Japan Student Visa & COE from Nepal: Requirements, Documents and Application Steps

To study at a Japanese language school you need two separate approvals before you fly: a Certificate of Eligibility (COE) and a student visa. They are issued by different offices, in a fixed order. This guide explains who does what, which documents are needed at each stage, and how the visa application works in Nepal.

We checked the official pages listed at the bottom on 7 November 2026. Rules, forms and fees change, so treat this guide as a map and confirm the latest details with your school, the Embassy of Japan in Nepal and VFS Global before you pay or submit anything.

COE and student visa: the difference

The six steps

1. 1Choose a Japanese language school. Compare cities, fees, dormitories and the intake month (April, July, October or January).
2. 2Apply to the school. Send your application and documents. The school confirms your Japanese ability and decides whether to admit you.
3. 3Prepare documents and apply for the COE. The school usually applies to the immigration bureau in Japan on your behalf.
4. 4Receive the COE. It arrives by email or post. Check the issue date.
5. 5Apply for the student visa in Nepal. Book an appointment and submit your documents at the Japan Visa Application Centre (VFS Global) in Kathmandu.
6. 6Travel to Japan and complete arrival procedures. Show your passport, visa and COE, collect your residence card and register your address.

The order is the same everywhere, but each school has its own forms, deadlines and way of working. Some schools handle more of the paperwork than others. Follow the instructions your school gives you in writing.

Step 1: Choose a Japanese language school

Before you apply, compare schools on the things that decide your budget and your daily life: location, tuition, dormitory options, class start dates, and whether the school can apply for a COE for students from Nepal. The government's suggested timing is to start 10 months to 1 year before the course begins and to apply 5 to 7 months before it begins.

Compare Japanese language schools by city, fees and dormitory, or read how to choose a Japanese language school. For what a year in Japan costs, see the cost guide.

Step 2: Apply to the school

The school will tell you which documents it needs. Ask for the list in writing, with deadlines.

From October 2026 the immigration authority asks the school to confirm your Japanese ability when it selects students. The confirmation must be based on a Japanese test certificate or on an interview, and the level expected is A1 or above on Japan's reference framework for Japanese language education. The school records how it checked on its confirmation form. In the past, 150 hours of study could be used to show this, but the guidance now requires a test certificate or an interview. Ask your school which of the two it will use. If you have a Japanese test certificate, keep the original.

Step 3: Prepare documents and apply for the COE

Who applies

The applicant is the student or the student's proxy. According to the government's student guide, in most cases the school applies as your proxy. The application is filed at a regional immigration bureau in Japan. The Immigration Services Agency does not accept applications by post, and online filing is available. The agency does not charge a fee for the COE application.

Documents for the COE application

The exact list depends on your case and on your school, so follow the school's list. The Immigration Services Agency's page for students lists these main items:

• Application form, one photograph and a return envelope with postage.
• A statement of who will pay your expenses (the "expense payer" form) and documents showing that the payer can cover the costs.
• Information about you: identity, education history and Japanese study history.
• Confirmation forms that the school itself must prepare, on the latest form.
• Other documents that the school or the immigration bureau asks for.

Certificates issued in Japan must be dated within 3 months of submission. Submitted documents are generally not returned, so say so if you need an original back.

Translations

Documents written in a foreign language and submitted to Japanese immigration authorities generally require a Japanese translation. Requirements may differ depending on the document and application stage, so confirm the latest instructions with your school and the relevant authorities. The COE application and the visa application in Nepal are separate procedures with separate offices, and their translation requirements can differ. For the visa application, VFS Global says that if your documents are not in English you may need translations. Do not assume that a translation made for one stage will be accepted at the other.

The expense-payment form from April 2027

The Immigration Services Agency lists a form called "confirmation of ability to pay expenses" (経費支弁能力に係る確認書) for people who enter a Japanese language institution from April 2027 (Reiwa 9) onward. Its page does not describe the form's contents or give a formal name for the change, and we could not confirm further details such as transitional rules. Ask your school whether this form applies to your intake and who prepares it, and check the Immigration Services Agency's student page for the current list of documents.

How long it takes

The standard processing period is 1 to 3 months from the day the application is filed. It can take longer. Plan so that the COE arrives well before your course starts.

Step 4: Receive the COE

Since 17 March 2023 a COE can be received by email. If your school applies online, or you registered in advance, the email is sent to the registered address, and you then complete a receiving registration through the link in it. A paper COE is also possible. Ask your school which one you will get, and use an email address that you check every day.

