The Certificate of Eligibility for Resident Status (COE) is mandatory for most foreigners before applying for a visa to study or work in Japan. However, many applications are rejected even tho all the necessary documents have been prepared. So, what are the reasons for being denied a COE in Japan? How to increase the chances of being granted COE on the first attempt? The article below will help you understand common mistakes, how to fix them, and tips to improve your application evaluation.
1. What is COE Japan?
1.1. What is COE Japan?
COE (Certificate of Eligibility) is a Certificate of Residence Status issued by the Immigration Services Agency of Japan (ISA) to foreigners who wish to study, work, or reside in Japan. This is not a visa but a basis for the Japanese Embassy or Consulate to consider issuing an entry visa. It can be simply understood that COE is a step to confirm that the applicant meets the residency conditions as stipulated by Japanese law.
For international students, technical interns, engineers, or skilled workers, the COE is almost a mandatory document before applying for a visa.
1.2. The role of COE when applying for a Japanese visa
COE plays an important role in the entire visa application process as it is the initial assessment result from the Japanese immigration authority.
Being granted a COE brings many benefits such as:
- Proving that the applicant meets the conditions for residence in Japan.
- Shorten the visa processing time at the Embassy or Consulate.
- Reduce the risk of visa denial due to lack of legal grounds.
- Confirming that the purpose of entry is legal and in accordance with Japanese regulations.
Although having a COE does not guaranty a visa, in practice, it is an important condition that helps the visa application process go more smoothly.
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1.3. The process of applying for COE and a Japanese visa
Step 1: Prepare the documents as required by the receiving school or company.
Step 2: The school or company in Japan submits the COE application to the Japanese Immigration Bureau.
Step 3: The authorities conduct a review of the application and make a decision to grant or deny the COE.
Step 4: After the COE is issued, the original or electronic copy will be sent to the applicant.
Step 5: The applicant uses the COE to submit their visa application at the Japanese Embassy or Consulate.
Step 6: After being granted a visa, the worker or student can enter Japan within the specified time frame.
The COE review process usually takes 1 to 3 months, but it can take longer if additional documents are required or if further information needs to be verified.
2. What is a COE rejection in Japan? Is it impossible to go to Japan?
2.1. What is a COE application rejection?
A COE rejection is when the Japan Immigration Bureau denies the issuance of a Certificate of Eligibility after reviewing the application. This means that the applicant cannot proceed to the visa application step. The rejection may stem from various reasons such as incomplete documentation, insufficiently convincing information, unclear purpose of stay, or failure to meet the stipulated conditions.
Unlike many countries, the Japanese immigration agency often does not specify the detailed reasons for the rejection in the notification sent back. Therefore, applicants need to carefully review all documents to identify the reasons and make adjustments before resubmitting.
2.2. Failing to obtain COE does it mean you cannot go to Japan?
The answer is no. Being denied a COE does not mean completely losing the opportunity to study or work in Japan. In many cases, the application only encounters errors related to finances, documentation, or explanations. After identifying the cause, the applicant can completely prepare the application again and apply for the COE the next time. In fact, many international students and workers have been granted COE on their second or third submission after adjusting their documents according to the requirements.
2.3. Does the Japanese agency provide reasons for COE rejection?
Usually, the Japanese Immigration Bureau does not disclose detailed reasons for refusal to ensure confidentiality during the review process. Therefore, COE applicants often only receive the result of "not granted" without a specific explanation.
In this case, the consulting unit, school, or receiving business will review the application based on practical experience, identify any inconsistencies, and provide guidance for adjustments before resubmission.
3. 10 common reasons for COE rejection
3.1. Financial proof is not convincing enough
This is the most common reason for Japanese study abroad applications and is also one of the factors that the reviewing agency scrutinizes very carefully. The purpose of proving financial capability is to demonstrate that the student or sponsor has sufficient ability to cover tuition and living expenses during their stay in Japan without relying on part-time work.
Some common mistakes include:
- The savings account was opened too close to the application submission date.
- The account balance increased dramatically, but the source of the funds could not be proven.
- The income of the guarantor does not match the amount in the savings account.
- There are no documents proving legal sources of income.
- Tax records, salary statements, or employment verification letters are incomplete.
For example, if the guarantor has an income of about 15 million VND per month but holds a savings account worth over 1 billion VND without any documentation proving the source of the funds, the reviewing agency may completely doubt the transparency of the application.
