored person: a marriage certificate (for a spouse) or a birth certificate (for a child).See detailsWhat this document is
A document proving the relationship between you and the sponsored person: a marriage certificate (for a spouse) or a birth certificate (for a child).
What it must show
- A valid original/copy from Vietnam
- Clear information, still valid
Where to get it
Vietnam: the commune/ward People's Committee (marriage / birth extract). If married in Japan: a marriage-registration acceptance certificate (kon'in-todoke juri-shoumeisho) from the city hall.
How to get it
- Have family request the extract in Vietnam
- Prepare it together with a Japanese translation (next station)
Notes
If you registered the marriage only in Vietnam, it's best to complete the required marriage-notification procedures so the case is solid.
Japanese translationA Japanese translation of the relationship document (marriage/birth).See detailsWhat this document is
A Japanese translation of the relationship document (marriage/birth).
What it must show
- Translate the full content of the original
- Clearly write the translator + translation date
Where to get it
You can translate it yourself, or use a translation service.
How to get it
- Translate faithfully to the content
- At the end write: translator's name, signature, date
Notes
The Bureau accepts a self-translation, but the translator MUST be clearly identified.
Tuberculosis screening certificateA TUBERCULOSIS screening certificate. From 01/09/2025, Vietnamese nationals applying for long-term residence MUST undergo TB screening at a…See detailsWhat this document is
A TUBERCULOSIS screening certificate. From 01/09/2025, Vietnamese nationals applying for long-term residence MUST undergo TB screening at a DESIGNATED hospital in Vietnam and submit a certificate of being TB-free.
What it must show
- Chest X-ray at a designated hospital
- Receive a certificate of being TB-free
- The certificate is valid for 180 DAYS from the X-ray date
Where to get it
A DESIGNATED hospital in Vietnam. HCMC: Military Hospital 175 (786 Nguyen Kiem), Raffles Medical, DYM Saigon / Phu My Hung, Care1, Nguyen Tri Phuong, IOM. Hanoi: DYM Hanoi, Raffles, Family Medical Practice, IOM, Transport Hospital. Da Nang: Family General Hospital, Family Medical Practice.
How to get it
- Check the latest official list at jpets.mhlw.go.jp
- Book a TB screening (chest X-ray) at a designated hospital
- Receive the certificate, submit it with the COE application (within 180 days)
Cost & time
The screening fee varies by hospital (a few hundred thousand – over 1 million VND). Ask the hospital directly.
Notes
The Tokutei category is temporarily EXEMPT; but the family-reunification category REQUIRES it — double-check with the Embassy / hospital. The hospital list may be updated.
Stamped return envelopeAn envelope for the Bureau to MAIL BACK the Certificate of Eligibility (COE) after review. It is only the DELIVERY channel — whoever receives the COE…See detailsWhat this document is
An envelope for the Bureau to MAIL BACK the Certificate of Eligibility (COE) after review. It is only the DELIVERY channel — whoever receives the COE prepares the envelope.
What it must show
- You file in person and want it posted → NEEDED. A standard (定形) envelope, your name and Japanese address written clearly, with a registered-mail (簡易書留) stamp.
- A law / immigration office files as your 申請取次 → YOU need nothing. The Bureau returns the COE to the filer, so the office uses an envelope addressed to itself (or collects at the counter). Just confirm with them once.
- Receiving the COE by e-mail (電子交付, since 17 Mar 2023) → no envelope at all. You must register on the online system first, then hand in 「（窓口申請）在留資格認定証明書電子交付希望申出書」 at the counter. Filing online: pick 受領方法 = メール.
Where to get it
Buy the envelope + stamp at the post office (yuubinkyoku) or a convenience store.
How to get it
- First ask: are you filing yourself, or is an office filing for you? — if the office files, STOP, buy nothing
- Filing yourself: buy one ordinary-format envelope
- Write your (the sponsor's) home address in the recipient box
- At the post office, buy & affix a registered-mail stamp (say: 'kani-kakitome')
- Include it with the document set when submitting
Cost & time
A registered-mail stamp (kani-kakitome) is about 400+ yen (ask the post office for the exact amount).
Notes
Stamp rates change with postal prices and vary by local Bureau — ask a postal clerk. If you already submitted an envelope and later switch to e-mail delivery, the Bureau returns the envelope to you.
Information for the formThe remaining form fields you fill in yourself: current address, phone number, planned timing, how living costs are paid (shiben-houhou)…See detailsWhat this document is
The remaining form fields you fill in yourself: current address, phone number, planned timing, how living costs are paid (shiben-houhou)…
What it must show
- Fill in exactly as your documents (address per the juuminhyo)
- The phone number must be reachable
How to get it
- The app will ask each field simply (later version)
- Check consistency with the documents you've submitted
Notes
Inconsistent information across documents easily leads to extra questions from the Bureau / a longer review.
Part-time work permit (28h)If your status does not allow work — for example 家族滞在 (Dependent) or 留学 (Student) — you must get permission from the Immigration Bureau before taking…See detailsWhat this document is
If your status does not allow work — for example 家族滞在 (Dependent) or 留学 (Student) — you must get permission from the Immigration Bureau before taking a part-time job. That permission is called 資格外活動許可.
What it must show
- NEEDED: a 家族滞在 (Dependent) holder who wants a part-time job
- NOT needed: a status that already allows work (Engineer, Tokutei Ginou…)
- NOT needed: a residence card marked 就労制限なし (no work restriction)
Where to get it
The Immigration Bureau (入国管理局) for your area — submit it at the same time as your main application, so you only go once.
How to get it
- Tick “I want to apply for permission to work part-time” on this step
- Enter the planned workplace (leave blank if you don't have one yet)
- Download the 資格外活動許可申請書 the app filled in for you
- Submit it TOGETHER with your main application — free of charge
Cost & time
Free. It is reviewed alongside your main application, so the result usually comes at the same time.
Notes
Limits: up to 28 hours a week (students may work up to 8 hours a day during long school holidays). Adult-entertainment work (風俗) is NOT allowed. Working over the limit will hurt your next extension or visa application.