A COE generally has to be used within 3 months of its issue date, so check the date and plan your visa application and flight inside that period.

If you have a paper COE and later cancel your trip, return the original to the bureau that issued it.

Step 5: Apply for the student visa in Nepal

Where to apply

VFS Global describes itself as the official partner of the Embassy of Japan in Nepal. You submit your visa application in person at the Japan Visa Application Centre in Kathmandu. On VFS Global's site the centre is listed under Lalitpur, open Monday to Friday, 09:00 to 17:00. VFS Global handles the non-judgmental work: it receives your documents and passport, and returns the passport after the decision. It does not decide your visa. The decision is made by the Embassy of Japan.

The Embassy's own visa page does not describe the VFS procedure. It says that a long-stay visa applicant must submit the original COE, and that, if a proxy in Japan cannot obtain the COE for some reason, the applicant can apply for the visa directly at the Embassy, but it may take considerable time to get a decision. Whether student applicants can use that route is not explained on the page, so ask the Embassy before you try it. Visa hotline in Nepal: 1-800-001-0169 (English only).

How to apply, step by step

1. 1Choose the visa type "Long Term Stay with Certificate of Eligibility (COE)" on the VFS Global Japan Nepal website and read the checklist for language school students.
2. 2Download the visa application form, fill it in, and print it. Each applicant fills in a separate form, printed on both sides. The contact number must belong to the applicant.
3. 3Book an appointment on the VFS Global website. After booking you receive a confirmation email and a letter of appointment. Each family member needs a separate appointment.
4. 4Attend your appointment at the Japan Visa Application Centre with your documents and submit them in person. Bring a printout of the appointment confirmation email, your passport, a printout of the completed application form and all supporting documents.
5. 5Track the application online, using the reference number on your receipt and your date of birth.
6. 6Collect your passport at the centre with your receipt and a government ID, or, if offered, have it returned by courier for an extra fee.

Documents for the visa application (language school student)

This is VFS Global's checklist for language school students, as published for Kathmandu. All the listed documents are mandatory, and they should be arranged in the same order as the checklist, with a copy of the checklist attached.

• Visa application form.
• Valid passport, plus 3 copies of the bio page. The Japan checklist asks for at least one blank page, but VFS Global's general "what to bring" page asks for at least 2 pages that are blank on both sides, so check your passport against the stricter wording.
• One photograph, 45 mm x 35 mm, full face on a white background, taken within the last 6 months.
• Certificate of Eligibility: the original and 1 copy, or 2 colour copies showing both sides of the COE. See "Paper COE or email COE" below.
• Japanese language school or institute certificate from Nepal (original).
• Original Japanese language certificate from one of the tests listed on the checklist (JLPT, TOP-J, NAT-TEST, J-CERT, JLCT, PJC Bridge, BJT-JLRT or J.TEST), or a letter of proof from the Japanese language school in Japan together with copies of your certificates.

The checklist lists no exceptions for language school students. University students have a different list, and other long-stay categories have theirs, so make sure you use the list for your own category. Photocopies must be A4 size. Do not use pins, staples, tape or paper clips. For a minor, a parent or legal representative can sign the form. The Embassy also says that documents issued in Japan are valid only for 3 months from the date of issue, that documents sent by fax or email are not accepted, and that incomplete applications are not accepted. The checklist can change, so download the current one from VFS Global before your appointment.

Paper COE or email COE

The VFS Global checklist and the Embassy's visa page both speak of the "original" COE, and the checklist adds that you need 1 copy or 2 colour copies showing both sides. Neither says anything about a COE received by email. The Immigration Services Agency, which issues the COE, says that an applicant who is abroad can apply for a visa by showing the email on a smartphone, and that when someone else applies for the visa on your behalf, a paper original or copy, or a printout of the email, must be submitted. We could not find a statement from VFS Global or the Embassy that an emailed COE is accepted in place of the original at the Kathmandu centre. Until you can confirm this, print the COE email in full, bring the printouts together with the copies the checklist asks for, and ask your school or VFS Global before your appointment.

Fees

The VFS Global page, effective 30 June 2026, lists a visa fee of NPR 13,890 for a single entry and NPR 27,780 for multiple entry (general applicants), and a service charge of NPR 2,430 per application. The service fee is paid online when you book, by bank card, and the visa fee is collected at the centre. The visa fee is refunded only if the visa is not approved. Optional paid services exist, but you do not need them to apply. Fees change, so check the current table.

