TLDR; This post is only on the paperwork and application process for the school. I will be sharing the student visa application, Certificate of Eligibility (COE) application, and resident card application in the next post.
I went through two rounds of application preparation, one with SNG Shinjuku Japanese Language Institute and one with Waseda University for Japanese Language Program (JLP). The good news is that most documents that are requested are standard across all schools.
⚠️ You cannot apply to more than one school at a time because of the student visa.Painless and systematic process
Contrary to popular beliefs of Japan having a really long paperwork process, I honestly thought it was a very painless process. This is where my deep appreciation of clear structure shines brighter. 🤩
All schools do provide a checklist or a table to follow through! Yay!
Common documents required
These are mandatory documents that were standard across all the applications I came across. All documents are usually required to be at least within the last three months of application. All documents are usually required to be at least within the last three months of application.
For the applicant
School’s Application Form* (more information below)
Copy of the last degree/graduation certificate
Copy of JLPT certificate (if applicable) + Self-declaration of Japanese learning history
Passport copy = Name page + if the student has ever come to Japan, the entry and exit stamps pages (if they are on an old passport that was given away, then an explanation letter with dates + flight tickets)
ID picture (it can be a digital picture, taken by the student himself / or 8 pictures taken in a photo booth that will be sent with the original documents later)
For the guarantor
Financial Support Statement Form and Written Oath
Certificate of Employment (letter from employer stating that the guarantor is currently working)
Bank certificate (letter from the bank saying that the guarantor has X amount of money in the account at the present time)
Birth certificate to prove that you and your sponsor are related (only if the student is not self-sponsored; related is only immediate family ≠ extended family)
*School’s Application Form (elaboration)
The form usually requires your personal details, your formal education history, your Japanese education history (if any), your occupation, your entry/departure to Japan, your parents’ details, and an essay for why you choose to study Japanese and study in Tokyo. The form differs by school but they generally cover these points.
Documents unique to the schools
There were some documents that were requested by either school and I wanted to share because I remember preparing for one school, and realising I could not use it for the other.
Health certificate
This certificate or form is for confirmation that I have no health issues, no lung or breathing issues, good eyesight and no prior serious medical conditions. This was required by the SNG Shinjuku Japanese Language Institute but not Waseda.
I am assuming it was because I am covered by some form of Japan Health Insurance as stated in my fees to Waseda. However, language schools might have a different system given that they are not the exact same educational institute as a university. For this, I had to fill in a particular form they provided. Thankfully, I previously did a health check-up and paid an additional fee to have the doctor fill in and sign-off the certificate.
Tax return = Annual income certificate from the tax office for the last 3 years
The tax returns for the guarantor is just to ensure that the applicant is able to fund themselves. This was required by the SNG Shinjuku Japanese Language Institute but not Waseda. Additionally, SNG Shinjuku Japanese Language Institute’s stated minimum amount to prove you can self-fund is also higher than Waseda University’s. It might be because of the long-term program being almost one year longer, plus the difference in obstacles faced when applying for Certificate of Eligibility (COE) through the schools. It might be easier on Waseda University’s end.
This tax return was why I could not self-fund while the language school was very strict on this point. I have only officially worked for 2.5 years prior to applying, which equates to only 1 year of tax records. I could not move my application ahead without changing the guarantor.
Screening Application Form
Both schools had their version of screening application, however, Waseda University’s had more requirements. The main call-out was the Evaluation Form required by Waseda University. It required either a university professor who has previously taught me to vouch for me, or a manager who is currently overseeing me at my current job. (Thankfully, I had a wonderful manager who helped me write!)
This was not required by the SNG Shinjuku Japanese Language Institute but the closest thing to an evaluation form was that the school requested I have an official letter in writing to state and confirm my hours of attendance in my past Japanese Language Schools here in Singapore (even if they were in 2011 and 2020 respectively).
Once we are done, what is the next step?
After sending in the application, the school will decide if they will accept us as a student or not. If they do accept, we can then move on to the next step which is preparing the documents for the Certificate of Eligibility (COE) application.
SNG Shinjuku Japanese Language Institute does a great job of illustrating the process which is exactly the same as Waseda University’s apart from the actual dates itself.
What is the Certificate of Eligibility (COE)?
In layman terms, it is a piece of paper that allows you to apply for a visa officially through your embassy. This is usually done by the school itself to prove that you are enrolled in the school for the visa.
Time to prepare those documents in advance!
Hope this was useful and it is good to label your documents according to the checklist for easy reference.
How I labelled my files
See you in the next post as I go through the process of the Certificate of Eligibility (COE) application, the visa application, along with the resident card application process!
Psst… I have another two series within: Memoji and Shuukki so do check it out as well! These are to detail my time in Tokyo and being as honest as possible about my journey.