Visas & Letters of Invitation

Entering Japan for the Conference

(updated July 28, 2022)

A new COVID-tracking system for foreign nationals entering Japan was announced in June 2022. All foreign nationals entering Japan are required to apply in advance.
IAFOR is able to issue certification for visiting researchers who are planning on attending a conference in Japan.

In order to qualify for visa assistance, you must meet all of the following criteria:

  • Be registered as an author of an accepted abstract and/or paper
  • Have paid the conference registration fee in full
  • A verifiable email address from an institution (.edu, .org, .ac) is required. We are unable to accept a personal address (gmail, yahoo, hotmail, etc.).

The Process

1) Register for the Conference

2) Plan your Schedule
Plan a rough outline of your travel dates/plans including the address you’ll be staying at during your time in Japan.

3) Apply for the Letter of Invitation
You will need to submit a copy of your passport photo page and travel plans.
You can do this through your submission page.
Please note that as visa documents are only valid for 90 days, we cannot issue documents until 90 days before the conference.

4) Wait
We will send you a stamped Letter of Invitation and an ERFS Certificate - both in a PDF format within 7 days.

5) Apply at the Japanese Embassy or Consulate
Take (or send) the Letter of Invitation, the ERFS Certificate, and your passport to your nearest Japanese embassy or consulate. The processing time is 5 to 7 days. They will send your passport to you or some will allow you to pick it up in person.


Japan COVID-19 Restrictions
Japan has instituted a colour scheme to classify countries as blue, yellow or red.

Travellers from blue countries do not have to show proof of covid vaccination, do not have to be tested on arrival in Japan, and do not have to quarantine on arrival. Blue countries currently include the United States, Canada, the UK, Australia, New Zealand, France, Germany, the Netherlands, Thailand, Singapore, Hong Kong, and Taiwan. For the full list of countries on the blue, yellow and red lists, see the MOFA page on covid restrictions. For other covid entry restrictions see the MOFA page on resuming travel.

Regardless of the country of origin and vaccination status, all travellers must have proof of a negative PCR test taken within 72 hours of boarding their flight to Japan. It is advised that you pre-register in order to avoid delays and possible quarantine - https://www.hco.mhlw.go.jp/fasttrack/en/


About ERFS
ERFS stands for the Entrants, Returnees Follow-up System. This is a new COVID-tracking system for foreign nationals entering Japan. It's required for both short-term (under 90 days) and long-term stays. You will still need your usual visa documents along with your ERFS certificate in order to enter Japan.
IAFOR is able to provide ERFS certificates for visiting researchers who are planning on attending a conference in Japan.

Once we have completed the ERFS application on your behalf we will send you an ERFS digital certificate in a PDF format. The certificate is valid for 3 months. Although you can show the digital version of the certificate when you arrive, we’d advise you to have a physical copy printed out as well.

Take (or send) the certificate and your passport to your nearest Japanese embassy or consulate.
The processing time is 5 to 7 days. They will send your passport to you or some will allow you to pick it up in person.

X