Application docs
Application checklist: the 12 documents to prepare for a Japanese master's-program application
Where applications most often go wrong isn't the documents themselves, but the seemingly trivial details: how many originals you need, whether translations require notarization, and when the recommendation-letter deadline falls. Below is a checklist organized by category, plus suggestions on pacing.
An application is an exercise in "delivering a complete stack of documents to a specific window before a set deadline." The documents themselves aren't hard to prepare, but a single missing item or a format that doesn't conform will invalidate the application outright. We recommend starting to break it down two months ahead.
Academic documents
- Degree certificate / graduation certificate: original plus an English or Japanese translation. Some schools require all three: Chinese, English, and Japanese.
- Transcript (all semesters): note that some schools require it sealed (封筒封緘).
- Research plan: usually 2,000–4,000 characters; some schools require Japanese, others allow English.
- Statement of purpose: about 800–1,200 characters, tailored to your target school and professor.
- Résumé / CV: in the Japanese format, with an ID photo attached.
Language scores
- JLPT certificate: most humanities programs require N1; science programs often accept N2.
- TOEFL iBT / IELTS: commonly required in STEM and business/economics programs, valid for 2 years.
- EJU (Examination for Japanese University Admission): relevant if you're applying for a master's directly from overseas; mind the subject combination.
Recommendation letters
A recommendation letter is the last thing you should handle in the final week. Reach out to your recommenders one to two months ahead, attaching a draft of your research plan, your target school and professor, and the deadline. It's best to line up two recommenders, in case one of them can't finish in time.
Identity and visa
- Copy of your passport (validity should cover at least 2 years from the expected enrollment date)
- Copy of your residence card (if you're already in Japan)
- Immigration record (if the university requires it)
- Certificate of Eligibility (handled by the university on your behalf after admission, not needed for the application)
Fees and submission
- Examination fee (受験料): typically 30,000 yen, paid by the method specified that year (convenience store, bank, or online).
- Submission method: paper mail / online application / a combination of both. Note that for paper applications, "postmark valid" and "must arrive by" are two different things.
- Delivery: use EMS domestically and a trackable service for international shipments.
A recommended timeline
- 3 months before the deadline: check that year's application guidelines and draw up your own "gap list."
- 2 months before: contact your recommenders and start the translation / notarization process.
- 1 month before: gather all documents and do one round of peer cross-checking.
- 1–2 weeks before: confirm the mailing and delivery method, and leave buffer time.
References & sources
- Graduate-school application guidelines, by university (search the official site)You must check the current-year version. The previous year's can serve as a reference, but you cannot copy it wholesale.
- JASSO (Japan Student Services Organization)The main entry point for information on scholarships and residence status.
This article is compiled from the author's personal experience and currently available public information; it is not a guarantee. If you find anything outdated or incorrect, your feedback is welcome.