How long the visa takes

• VFS Global says the application usually takes six working days including the date of submission, and longer in some cases.
• The Embassy says the process usually takes about one week, but about two months if careful examination is needed.
• Do not apply for the visa more than 3 months before you enter Japan. The visa is valid for 3 months.

The waiting time for a VFS appointment, the COE processing time (1 to 3 months) and the visa processing time are three separate periods that add up. Processing times are indicative only. Decide when to buy your airline ticket with this in mind, and buy it only after you know your visa has been issued. Submitting every required document does not guarantee a visa, and the Embassy does not give reasons for refusals.

Step 6: Travel to Japan and complete arrival procedures

At the airport, show your passport, visa and COE (if you hold one). At the major airports where residence cards are issued on the spot, a landing permission stamp is put in your passport and you receive a residence card. At other airports the residence card is sent to your address later.

After you settle on an address:

• Register your address: register at the municipal office within 14 days. A residence card is issued to foreign nationals who will stay for more than three months.
• National Health Insurance: if you are eligible for National Health Insurance and are not covered by another qualifying health insurance scheme, you generally must enroll through your municipality after registering your address. The government's student guide says foreign residents who will stay in Japan for three months or more must join. Insurance usually covers 70% of medical costs.
• Part-time work: students need permission to work, and the limit is 28 hours a week.

Frequently asked questions

Where do I apply for a Japanese student visa in Nepal?

At the Japan Visa Application Centre in Kathmandu, run by VFS Global, the official partner of the Embassy of Japan in Nepal. You need your COE first. The Embassy makes the decision, not VFS Global.

How do I book a VFS Global appointment?

Fill in and print the visa application form, then book an appointment on the VFS Global Japan Nepal website. You receive a confirmation email and a letter of appointment, and you prepay the service fee online. Each applicant needs a separate appointment. Booking steps on the website can change, so follow the current instructions there.

How long does the student visa process take after receiving my COE?

VFS Global says usually six working days including the day of submission. The Embassy says about one week, or about two months if careful examination is needed. Add the time you wait for a VFS appointment. Do not buy your ticket until the visa is issued.

What should I do if my COE is delayed?

The standard COE processing time is 1 to 3 months, so a delay is not necessarily a problem. Ask your school, as your proxy, to check the status with the immigration bureau. Do not buy a ticket and do not pay anyone who promises a faster COE. If your course start date is at risk, ask your school about moving to a later intake. The Embassy says that if a COE cannot be obtained, a direct visa application at the Embassy is possible, but it can take considerable time, so contact the Embassy before choosing this route.

Do I need Japanese language test results to apply?

For the visa application in Kathmandu, the VFS Global checklist for language school students asks for an original Japanese language certificate from one of the listed tests, or a letter of proof from the Japanese language school in Japan together with certificate copies. For the school and the COE, the immigration authority requires the school to confirm A1-level ability, by a test certificate or an interview, for students planning to enter from October 2026. A separate exemption exists for graduates of foreign higher education institutions from countries on an official list. Nepal does not appear on that list as published, so assume that you are not exempt. Ask your school what it will accept.

What happens if my student visa application is refused?

The Embassy does not disclose the reasons for a refused application. The visa fee is refunded when the visa is not approved, but the service charge is not. Tell your school at once and ask what it refunds, because refund rules differ by school. Do not submit a new application with changed answers unless your school or the Embassy tells you what to correct. Your COE has a limited validity period.

Can I apply for a student visa without a COE?

In general, no. The Embassy says that a long-stay visa application must include the original COE, and the VFS Global checklist lists the COE as mandatory. The only exception that the Embassy describes is when a proxy in Japan cannot obtain the COE, in which case you can apply directly at the Embassy, with a long wait. Contact the Embassy first.

Do I apply for the COE myself?

In most cases your school applies as your proxy. Ask each school whether it does this and what it needs from you, and by when.

Does the COE guarantee my visa?

No. The visa is a separate decision made by the Embassy.

How long is the COE valid?

A COE generally has to be used within 3 months of its issue date. Check the date on yours.

What to do next

If you have not chosen a school yet, compare Japanese language schools and shortlist two or three. Then read the cost guide so you know what to prepare before you pay. If you need help narrowing your list, contact us. Nihongo School Finder is free to use. We do not guarantee admission or visas.