How Long Does It Take to Get a Work Visa for Japan?

Japan remains a popular destination for foreign professionals seeking new opportunities, better living standards, or simply good food. 

Naturally, “Is it hard to get a work visa in Japan?” is a common question for those considering moving here. 

While we already discussed “How to get a visa as an engineer in Japan”, here we’ll focus on the work visa, answering the question “How long does it take to get a work visa for Japan?” from application to approval. We’ll also explain some common obstacles that might extend the processing time of your visa and what you can do to fast-track the process.

Let’s jump right in.

How Long Does It Take For a Work Visa in Japan?

The time it takes to get a work visa for Japan can vary significantly depending on the applicant's circumstances, visa type, and processing requirements. 

The official visa processing time stated by the Ministry of Foreign Affairs is five working days from the day following the date of application. However, it might take you a couple of months to collect the documents you need to be able to apply at the embassy. 

Considering this, the entire process of obtaining a work visa for Japan can take anywhere between two to four months from the initial preparations until the visa is granted. 

Of course, delays can occur due to incomplete paperwork or other factors we’ll explore in a bit. In contrast, certain visa categories, such as the Highly Skilled Professional visa, may have a slightly faster processing time compared to standard work visas, depending on the priorities of the immigration authorities. 

Japan Work Visa Process: What Is The Process Like?

The work visa application process for Japan involves several steps, starting with obtaining a Certificate of Eligibility (COE), which is a crucial document that proves you meet the requirements for entering Japan. 

The COE serves as confirmation that you meet the necessary conditions for employment, including information such as job details and your qualifications. Employers often assist with this application as they’ll submit the necessary paperwork to the Immigration Bureau in Japan themselves. This includes providing documents such as the employment contract, company registration details, and a letter of guarantee.

Once the COE is approved, which typically takes 2 to 3 months, the applicant can then apply for a work visa at the Japanese embassy or consulate in their home country. The COE is essentially a prerequisite for the visa itself, meaning that without it, the embassy will not proceed with the visa application.

You can find more details about the application process in this guide on visa application processes in Japan for employers and applicants. As we said, the embassy processing time usually takes about five business days, but this time frame can vary slightly based on your location and the embassy's workload. It’s also advisable to check for any local holidays or changes in processing times that could affect the duration of the application.

Contributors to Japan Work Visa Processing Time: Why Does It Take Time?

The work visa process can take time because it simply involves multiple verification steps. Not only do you have the waiting times for the COE to be issued, but the Immigration Bureau in Japan also has to review all your documents to ensure that you meet both the employment and residency requirements.

This includes verifying your employment contract, ensuring that the sponsoring company is legitimate and financially stable, and checking your qualifications for the job. Verification of information, company background checks, and any additional clarifications can significantly slow down the process.

What’s more, during peak periods or public holidays, the immigration bureau may experience even further delays, extending the timeline.

Communication delays between the applicant, employer, and immigration authorities can also add time to the process. For instance, if additional documentation is requested, the back and forth of gathering and submitting these materials can take extra time. The Immigration Bureau may also need to consult with other government agencies if there are questions regarding the applicant's background or eligibility.

Considering COE and these other steps, it’s no surprise that the earliest you can expect the entire process to be completed is in about two to three months. 

In more complex scenarios, the process can even take four to five months, particularly if complications arise or if the immigration authority requires more time to conduct additional checks. So, “average times” should always be taken with a grain of salt when it comes to visas.

Does The Processing Time Vary Based on The Type of Visa?

In short, yes. The processing time of your visa application can vary depending on the type of visa you're applying for. 

For instance, a highly skilled professional visa might take a shorter time to process compared to a standard work visa due to its higher priority. The requirements for each visa category differ, and in some cases, specialized visas may have slightly expedited processing times, too. You can refer to our article on getting a Japanese visa as an engineer for more information about specific visa categories. 

What Are The Obstacles That Make Work Visa Processes Longer?

There are several factors that can delay the processing of your work visa application. Here are some of the most common ones:

• Incomplete or Incorrect Documentation: One of the most common issues with visa applications is missing or incorrect paperwork. Even a small error in your application documentation can lead to significant delays as corrections need to be made and resubmitted.

• Additional Background Checks: Applicants with an unusual employment history or complex backgrounds that require extra scrutiny may undergo additional checks. 

• High Application Volume: During busy periods such as graduation seasons or major hiring periods, the volume of applications can be very high, which naturally leads to delays.

• Holidays: Immigration offices and embassies are often closed during national holidays. 

• Employer Issues: If the company that’s sponsoring you is not well-versed in the visa process or has financial or legal issues, this could slow down the COE approval, leading to delays in the process. If the company has incomplete paperwork, the immigration authority will request additional information and documents. 

Speeding Up The Japan Work Visa Processing Time: What You Can Do

When applying for a visa, it's important to understand that processing can take time. Depending on the application volume, you may need to wait longer than you’ve anticipated. 

That said, there are a few strategies that might help speed up your visa process, at least at certain stages.

Prepare All Documentation Thoroughly

Ensuring all of your documents are complete and accurate before submission is likely the most crucial step to speeding up your visa process. Missing or incorrect documents are a common cause of delays, as they require additional back and forth to fix.

