biometric standard: portrait style, mouth closed, looking directly at the camera,
white background, no older than 6 months
digitally altered passport photos cannot be accepted, print-outs on paper are not accepted

Resolution 600 dpi/sharp and clear photo

valid passport (original) and one copy of the identity page and,
if applicable of the signature page

Passport must

- be valid for at least three months longer than the scheduled return

- have at least two empty pages

- have been issued within the last 10 years

We will keep the passport during the evaluation of your visa application. If you require the passport after application and during the processing procedure, please submit an informal written justification (English/German) at the time of the application and your passport will be returned to you. However, your passport must be sent in upon our request.

Japanese residence card (original and one copy of both sides) The validity of the residence card must be at least three months longer than the scheduled return date. Exceptions cannot be made.

Travel Health Insurance Policy valid for all Schengen countries (one original/one copy)

Proof of travel health insurance for the entire stay in Germany/Schengen area and for the requested length of stay. The minimum coverage insured for medical expenses, hospital treatment and costs for repatriation in the event of illness or death must be at least 30,000 EURO. The insurance polity must clearly state the requirements and validity for all Schengen countries (not only overseas).

For details see (for details see here) PDF / 200 KB

Return-envelope with your address

For applicants at the Germany Embassy in Tokyo:
Letterpack PLUS (600 yen) – self addressed; Currently, only the return of the passport by post is possible.

For applicants at the German Consulate General in Osaka-Kobe:
If you wish to receive your passport in return by mail, you can return it by takkyubin cash on delivery. In this case, please enclose a self-addressed return DIN A4 envelope.

Business trip confirmation by the company in Japan

In all cases: Original signed/sealed cover letter from the company in Japan on company letterhead in German or English language including details of:

• name of traveller
• passport number of traveller
• monthly salary
• purpose of trip and duration of stay
• brief itinerary of the visit
• if applicable: a guarantee to cover all travel expenses

Business partner in Germany:

A signed invitation letter (copy is sufficient) from the business partner in Germany in German or English language including details of:

• detailed explanation of the planned activities (mentioning work or business meeting is not sufficient)
• information on the business relationship between the inviting and sending company (same group, inviting company is a supplier or sending company is a supplier, what exactly do the companies trade with each other (machines, equipment, merchandise)), etc.
• if applicable: a guarantee to cover all travel expenses

Attending fair exhibition in Germany

In case you attend a fair in Germany, you need to provide the fair ticket (copy accepted), issued in your name.

Attending conference/seminar in Germany

Personal invitation letter and if applicable payment of participation fee

For international staff exchange or contracts for work and services:

If you are planning on working in Germany on your Schengen Visa, kindly check with the inviting company whether you need a (pre-)approval of the Federal Employment Agency (Einvernehmen und / oder Zustimmung der Bundesagentur für Arbeit!) The (pre-)approval of the Federal Employment Agency (Einvernehmen und / oder Zustimmung der Bundesagentur für Arbeit) has to be obtained by the hosting company / institution directly at the Federal Employment Agency and has to be presented when submitting the visa application. The visa section cannot apply for these documents. Be aware that if your visa category requires a (pre-) approval of the Federal Employment Agency (Einvernehmen und / oder Zustimmung der Bundesagentur für Arbeit) and you cannot provide us with the same in your application, this justifies grounds for rejection!

Please see information here.

Should you go on a business trip within the same company, we still request a separate letter from each office (Japan and Germany). The invitation has to be signed /sealed by a responsible person.

If you have further appointments in the Schengen area: Signed invitation letter from the Schengen business partner on the company letterhead, mentioning purpose of travel and itinerary and personal data of the applicant

If you have a different purpose for your business trip to Germany you may provide documents and explanation in English accordingly.

Evidence of hotel booking /confirmed hotel reservation including name, address and telephone number of the hotel, confirmation number of the reservation, as well the name of the guest.

If you intend to travel to several Member States, proof of accommodation in each of the Member States is required, along with a travel itinerary.

Proof of sufficient means of subsistence for the intended journey:

• original bank book and one copy of the pages of recent bank account statements from the last six months (bank statements must show the name of the owner).

We recommend providing a bank statement that includes your monthly salary payments.

If you are the owner of a company, additionally provide the original of the commercial registration and your last income tax payment receipt (with translation in English)