If you’re an Indian IT professional planning to work in Japan, the timeline can feel confusing: there’s the Certificate of Eligibility (COE) issued by Japanese immigration, then the visa sticker issued by a Japanese embassy/consulate in India, and finally travel and onboarding. Below I’ll walk you through typical processing times, why delays happen, step-by-step timelines, practical tips to avoid hold-ups, and realistic examples so you can plan with confidence.
Short summary: expect about 1–3 months (commonly 4–12 weeks) to get a COE from Japan, then 5–10 working days (sometimes up to 2–3 weeks depending on the Consulate workload) to get the visa stamp in India once you submit the COE. Times vary by case, visa type, and seasonal demand.
Most IT hires use one of these categories:
Engineer / Specialist in Humanities / International Services — the most common for software engineers, devops, data engineers, etc.
Highly Skilled Professional (HSP) — points-based, faster routes to long-term residency and higher benefits if you qualify.
Intra-company transferee — if you’re moving from an Indian office to a Japanese branch.
The basic process is the same: the Japanese employer (or sponsor) applies for a COE on your behalf to the Immigration Bureau in Japan. After COE is issued, you apply for a visa at the Japanese embassy/consulate in India. See embassy guidance for Japan-India specifics.
Typical processing time: about 1 to 3 months (can be shorter or longer). Some applications are completed in ~4–6 weeks; others take 2–3 months or occasionally longer if immigration requests additional documents. Plan conservatively.
Why it varies: workload at the Immigration Bureau, the visa category, completeness of employer’s submission, and whether additional questions or corrections are requested.
Employer usually sends original COE by courier to India. Postal/courier time depends on the employer and carrier (a few days to a week).
Typical processing time for visa issuance (sticker): about 5 working days is the guideline from Japan’s Ministry of Foreign Affairs and the Embassy — but many consulates (or VFS centres handling submissions) indicate 5–10 working days and sometimes 10 working days or more when application volumes are high. Allow up to 2 weeks for safety.
Fast / ideal: 6–8 weeks (COE in ~4–6 weeks + visa 5–10 working days).
Typical / recommended planning window: 8–12 weeks.
If workload spikes / additional checks: 3–6 months possible.
Immigration Bureau (COE) — bulk of time: 1–12+ weeks depending on case.
Courier of COE — a few days.
Japanese embassy/consulate (visa sticker) — 5–10 working days (some posts list a minimum 5 working days; others advise 10 working days as routine).
Employer’s COE packet is complete and well-documented (job description, salary, contract, company registration, tax docs).
Applying under Highly Skilled Professional with clear points documentation — sometimes faster and gives priority-like benefits.
Avoiding peak seasons (e.g., year-end/quarter start or big hiring pushes) when consulates are busy.
Immigration asks for additional documents (very common if job duties are ambiguous).
Employer submits an incomplete or inconsistent application.
Applicants needing translations, notarizations, or complicated background checks.
Local consulate/VFS centers experiencing high volume; temporary policy changes; public holidays. Community reports show COE waits can sometimes extend beyond 2–3 months.
From employer side (what they should prepare well):
Formal employment contract with job title, salary, working hours.
Detailed job description demonstrating “engineer / specialist” duties.
Company documents: registration, financials, corporate profile, tax docs.
For HSP: documentation for points (education, experience, salary, research achievements).
From applicant side (to prepare before COE arrives / for visa):
Valid passport (with at least 6 months validity is recommended).
Passport photos (as per consulate specs).
Completed visa application form (download from embassy/VFS).
Original COE (sent by employer).
Proof of ties/previous visas if requested (not always required for work visas).
Speed-up tips:
Ask your employer to triple-check the employer packet for consistency (dates, employer details).
If you have prior Japanese visa history or long professional experience, include that clearly — it reduces suspicion/queries.
If your role is niche (e.g., data science, cloud infra), include a 2–3 paragraph technical summary describing why the role needs your skillset. This can reduce COE back-and-forth.
Japan introduced an eVISA system rollout (e.g., started in India from April 1, 2024 for certain categories). However, work visas generally still require COE + sticker; eVisa mostly affects short-term travel/visitor categories. Always check the Embassy of Japan in India page and nearest Consulate for the latest submission rules.
Example A — Smooth case (HSP / well-prepared employer)
Employer submits COE: receives COE in 4 weeks.
Courier to India: 4 days.
Apply at consulate: visa sticker in 5 working days.
Total: ~5–6 weeks.
Example B — Typical case (Engineer, average workload)
COE: 6–10 weeks (one short request for clarification).
Courier: 1 week.
Visa issuance: 7–10 working days.
Total: ~9–12 weeks.
Example C — Delayed case (back-and-forth + peak season)
COE: 3 months+ (multiple requests).
Consulate backlog: 2 weeks.
Total: 3.5–4 months (or more).
Q: Can I apply for visa directly from India without COE?
A: No — for most work/residence statuses the COE issued by Immigration in Japan is mandatory before you apply for the visa sticker.
Q: Can visa stamping be expedited at the Embassy/Consulate?
A: Officially, consulates do not expedite processing for individual schedules — they follow stated processing windows. The MOFA guideline is generally 5 working days but local posts may require longer when busy.
Q: What if my COE expires before I travel?
A: COEs have an entry validity window. If expired, you’ll need the sponsor to reapply or request extension/issuance depending on timing. Check your COE’s exact dates.
Embassy of Japan in India (New Delhi) — visa pages and notices for India: they publish current processing notes, eVisa rollout info, and consulate instructions.
Ministry of Foreign Affairs (MOFA), Japan — general visa processing guidance (e.g., standard 5 working days guideline).
VFS Global / Consulate web pages for the specific city (Mumbai, Chennai, Kolkata, Bengaluru) — they publish local intake rules and processing estimates. (Local offices sometimes list 10 working days as their estimate).
Employer: submit a complete COE packet (detailed job duties + company proof).
Applicant: prepare clean, matching documents (passport, photos, form).
Track COE progress with the employer and confirm courier timeline.
Submit visa application as soon as COE arrives; don’t wait.
Build in buffer time — plan travel at least 8–12 weeks after COE filing, especially for non-HSP hires.
Ask your employer which immigration office they applied to (Tokyo / regional) and how complete their packet is; that’s the single biggest driver of COE speed.
If you want, I can draft a CV/job-duty summary or a technical role description you can share with your employer to reduce COE requests — tell me the job title, 5–8 key responsibilities, and your top technical skills and I’ll format it to strengthen the COE application.
Ministry of Foreign Affairs (Japan) — visa processing time guidance.
Embassy of Japan in India — Visa / eVISA info and India-specific notes.
U.S. Embassy summary of Japan’s COE timelines (general Immigration Bureau guidance: 1–3 months).
VFS Global / Consulate pages (Mumbai example) — local processing guidance (minimum 10 working days posted).
Community reports and threads (Reddit / forums) showing real-world COE variability.