To avoid these setbacks, carefully review all paperwork. Using a checklist can also help confirm that you have all the required documents before submitting your application. 

Work With Your Employer

Your employer plays an important role in the visa process, particularly in the application for the Certificate of Eligibility. So, having them as involved in the process as possible is the best way to ensure your visa won’t face any delays.

It’s especially helpful if your employer is well-prepared and knowledgeable about the visa process and the requirements. An experienced employer familiar with the necessary paperwork can really expedite the process. Open and clear communication with your employer is also key, as miscommunication can lead to delays.

Apply During Off-Peak Times

As mentioned, timing can greatly impact the speed of your visa process. So, avoid submitting your visa application during peak hiring seasons, such as the start of the Japanese fiscal year in April. 

Immigration offices are often overwhelmed during these times, leading to longer processing times. By applying during quieter periods, you can potentially reduce waiting times.

Consider Using a Visa Service

If you want your visa process to go smoothly without a hitch, hiring a professional visa service can help ensure just that, allowing for a potentially quicker process.

Visa services are experienced in dealing with the Japanese immigration system and can provide guidance on preparing your application and avoiding common mistakes, which also add to the process. 

What’s more, visa services can even communicate with immigration authorities on your behalf, helping to resolve issues efficiently. While the service comes at an additional cost, it can save time and reduce stress, especially if you're unfamiliar with the process, which is often the case for those moving to Japan for a job.

Keeping Up With The Process: How Will I Know If My Japan Visa Is Approved?

Updates on your visa process are usually communicated through your employer or the immigration office handling the application for the Certificate of Eligibility. 

In most cases, your sponsor, which is your employer, will keep you updated if, for example, the Japanese Immigration Bureau requests additional documents or clarifications. Once you move to the embassy stage, you can track your application status through the embassy or consulate’s online platform. 

What Are The Potential Reasons My Work Visa Might Be Rejected?

Here are the most common situations that may lead to the rejection of a work visa application.

• Incorrect or Incomplete Documentation: Missing, incorrect, or incomplete documents are one of the most common reasons for visa rejection. The Japanese Immigration Bureau requires precise and complete information, and even small mistakes can lead to the denial of your application. It’s crucial to double-check all paperwork before submission to avoid these errors.

• Inadequate Job Qualifications: If the applicant doesn’t have the required qualifications or experience for the job they're being hired for, the visa application may be rejected. The Immigration Bureau must be convinced that the applicant is adequately qualified for the role, especially if the position requires specialized skills.

• Criminal Record or Past Immigration Violations: A criminal record or previous violations of immigration laws can lead to visa rejections. The Japanese government conducts thorough background checks, and any red flags related to criminal activities or past visa violations may result in an application being denied. 

• Incorrect visa category: Believe it or not, applying for the wrong visa type is another common reason why visas get rejected. It's important to ensure that you apply for the visa that best matches your intended activities in Japan. For instance, knowing whether to apply for a standard work visa or a highly skilled professional visa is vital.

• Insufficient Finances or Sponsor Issues: Applicants must demonstrate that they have the financial means to support themselves while in Japan. If the immigration authorities believe that the applicant doesn't have sufficient financial support, the visa may be rejected. Similarly, if the sponsoring company doesn’t meet the necessary legal or financial requirements or if they fail to provide adequate supporting documents, the application will be denied.

What If a Japanese Visa Is Rejected: What Can You Do?

Let me preface this by saying that when a visa application gets rejected, this decision is final. However, as we mentioned, reapplication is always possible. 

If your visa gets rejected, the first step is to understand the reason for the rejection. Rejections can occur for multiple reasons, from incorrect or incomplete paperwork to failing to meet the visa requirements. Once you understand the reason, you can then take corrective action.

Also, be sure to contact your employer as soon as possible. Often, your employer will be in contact with the immigration authorities and can provide further explanation as to why exactly the visa was rejected. This can clear up any confusion you may have regarding missing documents and the application requirements.

Once you gather all the feedback provided by the immigration authorities and your employer, address any missing or incorrect information. In some cases, you may need the assistance of a legal professional or immigration consultant to help resolve more complex issues. 

However, if the rejection was due to an issue such as a criminal record or ineligibility, you may need to resolve legal matters before reapplying.

When you finally meet the visa criteria and check all the boxes, you can apply again. Depending on the reason for the initial rejection, there may be a waiting period, but generally, applicants can reapply as soon as the issues have been resolved. 

Conclusion: How Long Does Japan Visa Approval Take?

To recap, obtaining a work visa for Japan can take anywhere from one to three months, depending on factors like visa type, documentation completeness, and potential complications.

The Certificate of Eligibility is a key component required before the actual visa application and can take up to 2.5 months to obtain. To avoid delays, it’s crucial to work closely with your employer and ensure all paperwork is accurate.

If you’re planning to move to Japan, you can start your journey by exploring job opportunities on our Japan Dev job board. We always have job openings for overseas candiates looking to relocate, so you can start your Japanese adventure once you secure the right position.