Applying for a student visa for university: the steps and the timing

Foreigners Employment Support Organization (FESO)　／　Published 8 December 2025　／　Last updated 21 August 2026

This article is a translation of the Japanese original. Where the two differ, the Japanese version prevails. Read the Japanese original（日本語版を読む）

Answer

Getting the 在留資格「留学」 (Student) involves 2 steps: applying for the 在留資格認定証明書 (Certificate of Eligibility, COE), and then applying for the visa at a Japanese mission abroad. It is important to work backwards from the university's entry date. The greatest weight is placed on proof that the costs can be covered, and on a truthful, serious explanation of why you want to study in Japan.

What is this enquiry about?

A person who has decided to go on to a Japanese university wants to know the overall flow of a student visa application.

Subject: a new student visa application for university study
Situation: A person who has decided to go on to a Japanese university, or a member of their family.
Question: What is the overall procedure and timing for a student visa application? What should be watched out for in order to avoid a denial?

What is the overall flow of a student visa application?

There are 2 steps: applying for the 在留資格認定証明書 (Certificate of Eligibility, COE), and applying for the visa at a Japanese mission abroad.

The application is usually made not by you but by the university (the accepting organisation) acting as your representative.

Step 1 (applying for the COE): After you pass the university's entrance examination and obtain permission to enrol, follow the university's instructions, prepare the required documents (documents about who will cover your costs, proof of your highest academic qualification, and so on) and submit them to the university. The university applies to the 出入国在留管理庁 (Immigration Services Agency of Japan) for the COE as your representative. After a screening period (usually 1 to 3 months), the COE is sent to you.
Step 2 (applying for the visa at a Japanese mission abroad): After you receive the COE, apply for the visa (査証) at the Japanese embassy or consulate in your home country. You submit the original COE, your passport, the visa application form and so on. After a screening period, a student visa sticker is affixed to your passport.

When should you apply, and how long does screening take?

You need to work backwards from the university's entry date and start preparing accordingly.

Universities normally apply for all the COEs together, several months before the entry date (April (4月), October (10月) and so on). It is said that for April (4月) entry you are often asked to submit the application documents between around November (11月) of the previous year and around January (1月), and that for October (10月) entry you are asked to do so between around May (5月) and around July (7月). If you miss this deadline, you cannot join that round of applications and your entry may be delayed, so it is important to follow the university's instructions to the letter. Screening of the COE usually takes roughly 1 month to 3 months, and it tends to take longer at times of year when applications are concentrated, so it is important to start preparing with time to spare.

What matters most for avoiding a denial?

Proof that the costs can be covered, and consistency between your purpose in studying and your background.

Make the proof of ability to cover costs watertight: the most common reason for a denial is said to be weak proof that the costs can be covered. You need a certificate of bank balance and proof of income for the person paying (in most cases a parent), and the balance shown must be enough to cover tuition and living costs. If the money was paid into the account suddenly, just before the application, you may be asked for extra material explaining where it came from.
Consistency between your purpose in studying and your background: in your written explanation, set out logically and concretely why you need to study in Japan, and how your future goals connect with the subject you have chosen. If there is a gap between finishing your last school and coming to Japan, you will need material that clearly explains what you were doing during that time.

Frequently Asked Questions

Who normally files the student visa application?

Not the applicant, but the accepting university, acting as the applicant's representative.

How long before entry does the COE application start?

It is said that for April (4月) entry you are often asked by the university to submit the application documents between around November (11月) of the previous year and around January (1月), and that for October (10月) entry you are asked to do so between around May (5月) and around July (7月).

What is the most common reason for a denial?

Weak proof that the costs can be covered is said to be the most common. It is important to show that the bank balance is sufficient and to prove how the money was built up.

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This article provides general information. Immigration rules change, and outcomes depend on individual circumstances. Please check the Immigration Services Agency website or consult a qualified specialist.
This page is a translation of the Japanese original. Where the two differ, the Japanese version prevails.