Sample of the Business Travel Requirements for a Japan Visa for Indian Citizens

  1. Appointment System

    This Consulate operates an appointment system for visa issuance. After we have received all the materials required in support of your visa application, CIBTvisas will schedule an appointment with the Consulate to submit your visa application.

  2. Please Read

    All documents should be printed single-sided. The Embassy does not accept any documents printed on both sides.

  3. Passport

    The applicant's actual passport. The passport must:

    • Have at least two blank visa pages
    • Be valid for six months beyond exit date
    • Not be damaged in any way

  4. Photograph(s)

    You must provide two colour, passport type photographs that meet the following criteria:

    • Be taken within the last three months and printed on high quality photo paper
    • Be taken against an all white background
    • Be 2 inches by 2 inches in size
    • Provide the full frontal view of your head with your face centered in the middle and displaying a neutral (non-smiling) expression
    • You may wear neither spectacles nor headwear except for religious purposes
    • Your photos should not be affixed to your application and they may not display evidence of adhesive or staples

  5. Business Cover Letter

    You must provide an original Business Cover Letter from the applicant's Indian employer. All letters must be printed on company letterhead that displays an Indian postal address in order to prevent a rejection and possible delays with your visa request.

    Note that most embassies require the Business Cover Letter to be dated within one month of application submission.

    In addition your Business Cover Letter must:
    • Be addressed to The Visa Officer, Embassy of Japan, New Delhi
    • Specify who will cover the cost of the trip
    • Explain in detail the exact purpose of trip, the exact entry and exit dates and the itinerary
    • Be signed by an authorized signatory
    • Include the full name, job title and contact number of the signatory, clearly mentioned alongside the company stamp

  6. Letter of Invitation

    This must be provided as one of the following documents:

    An original letter of invitation from the company the applicant is visiting. This letter must: 

    • Be on company letterhead paper
    • Indicate the applicant's full name and date of birth
    • Indicate the applicant's passport number and job title
    • Specify who will cover the cost of the trip
    • Explain in detail the exact purpose of trip, the exact entry and exit dates and the itinerary
    • Be signed by an authorized signatory
    • Include the full name, job title and contact number of the signatory, clearly mentioned alongside the company stamp
    • Be addressed to The Visa Officer, Embassy of Japan, New Delhi
    OR
     
    An original Letter of Guarantee which can be found in the CIBTvisas application pack. The letter must have the inviting company's seal endorsed on the document.

  7. Proof of Employment

    An original letter from the applicant's employer confirming employment. This letter must:

    • Be on company letterhead paper
    • Include the full name of the applicant
    • Include the start date and position held in the company
    • Be signed by an authorized signatory
    • Include the full name, job title and contact number of the signatory, clearly mentioned alongside the company stamp
    • Be addressed to The Visa Officer, Embassy of Japan, New Delhi

  8. Proof of Financial Means

    This must be provided as updated personal bank statements from the applicant's salary account for the last six months. The bank statements must:

    • Be original and printed in an A4 format
    • Be signed and stamped by a bank officer
    • Include the applicant's full name, address and account details
    Note: If the applicant's name on the Bank Statement is not the same as shown in the applicant's passport, the following additional documents must be provided:
    • A copy of the applicant's Pan Card
    • A copy of the applicant's Aadhaar Card

  9. Proof of Travel Arrangements

    Details of travel arrangements. This must be provided as:

    • An original flight confirmation showing onward/return travel
    • An original hotel confirmation showing the applicant's full name

  10. Income Tax Return

    The applicant's original tax return for the last two years

    Note: If the applicant's name on the Tax Return is not the same as shown in the applicant's passport, the following additional documents must be provided:
    • A copy of the applicant's Pan Card
    • A copy of the applicant's Aadhaar Card

  11. Copy of Passport

    A copy of the first and the last information page of the applicant's passport

  12. Visa Application Form

    One fully completed and signed visa application form. The form must:

    • Be typed in capital letters
    • Be printed and signed by the applicant
    • Include the applicant's mobile number and e-mail address

  13. Supplementary Form

    One fully completed "schedule of stay" supplementary form which can be found in the CIBTvisas application pack.

  14. CIBTvisas Order Form

    Provide the CIBTvisas Order Form included in this kit.

    Please note that all card payments will only be made upon completion of the visa application process. 

  15. Applicants holding previous passport(s)

    Applicants must provide the original of previously issued passport(s), if applicable.

  16. Passports not issued in New Delhi

    Applicants with a passport that was not issued in New Delhi must provide an original proof of address for the last six months (i.e. a utility bill in the applicant's name, a valid lease agreement or the applicant's Aadhaar card)

  17. Applicants sponsored by Inviting company

    If the inviting company is covering the cost of the applicant's trip, additional documents are needed:

    • An original Letter of Guarantee provided in the CIBTvisas application pack
    • An original Certificate of Incorporation of the inviting company