After reading my previous article,
“How Former Residents Can Benefit from Immigration Records in Japan”
(https://mnakamura.net/archives/3533),
From time to time, I receive inquiries from foreign nationals who are unsure how to accurately complete the sections of the Certificate of Eligibility (COE) application concerning their past entry/exit history.
As this is a concern shared by a number of applicants, I would like to summarize practical approaches, including the use of immigration record disclosure and possible alternatives when time is limited.
1. Information Required in the COE Application
The COE application form generally asks for:
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The number of past entries into Japan
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Recent dates of entry and departure
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The number of times you have applied for and received a COE
Applicants naturally wish to provide this information as accurately as possible, since it relates to how the Immigration Services Agency understands their history of stay in Japan.
2. Disclosure of Immigration Records: Useful but Time-Consuming
It is possible to confirm official data by requesting disclosure of your entry/exit records from the Immigration Services Agency (出入（帰）国記録の開示請求).
However, in practice this procedure typically takes more than one month before the results are issued.
If the COE submission deadline is approaching within a few weeks, relying solely on this method may not be realistic.
3. Practical Measures When Time Is Limited
In such situations, the following approach is often effective:
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Fill in the information to the best of your knowledge
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Count the stamps in your current passport
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Refer to flight tickets or email records
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Check personal notes or smartphone calendars
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Attach an explanatory letter
Immigration officers mainly wish to understand:-
Whether the events were too long ago to recall accurately, or
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Whether travel was too frequent to remember precise numbers.
If these circumstances are clearly explained, minor inaccuracies are generally not treated as a serious problem.
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4. Explanation Matters More Than Perfection
In COE procedures, it is more important to show:
why the figures were written as they are,
rather than to achieve absolute perfection.
When disclosure results cannot be obtained in time, a reasonable explanation together with the best available information is usually a practical and acceptable solution.
5. If You Have Similar Concerns
Situations such as:
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Not remembering the number of entries
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Losing old passports
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Having made many short-term visits over the years
are not uncommon among applicants.
If you need advice on how to prepare your COE application or how to draft an appropriate explanatory letter, please feel free to contact me.
Mitsuo Nakamura
Certified Administrative Procedures Legal Specialist (Gyoseishoshi)
Nakamura Gyosei Office
https://nakamura-gyosei.biz/english.html
https://nakamura-gyosei.biz/
https://nakamura-gyosei.biz/script/mailform/inquiry/
