Visa application (COE in hand)

This page lists all 5 documents you need for “Visa application (COE in hand)”. Tap any document to see what it is, where to get it, how to request it and what it costs.

1. About this visa caseThese seven answers decide where the app tells you to file, whether you can file directly or must go through an agency, and how the visa form is…See details

   What this document is

   These seven answers decide where the app tells you to file, whether you can file directly or must go through an agency, and how the visa form is printed.

   What it must show

   • File by CURRENT ADDRESS: Ha Tinh and north → Embassy in Hanoi · Quang Tri to Gia Lai → Consulate in Da Nang · Dak Lak and south → Consulate in Ho Chi Minh City
   • Applications go THROUGH AN AUTHORISED AGENCY designated by the Embassy — you cannot walk up to the Embassy gate
   • Only spouses, natural children and adopted children of a JAPANESE national (plus diplomatic and official cases) may file directly
   • The applicant must file in person unless there is a power of attorney on the official form
   • A visa can be applied for at most 3 months before the intended entry
   • Every document in the packet must have been issued within the last 3 months
   • Single-entry visa fee 2,590,000 VND (for cases accepted 1 Jul 2026 – 31 Mar 2027)
   • Going to IWATE · FUKUSHIMA · MIYAGI means the visa fee is WAIVED — attach a copy of a document showing the school, workplace or home address
   • After a refusal you cannot reapply for the same purpose for 6 months, and no reason is given

   Notes

   For a STUDENT (留学) visa to a Japanese language school two extra documents are required — the VN-NARIC verification of the high-school diploma and a Japanese-language certificate — and the applicant may be called for a Japanese interview. This route does not cover that case yet.

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2. The COE — original or e-mailThe COE decides the whole trip — handle and send it correctly.See details

   What this document is

   The COE decides the whole trip — handle and send it correctly.

   What it must show

   • Valid 3 MONTHS from issue — the visa must be issued and the entry made inside that window
   • Send the paper original by tracked courier, never ordinary mail
   • Keep a photocopy or photo before sending
   • e-COE: print the entire e-mail including the signature block, not just the attachment
   • If the COE has text on the BACK, photocopy both sides

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3. The applicant's passportThe passport of the person travelling to Japan, submitted by them at the Embassy.See details

   What this document is

   The passport of the person travelling to Japan, submitted by them at the Embassy.

   What it must show

   • Bring the ORIGINAL, not a copy
   • ⚠️ Valid for at least 6 MONTHS from the filing date — anything shorter is returned
   • At least two blank pages for the visa
   • Page 3 (the holder's signature field) MUST be signed — and that signature must MATCH the one on the visa application form
   • The name must match letter-for-letter the name you wrote on 招へい理由書 and 滞在予定表

   Notes

   One wrong letter in the name (missing accent, swapped order) gets the packet returned. Copy the name exactly as printed in capitals on the photo page.

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4. Photo 3.5 × 4.5 cm (W × H)The photo attached to the Embassy visa application form.See details

   What this document is

   The photo attached to the Embassy visa application form.

   What it must show

   • 4.5 cm tall × 3.5 cm wide — not 3 × 4
   • Taken within the last 6 months
   • Plain white or light background
   • Face forward, no hat, no sunglasses, eyebrows visible
   • Printed on photo paper, not an office printer
   • Write the applicant's full name on the BACK of the photo before attaching it
   • Attach it with GLUE — ⛔ never staple it to the form
   • A dirty, torn or blurred photo is refused and must be retaken

   Notes

   The 3 × 4 photo elsewhere in this app is for Immigration in Japan — only 5 mm different and nearly identical to the eye, but do not reuse it for the Embassy visa.

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5. Visa application form (査証申請書)The visa application form issued by the Japanese Embassy or Consulate-General.See details

   What this document is

   The visa application form issued by the Japanese Embassy or Consulate-General.

   What it must show

   • Download free from the Japanese Embassy website in your relative's country
   • Fill in CAPITAL letters in English or Japanese
   • The address in Japan must match the one on your 招へい理由書
   • The guarantor field names the 身元保証人, who may differ from the inviter
   • Sign by hand, matching the passport signature

   Notes

   The form is free. Anyone charging you for it is cheating you.

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