3.2. Inconsistent information in the application
A COE application file usually includes a lot of documents such as passports, diplomas, transcripts, birth certificates, employment contracts, job confirmation letters, graduation certificates, notarized translations... Just a few mismatched pieces of information can lead to the application being requested for verification or rejected.
Common mistakes include:
- Incorrect date of birth.
- Different ways of writing the name across various documents.
- Incorrect residential address.
- Incorrect study or work hours.
- The Japanese or English translation does not match the original.
Although this may just be a typographical error, from the perspective of the reviewing agency, inconsistencies will reduce the overall reliability of the entire application.
3.3. There is a gap in study or work without a reasonable explanation
A gap year is not a reason for your application to be rejected. However, if the COE applicant cannot explain what they did during that period, it will become a disadvantage.
For example:
- Graduated from high school 5 years ago but never attended university or worked.
- Unemployed for over a year without any proof or clear study plan.
- Changing jobs continuously without a reasonable explanation.
For the reviewing agency, those "gaps" in time can raise suspicions about the true purpose of going to Japan.
Solution: If you have ever taken a break from school or work, prepare a detailed explanation along with supporting documents such as old employment contracts, work confirmation letters, training certificates, or related paperwork.
3.4. The purpose of studying or working in Japan is unclear
One of the important criteria when considering COE is the reasonableness of the study or work plan.
For example:
- Graduated from university but then enrolled in an unrelated program.
- Having many years of experience but not being able to explain the reason for changing fields.
- The study plan is too vague or copied from existing templates.
If the application does not demonstrate the connection between the study process, previous work, and plans in Japan, the reviewing agency may suspect that the real purpose is to go to Japan for illegal labor.
Solution:
Please construct a Study Plan or Career Plan logically, clearly stating:
- Why choose Japan.
- Why choose this field of study or job?
- Career goals after completing the program.
- Plan to return to Vietnam or develop a long-term career.
- A well-invested plan will make the application much more convincing.
>>> You need to be aware of 6 cultural shocks when studying and working in Japan.
3.5. Japanese proficiency does not meet the requirements
Not all programs require a JLPT certificate. However, Japanese language proficiency is still a factor considered during the COE review process, especially for international students.
Some cases that are likely to be undervalued include:
- Have never studied Japanese.
- No certificate or proof of study hours.
- The communication ability is too limited compared to the program's requirements.
- For engineers or skilled workers, many companies nowadays also require at least N4 or N3 proficiency to ensure work capability.
3.6. The academic record or work history has many irregularities
In addition to checking the documents, the reviewing agency also evaluates the entire study and work history of the applicant. Some signs that may cause the application to be scrutinized more closely include:
- An average grade that is too low for many years.
- Frequently skipping school.
- Forced to drop out.
- Changing jobs frequently in a short period.
- Unable to prove work experience.
This does not mean that someone with average academic performance will be denied a COE, but if the application has too many unusual points without reasonable explanations, the risk assessment will be higher.
3.7. The financial guarantor does not meet the requirements
For the majority of Japanese study abroad applications, the financial guarantor plays a very important role. These are usually parents or direct relatives who can prove sufficient financial resources to cover tuition and living expenses for the student during the initial period in Japan.
During the review process, the immigration agency not only considers the amount of money in the account but also evaluates the stability of the income source. If the sponsor cannot prove their financial capability or if the application has many points of opacity, the likelihood of COE rejection will significantly increase.
Some common cases include:
- Low monthly income but holding a savings account with a large balance.
- No employment contract or job confirmation letter.
- Not declaring or proving tax payment.
- Freelance business without a license, invoices, or revenue documents.
- The financial records among the documents are inconsistent.
For workers under the engineer category or work visa, if the sponsoring company lacks financial capacity or does not meet recruitment conditions, it can also affect the COE issuance process.
3.8. Using fake documents or providing false information
During the review process, the Japanese immigration authority may coordinate with schools, receiving companies, or relevant agencies to verify the information. If fake documents or dishonest declarations are discovered, the application will almost certainly be rejected.
Common cases include:
- Faking diplomas or transcripts.
- Editing graduation certificates.
- Falsifying work experience.
- Falsifying employment contracts or pay stubs.
- Borrowing someone else's savings book or financial documents but reporting them incorrectly.
- Concealing residency history or violations in Japan.
Many people believe that just "making a few adjustments" to make the record look better will go unnoticed. However, with the increasingly strict inspection system and the coordination between multiple agencies, this behavior poses a very high risk.
