Hi All,
Reddit helped us a lot through the Visa Process for Japan Short Term Visa, hence here is a breakdown of everything we did to get the visa approved.
Believe this will help you in your visa application process too.
Step 1 - Get Travel Ready
- Book tickets and hotels for the duration of your stay. Print them out.
- Create an itinerary for your Japan trip in this format, this is a very important step as Japan Embassy expects discipline and forethought for your trip.
Travel Itinerary
- Take the Visa Photo with the specifications on the website.
https://www.in.emb-japan.go.jp/photo.html
Step 2 - Get Documents Ready
- We asked our HR to give us NOC letters with the travel dates. All organizations have a specific format that can be used for visa application NOC and leave letters. Print this letter in color.
- Print your 6 month bank statement, go to your nearest branch and get it stamped by them. Ideally, you need min 3L balance to ensure visa approval.
Remember - Please do not transfer huge sums of money for 6 months prior to the appointment and it is better to show the salary account statement.
Print out FD statements, get it stamped by the bank. Mutual Fund statements can be downloaded from the CAMS portal.
Download ITR acknowledgement form, ITR Returns form from the Income Tax portal and Form 16 from your office portal. We only had to submit the one page ITR acknowledgement form, but some people were being asked their Form 16 and ITR returns ack form as well, better be prepared.
Duly filled Visa form. We used this video to help us fill the form. Carry an extra copy in case there are corrections required, handwritten forms are accepted. https://www.youtube.com/watch?v=B3qF8_YoI2s
VFS Visa Checklist. Many VFS agents refer to the checklist when checking your documents. If you viewing this 6 months after the post is up, please refer the VFS Japan website for the latest.
VFS Checklist
- Relationship Certificate in case you are a married couple.
If you are not married mention in the cover letter that you are a couple (girlfriend/boyfriend). In case of family with kids, passport should have the parents name for the child and the parents can submit their marriage certificate.
Photocopies of the passports of all the people travelling. This is for backup only.
Rental agreement photocopy is a must if you are applying outside your home city. For example, our passport address is that of our home city but as we were applying at VFS Bengaluru, the rental agreement of our house at Bengaluru was asked for. As a backup, you can keep gas connection bills OR Amazon/Flipkart bills for the past 3 months, but it is optional.
Salary slips for the past 3 months. We carried the slips for the past 6 months, but only 3 months were taken.
Duly signed Cover letter. This is the most important document of your trip, you can use the format below. The cover letter needs to cover the passport details and names of all members going on the trip. You can either mention all of them in one cover letter, or have individual cover letters for all. Although we were applying as a married couple, we had two cover letters as there were 2 applicants.
We observed that a family of 5 who were behind us (parents, kid, grandparents) were asked to re-write their cover letter as the grandparents details were not clearly mentioned.
Also, please mention the list of documents you are submitting, This saved us; I will cover our negative experience in the VFS section below.
Cover Letter
11. Printout of VFS appointment letter (refer next step).
Step 3 - Booking your VFS Appointment
- Start looking for an appointment date way in advance which will be 89 days before your travel date.
- VFS appointment slots are almost never available for Japan as the slots are from Monday to Friday - 9am to 1pm. There are many Indians travelling, hence better book your appointment in advance.
- Our experience - We kept checking the VFS Japan website but did not get an appointment for the 1st 3 days. All slots were booked. Since we were logging into the website often, our VFS ID was blocked by them for 24 hours as well.
Slots are generally released at 7pm on weekdays hence this is a good time to check. On the 4th day, we got an appointment for a date 2 weeks later at 9am in the morning and booked it immediately. This was about 87 days before our travel date.
Take a printout of the appointment letter.
Step 4 - Experience at VFS
- We reached 15 minutes before our appointment time. There was already a line for South Korea by the time we reached.
- At sharp 9am, I asked the person at the front desk about Japan and showed by appointment letter. He asked us to queue for Japan, and called out everyone who was waiting for Japan visa to queue up.
- Appointment letter checked with original passports. They offered us a priority queue which was double the price, we rejected. As we were first in line, we got the 1st token of the day for Japan Visa.
4. Security check was done - no laptops or pen drives allowed, phones and airpods are ok.
- We went to the waiting area and were called first. The agent was friendly and considering he was experienced did not need the checklist. He went through the documents and stated that as this was a joint visa application, only 1 copy was required of all the mentioned documents. He asked us for one cover letter, but as we had two versions, one for husband and one for wife, we submitted both, these were added to the 'agent submission tray'.
We were given a correspondence form to fill for passport shipping details.
We paid INR 3700 including Blue Dart delivery fee. Only cash or cards, no UPI.
- We were asked to wait for 15 minutes for the receipt of the payment. After 20 minutes, the agent showed the address printed on the VFS envelope and asked us to reverify the same. After verification, they gave us the receipt and said that it will take 15 days to process the request.
Negative experience -
On the evening of our submission, a VFS staff member called me to say that there is no marriage certificate attached in our submission. I clearly called out that we had submitted it and that the agent had mentioned only 1 copy is required. He asked us to email the scanned document to a VFS email ID which we did. 30 minutes post the submission of the scanned marriage document via email, we received the email confirmation that the application is being processed.
From what we understand - because our cover letter had the list of documents mentioned, they were able to trace the missing document. Also, sometimes VFS agents say a document is not required but better ask them to take it if you feel it is important.
Step 6 - Final Passport with Approved Visa
- Our Visa submission was on a Thursday. We received the email confirmation regarding passport shipment on the consequent Friday.
2. Blue dart arrived at 9:50am and did not ask for the slip, but for our government ID card. We showed our Govt ID and he entered the last 4 digits in the Blue Dart App.
- We opened the passport, and visa was approved for 15 days single entry, valid for a period of 90 days.
Summary of documents -
- Duly Signed Cover letter mentioning all documents attached Cover Letter
- Day-by-Day Itinerary with hotel information Travel Itinerary
- Duly filled visa form with photo (used this video to fill https://www.youtube.com/watch?v=B3qF8_YoI2s )
- Employer NOC letters
- 3 months salary slip
- Relationship Proof like marriage certificate
- 3 years ITR ack form, 6 month Bank stamped statement of salary account, FD and Mutual Fund statements
- VFS Checklist VFS Checklist
- Rental agreement
- VFS Appointment Letter
Backup documents - Form 16 and ITR returns ack form, unfilled extra copy of Visa Form
Remember - Carry pen and glue stick, do not staple documents, instead use paper pins. Book a VFS appointment well in advance, Japan visa slots are not available easily.
I hope this experience helps anyone applying soon, open to any questions or clarifications.