Glossary

This is a brief list of some of the major terms that are used in Japanese in relation to visas and immigration. If you have any questions, other terms you think could usefully be included here, please let us know.

Academic Transcript

This is a document released by your university or school which gives a complete breakdown of your grades per subject for each year or for the last year of your studies. You will require this when applying for student visas, along with your graduation certificate if you have graduated. Ask your university to provide a sealed copy of your academic transcript for the last year for which complete records are available. If you are still studying and your results for the present year are not yet ready, the previous year's academic transcript is fine.

Alien Registration

Every foreigner in Japan for more than 90 days must register with their local municipal authority (city or town hall). Thus holders of the tourist visa do not generally have to register as they cannot stay longer than 90 days. Registration takes about half a day, and you are required to carry the alien registration card with you at all times by law. It is an offence to not carry the card or to give it to anyone else. You are also required by law to show the Alien Registration card to a police officer if asked to do so. Return the card to the immigration office at the airport when you leave the country for the last time.

APJLE (Association for the Promotion of Japanese Language Education)

The APJLE is the regulatory body governing Japanese Language Schools in Japan. It is a self-regulatory body in that it is composed of the schools themselves, which may or may not be a good thing. It means that the APJLE is responsive to schools' input, but does not necessarily imply that it is an independent and impartial body. Only schools accredited by the APJLE can issue the shugaku (pre-college student) visa.

JLPT (Japanese Language Proficiency Test)

The JLPT is administered once every year by the Japanese Ministry of Education on the first Sunday of December. You need to apply about August time for the examination. There are four levels labelled one to four, where level four is the easiest and level one the hardest. This is the official examination of Japanese Proficiency, and is internationally recognised. Level one attests that you have a profound knowledge of the language and are able to read, write, speak and understand Japanese to a high level sufficient for work in a totally Japanese-language environment. Level two implies a good understanding, sufficient for work in a Japanese-language environment, perhaps sufficient for translation from Japanese, and capable of handling with ease most work and everyday situations in Japanese. With level one, you should be able to find work easily. Level two will be a little harder, but still a great help. Levels three and four imply basic knowledge of the language, able to survive in a Japanese-language environment, but little more. Level three may be sufficient for work in some positions (e.g. ski instructor etc where demonstration might be more important than absolutely accurate verbal explanations).

Letter of Acceptance

A letter issued by a language school that confirms you have a place on a course at that school. The letter usually shows your name, date of birth, the course dates, and the school contact details. You will almost exclusively have to pay the tuition and maybe accommodation fees to the school before they will issue a letter of acceptance. This letter can stand in place of a letter of invitation to Japan.

Letter of Guarantee

An official form from a person (Japanese or non-Japanese) residing legally in Japan, working full time if possible or clearly able to demonstrate sufficient assets to support you in case of need. This letter states that they agree to be legally, morally and financially responsible for you while you are in Japan. Form in Japanese is here.

Letter of Invitation

A letter from a person (Japanese or non-Japanese) residing legally in Japan, inviting you to visit them in Japan. It details your itinerary and explains how you will finance your stay. This is a requirement for the Tourist visa for nationals of some countries. An example form in Japanese is here, but the Immigration Office states that there is no official form and as long as the letter provided covers all the required information, then you can provide any letter that is signed by or bears the seal of the person inviting you to Japan.

Letter of Paying Expenses

This is a form that someone completes that certifies they will cover all your expenses while studying in Japan. You will usually only require this if you are studying long-term and require a student visa of some kind. An example form in Japanese and English is here.

Certificate of Eligibility

The Certificate of Eligibility is an official document released by the Immigration Office to your school, certifying that your application for a student visa has been approved. The school will then forward this to you when you have paid your tuition fees. If the visa is refused, the Certificate of Eligibility is not issued, and there is absolutely nothing that the school can do about it - so there is no point in hassling them after the fact. You should take the certificate of eligibility to the Japanese Consulate nearest you with your passport and any other documentation requested by the Consulate, and they will stamp the visa into your passport. If you are in the country when the Certificate of Eligibility is issued, you can change to the student visa at the nearest Immigration Office to your school. If you bring the Certificate of Eligibility with you to Japan and immigration find it, they will be very annoyed, cause you lots of trouble, cause the school lots of trouble, and possibly put you on the next plane home. So get the visa stamp before you come.

Guarantor (Financial)

A person who agrees to cover your financial expenses while in Japan for study or whatever purpose. They will be required to provide a Letter of Paying Expenses or equivalent, proof of employment and proof of savings and income. You should submit these documents to the school if applying for a student visa, or to the Japanese Consulate if applying for a tourist visa and they require such guarantees.

Guarantor (Personal)

A person in Japan, either Japanese or foreign, who agrees to be legally, morally and financially responsible for you while in Japan. They must be resident in Japan for at least the full period that you will be, employed full time or with demonstrably sufficient assets and income to support you. They cannot be a student or person on a short-term visa. They will have to provide a Letter of Guarantee, proof of savings and income, proof of employment and proof of legal residency in Japan if not a Japanese national.

Certified Copy

If you cannot provide an original document, you should provide a certified copy. This is a copy of a document that is confirmed as a "true and accurate copy" (the usual terminology) of the original by a public official such as a public notary or a judge. Generally, you can get certified copies of birth certificates, degree diplomas and such like made at your local City Council or Municipality Offices.

If at any time you have any questions, please feel free to contact us for assistance.

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