3.9. Previously violated immigration or residence regulations in Japan
The immigration history is also one of the criteria considered when issuing a COE. If the COE applicant has previously resided in Japan and violated residency regulations, the likelihood of their application being assessed as high risk will be greater.
Some common cases include:
- Previously overstayed a visa.
- Working without the proper residency status.
- Fined or deported.
- Previously denied entry into Japan.
- Has a history of using fake documents in previous visa applications.
Additionally, if you have previously been denied a COE or visa but submit a new application with the same content without addressing or resolving the previous issues, the likelihood of continued denial will be very high.
3.10. The school or receiving unit has issues during the review process
Not all reasons for COE rejection come from the applicant. In some cases, the school or receiving business can also affect the approval outcome.
For example:
- A school with a high dropout rate or a high number of illegal residents among international students.
- The company has previously hired foreign workers in violation of regulations.
- The admission documents or labor contracts do not meet the requirements of the regulatory authorities.
- The receiving unit is currently undergoing inspection or review.
For engineers and workers, if the business cannot prove the actual recruitment needs or financial capacity, the COE application of the workers may also be affected.
4. How to increase the chances of getting a COE in Japan on the first try
4.1. Prepare a complete and consistent file
A professional application package is not just a collection of required documents but also needs to ensure consistency among all information. Before submitting your application, take the time to thoroughly check all the content on documents such as passports, diplomas, transcripts, birth certificates, citizen identification cards, employment contracts, job confirmation letters, and notarized translations.
Seemingly minor errors such as a typo in the name, incorrect date of birth, or mismatched study periods can also lead the reviewing agency to request verification or assess the application as having low reliability. Especially, if you have ever changed your name, changed your citizen ID, or changed your permanent address, you should provide additional documents to avoid raising suspicions during the review process.
4.2. Transparent financial proof
For study abroad applications, financial documentation is always one of the most scrutinized criteria. Instead of just focusing on the amount in the savings account, you should prepare all the necessary documents proving the income source of the guarantor, such as:
- The employment contract or appointment decision.
- Salary statement.
- Income verification letter.
- Tax filing documents.
- Business license (if self-employed).
- Documents proving the legal source of funds.
If the amount in the savings account is formed from the sale of a house, land, or asset transfer, it is advisable to supplement it with the transfer contract and related documents to increase its persuasiveness.
4.3. Clearly explain gaps in education or employment
Many people worry that taking a long break from school or work will lead to their application being rejected. In reality, what the reviewing agency is concerned about is not how long that gap is, but what you did during that period.
If you have ever taken a break from school to care for your family, serve in the military, learn a foreign language, work freelance, or prepare for studying abroad, please clearly explain this in your statement and provide supporting documents if available.
4.4. Develop a reasonable study or work plan
Study Plan (for international students) or Career Plan (for workers) is a document that outlines future goals and directions.
This content should answer questions such as:
- Why did you choose Japan instead of other countries?
- Why did you choose this field of study or job?
- How is the study program or job in Japan related to your previous studies and experiences?
- After completing the program, how do you plan to develop your career?
4.5. Choosing a reputable school or business
Beside the personal profile, the reputation of the receiving unit also has a certain impact on the COE review process.
You should prioritize schools, businesses, or unions:
- Has many years of operation.
- Licensed as per regulations.
- There is a stable ratio of international students or workers.
- Transparent in the admission and recruitment process.
- There is a team of professional document support.
For workers, the receiving company needs to demonstrate the actual recruitment demand and ensure compliance with contract conditions, salary levels, and working conditions as per Japanese law.
4.6. Check the documents carefully before submission
One of the important yet often overlooked experiences is to review the entire application before sending it to Japan.
Make a checklist to compare each type of document, ensuring:
- Personal information is consistent.
- No missing documents as required.
- The translations are accurate and still valid.
- Complete financial records.
- A reasonable study or work plan.
- No typos or timing errors.
Failing to obtain a COE for Japan is not the end of your study or work plans. Most cases of rejection stem from errors in the application, financial proof, study plan, or inconsistent information.
If you are preparing your COE application for Japan and want to ensure completeness, transparency, and minimize the risks that could lead to rejection, EduCV will accompany you throughout the process, from pathway consultation, document review to assisting in completing procedures according to the requirements of each school or business in Japan.
>>> Explore the vocational study and job programs in Japan currently available on EduCV
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