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Applying for a Dependent (Family Stay) Visa in Japan may seem straightforward at first glance, but the process involves a surprising amount of documentation and advance preparation.
Even minor mistakes or omissions can result in delays or a denial of your application.

In this article, we’ll walk you through the full procedure and required documents from an administrative scrivener’s perspective, so you can avoid common stumbling blocks and apply with confidence.

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1. Two Main Application Routes

There are two main paths for applying for a Dependent Visa in Japan:

■ When your family is outside Japan (Certificate of Eligibility process)

This is the most common route. You first apply for a Certificate of Eligibility (COE) from within Japan. Once issued, the COE is sent to the family member overseas, who then applies for a visa at a Japanese embassy or consulate.

Steps:

1. File the Certificate of Eligibility (COE) application at the Immigration Bureau in Japan
2. Wait approximately 1–2 months for review
3. Once issued, send the COE to your family
4. Your family member applies for a visa using the COE and travels to Japan

■ When your family is already in Japan (Change of Status of Residence)

Used when family members are already in Japan on a different visa (e.g., tourist or student visa). Be cautious: changes from short-term stay (tourist) are often denied unless there are exceptional circumstances.

Steps:

1. File a Change of Status of Residence application
2. Wait for approximately 1–2 months for review
3. If approved, the residence card is updated

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2. List of Required Documents

Here are the main documents required for a Certificate of Eligibility (COE) application when inviting family from overseas:

A. Documents from the sponsoring resident in Japan:

• Application form (standard format)
• Copy of residence card (both sides)
• Copy of passport (ID and visa stamp pages)
• Tax certificate and income certificate (from your local city office – most recent year)
• Certificate of employment (from your employer)
• Certificate of residence (Juminhyo) showing all household members
• Copy of apartment lease (to show cohabitation space)
• Letter of explanation (if needed, to clarify specific circumstances)

B. Documents from the family member to be invited:

• Marriage certificate (for spouse) / Birth certificate (for children)
• Other official family relationship documents
• Copy of passport
• 1 photo (4 cm × 3 cm)
• Japanese translations of all foreign documents (must be accurate and clear)

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3. Common Mistakes to Avoid

■ Poor quality or inaccurate translations

All foreign documents must be accompanied by precise Japanese translations.
Mistranslations or vague phrasing often lead to additional document requests or delays.

■ Insufficient proof of relationship

Some countries issue informal-looking documents. In such cases, immigration may request extra documents to confirm authenticity. Be prepared to submit backup materials.

■ Lack of clarity about living arrangements

If the invited family member is not listed on the residence certificate yet, it's important to explain where and how you intend to live together. A rental contract and explanation letter can help demonstrate this.

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4. Tips for Preparing the Application Form

• Double-check all spellings and dates, especially names and birthdates, to ensure they match passports
• If submitting a letter of explanation, keep it concise, logical, and relevant
• Consider having a certified immigration specialist or administrative scrivener review your application to reduce the risk of errors

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5. Where to Submit and Fees

• Submit to: Your local Immigration Services Bureau (based on your address)
• Application fee: Free for the COE application
• Fee after approval: A revenue stamp fee of ¥4,000 is required when receiving the actual residence card (for status change)

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Final Thoughts: Good Preparation is 80% of the Work

When it comes to the Dependent Visa, your preparation will make or break your application.
Income proof, family relationship documents, and housing arrangements are the three pillars of a strong application.

In Part 3, we’ll explore the key screening points used by immigration authorities and what you can do to avoid rejection—based on real-life examples and experience.