Business Trip to Japan

SpCCJ as Receiving Organization

From March 2022, Japan has started again to accept the entry of foreign nationals for both short-term and long-term stays for business-related purposes including business trips and new employment visas.

However, these measures require the visitor to have their own receiving organization located in Japan which limits the number of companies which can access and has a direct impact on the promotion of new commercial relationships. 

Through this service, the Spanish Chamber of Commerce will play the role of receiving organization for the Spanish businesses that pass the screening process with the commitment to comply with the terms and conditions imposed by the Japanese authorities.  

Table of Contents

Eligibility

The applicant organization need to be of Spanish nationality and will have a well-founded business motivation to travel to Japan. These motivations could be commercial agendas, participation in exhibitions, visiting a commercial partner…

The SpCCJ reserves the right to disregard any application during the screening process.

Process and Steps

  1. The applicant will be requested to share the motivations for the trip, the number of travellers, potential trip dates, COVID insurance policy, potential hotel information, and the planned itinerary in Japan. Additional information might be also requested. (See FAQs for the reporting formats).Once passed the screening process, the applicant will need to share a copy of the confirmed documents: hotel reservation, flight tickets and travel or health insurance covering Covid-19 (in an amount of at least 50,000 EUR).
  2. The SpCCJ will then apply through the ERFS (Entrants, Returnees Follow-up System) provided by the Ministry of Health, Labour and Welfare (“MHLW”), enter the required details, acquire a Certificate for Completion of Registration, and send the certificate to the foreign national scheduled to newly enter Japan by e-mail.
  3. Third, the foreign national scheduled to newly enter Japan must apply at an appropriate Consulate of Japan in Spain, with a Certificate for Completion of Registration. The consulate in charge is based upon the applicant’s address by its regional jurisdiction and the details of the latest requirements should be referred to the respective website information in the URLs below:
Location of Japan Consulate Regional jurisdiction URL
Madrid
All except the below
Barcelona
Catalunya, Valencia, Baleares
Las Palmas
Canarias

Administrative fee

30,000
  • Up to two people
  • Each extra traveller in the same group 10,000円

Obligations & Responsibilities

  • The applicant travellers and their employer company should study border control measures by the Japanese government and be updated for its development.
  • The applicant travellers should make a visa application at a Japanese consulate, in charge of their region, after receiving a Certificate for Completion of Registration.
  • Before their arrival in Japan, applicant travellers should understand how to complete entry procedures as well as the Fast Track and the Visit Japan web service.
  • The traveller is requested to prepare a smartphone individually to complete the procedures by using a smartphone app “MySOS,” which is for the Fast Track programme.
  • If the traveler to Japan becomes symptomatic or becomes COVID-19 positive, the traveler should contact the SpCCJ and a medical facility and follow the instructions and receive supervision and support.
  • In case of COVID-19 infection, the applicant could be asked to extend the stay in Japan for at least 7 days, covering all the associated costs (accommodation, flight ticket modifications…)
  • The travellers make every effort to prevent infection, including, (1) wearing a non-woven mask, (2) thorough disinfection of hands and fingers, and (3) avoiding “three dense (sealed, dense, close)”. Please study “Health Card” and notices in the MHLW guidance.
  • The travellers will comply with the Quarantine Law, the Law Concerning Prevention of Infectious Diseases and Medical Care for Patients with Infectious Diseases, Immigration Control and Refugee Recognition Law, and other laws and regulations related to border control.
  • The company of their applicant travellers to Japan is required to make sure that the travellers be prepared for the unexpected burden of medical costs by taking out private travel or health insurance covering Covid-19 (in an amount of at least 50,000 EUR).

Disclaimers

The SpCCJ does not guarantee that the VISA will be granted by the Japanese Authorities and is only acting as a Receiving Organization.

The applicant is committed to complying with the Quarantine Law, the Law Concerning Prevention of Infectious Diseases and Medical Care for Patients with Infectious Diseases, Immigration Control and Refugee Recognition Law, and other laws and regulations related to border control, including the instructions provided by the SpCCJ.

Any violation of this pledge by the traveller or company which incurs an administrative or penal disposition on the SpCCJ, including the announcement of the name of the Receiving Organisation and the refusal of new entry online application for foreigners thereafter, shall be subject to compensations from the said administrative disposition, reputation damage and any other damages caused.

Application Process

Applicant side
SpCCJ side

FAQs

Fast Track is a platform, being administered by MHLW, to complete travellers’ quarantine procedures in advance. Travellers, who are entering Japan under the ERFS program, are REQUESTED to complete the procedure through the system ( by using a smartphone app “MySOS”)

“Visit Japan Web Service” is provided by the Digital Agency of Japan to complete various procedures for entry into Japan, including quarantine, customs declaration, etc in advance. So, it is RECOMMENDED to use both services for smooth entry. The data entered in Fast Track will be copied into Visit Japan Web Service upon your approval (You need a Visit Japan Service account in advance.).

Visit Japan Web Site: https://www.digital.go.jp/en/services/visit_japan_web-en/

The format currently available in Japan’s Ministry of Foreign Affairs is as in the link below:

https://www.mofa.go.jp/mofaj/files/000124525.pdf

For your own application, please contact a Japanese consulate in the aforementioned jurisdiction for the latest information.

Please refer to the template available at Ministry of Foreign Affairs of Japan website’s:

  https://www.mofa.go.jp/files/000262548.pdf