This article is written by a Japanese local.
Many companies have applied to the regional Immigration Services Bureau for a “Certificate of Eligibility (COE)” to hire outstanding foreign talent from overseas, only to receive a heartless “Denial” notice after months of waiting.
This is a moment of panic not only for the foreign national who was dreaming of a life in Japan but also for the hiring company whose business plans now have a gaping hole. However, if you correctly analyze the cause and the company works together with the foreign national to provide objective proof, recovery (obtaining approval through re-application) is entirely possible.
This article thoroughly explains the initial response when a COE application for a work visa, such as the Engineer/Specialist in Humanities/International Services, is denied, and details the logical process for a successful re-application.
1. A Different Nature from Renewal/Change Denials (Zero Risk of Overstay)
First, let’s calmly assess the current legal situation. If a foreign national already residing in Japan is denied a visa renewal or change of status, a countdown to “return to home country (preparation for departure)” immediately begins. However, the legal nature of a COE application is completely different.
Because the COE applicant (the foreign national) still resides overseas, there is zero risk of illegal stay or overstay in Japan. The Immigration Services Agency has purely decided that “based on the currently submitted documents, the applicant is not recognized as fully meeting the conditions for landing in Japan.” Therefore, there is no need to act hastily or without a plan; you have the time to completely eliminate the causes of denial before reapplying.
2. The Most Crucial Phase for Recovery: Hearing the Reasons at Immigration
The first step toward recovery, and the biggest hurdle, is “accurately finding out the reasons for denial at the Immigration Office.” Since the foreign national overseas cannot visit Japanese immigration, a “representative of the accepting company (the affiliated organization)” in Japan must visit the regional Immigration Office.
As a general rule, you only get “one chance” to hear the reasons. This is not a place to emotionally argue with the examiner, but rather a place to collect objective facts. Logically ask the following questions and take detailed notes:
- Mandatory questions to ask: “Are the reasons for denial limited to what is written in the notice? Are there any other points of doubt?”
- Confirming the method of proof: “Hypothetically, if we submit objective additional documents regarding [Subject] and dispel your concerns, is there a possibility of meeting the requirements for approval?”
- Isolating the issue (Company vs. Applicant): “Was there a problem with the company’s structure (financials or office), or was the problem with the foreign national’s qualifications (educational background or job duties)?”
3. COE-Specific Denial Reasons and Recovery Approaches
Unlike visa change applications for international students already in the country, applications to bring someone in from overseas (COE) involve an extremely strict examination of the “reality of the accepting company.” The main reasons for denial and the approaches to overturn them are as follows:
When the Company’s “Business Stability and Continuity” is Doubted
This is a frequent reason for denial for newly established companies or companies that reported a significant deficit in their latest financial statements. Immigration doubts whether the company “has the financial foundation to hire a foreign national and continuously pay their salary.”
[Recovery Approach] Reconstruct a detailed “Business Plan” based on numbers, not just enthusiasm. Prove future sales projections by attaching massive amounts of objective evidence, such as copies of basic contracts with existing clients, purchase orders for new projects, and bank balance certificates for the corporation.
When the Company’s “Physical Office Reality” is Doubted
If the head office is registered at a rental office, a virtual office, or the representative’s private home, the application will be denied on the grounds that “a physical space for the foreign national to work on a daily basis is not secured.”
[Recovery Approach] Submit a lease agreement for business purposes to prove it is not for residential use. Furthermore, clearly present the reality by submitting photos taken from multiple angles showing the company signboard (nameplate), the workspace, a dedicated desk for the foreign national, PCs, telephones, and other necessary equipment.
When the “Relevance Between Major and Job Duties” is Doubted
This happens when immigration cannot find a logical connection between “what was studied at university (academic background)” and “the assigned duties at the Japanese company.”
[Recovery Approach] Completely rewrite the Statement of Employment Reason. Analyze the university transcript (list of courses) in detail, and elaborately explain the logic—using concrete workflow diagrams—that “the academic knowledge acquired in course XX is absolutely essential for the operational process YY at our company.”
4. Red Lines: When Recovery is Extremely Difficult or Impossible
If denied for any of the following reasons, no matter how well you prepare the documents, approval upon re-application is virtually hopeless:
- If it is discovered that the foreign national’s academic certificates (diploma or transcripts) were forged.
- If the accepting company has a dark record of promoting illegal employment in the past (e.g., violations of the Immigration Act or Labor Standards Act).
- If the intended duties are objectively deemed to be “purely simple/unskilled labor (e.g., only factory line work or waiting tables),” which is not permitted under the standard work visa.
5. Re-application Relies entirely on Thorough Proof through “Company and Foreign National Collaboration”
Recovering a COE is not a problem that the foreign national waiting overseas can solve alone. The company in Japan must take the initiative and bears the responsibility to prove to immigration, using overwhelming physical evidence, “how indispensable this talent is to the company’s business advancement” and “how legally and stably the company operates its business.”
The reckless approach of “let’s just slightly rewrite the statement and submit it again for now” will only invite a second denial and leave a fatal scar on the record. Accurately grasping immigration’s concerns through the hearing and perfectly constructing objective documents that directly refute those concerns is the only approach to successfully bringing talent from overseas.