Indian Fresh Graduate Visa Application: Complete Guide for Documents and Procedures
Success in hiring top talent from India hinges on obtaining a visa post-offer. We explain the practical aspects of the "Technology, Humanities, International Business" visa that HR personnel should understand, including unique degree conditions and essential documents.
Contents
Basics of Indian Talent and 'Technician National Visa'
When Japanese companies hire Indian engineers or business professionals, the residency status (visa) they should obtain is typically **'Engineer/Specialist in Humanities/International Services'** (hereafter, 'Engineer-Humanities Visa'). Currently, many Indians working in Japan hold this qualification, with applications particularly increasing in the IT and mechanical engineering fields.
The Engineer-Humanities Visa requires that the job involves knowledge necessary for fields like 'science, engineering, or other natural sciences (technology)' or 'law, economics, sociology, or other humanities (humanities knowledge)'.
When hiring graduates from Indian Institutes of Technology (IITs and NITs), most fall under the **'technology' category. On the other hand, when hiring for roles such as interpreters/translators leveraging Japanese language skills or marketing tasks for the local market, it is necessary to fulfill the requirements for **'international services'. The important factors are the** 'major at university' and the 'job content in Japan' that must match. If there is a mismatch, no matter how talented an individual is, there is a high risk of disapproval.
Indian unique degree system application requirements
In Japan's immigration law, the requirements for a Technical/Humanities/International Visa include a 'university graduation (bachelor's degree or higher)' or 'graduation from a Japanese specialized training college (professional qualification).' Many Japanese companies struggle here due to India's unique education system.
4-year universities (B.Tech / B.E.)
Many engineering universities in India, including the Indian Institutes of Technology (IIT), have 4-year programs, and upon graduation, they confer the 'Bachelor of Technology (B.Tech)' or 'Bachelor of Engineering (B.E.)'. This is considered completely equivalent to a Japanese bachelor's degree, and applications can be submitted without problems.
3-year universities (B.Sc / BCA / B.Com)
There are also many 3-year university programs in India. For example, the 'Bachelor of Computer Applications (BCA)' commonly found in IT fields or the 'Bachelor of Science (B.Sc)' in scientific fields. These are recognized as an official 'bachelor's degree' in India, and basically treated as a 'university degree' by Japanese immigration.
However, for 3-year programs, the relevance to the job is more strictly examined. Particularly when trying to employ graduates of 3-year programs in non-IT fields (such as liberal arts) as engineers, it's necessary to be cautious as permission may not be granted unless there is advanced practical experience.
The barrier of new graduate hiring, 'Provisional Graduation Certificate' handling
India's universities typically graduate in May to June, but the issuance of an official degree certificate often takes several months to a year after graduation.
In the Japanese visa application (Certificate of Eligibility application: COE application), an official document proving graduation is essential. In this case, the **“Provisional Certificate”** is used instead of an official degree certificate.
Effectiveness of Provisional Certificate
This is an official document from the university certifying "fulfillment of degree awarding requirements," which is accepted as an official graduation proof by the Japanese Immigration Bureau. It is necessary to instruct candidates to obtain this document from the university immediately after the graduation exams are completed (around June to July). If the arrangement of this document is delayed, the COE issuance schedule for October or the following April employment will be postponed, making early notice indispensable.
The importance of job description and hiring rationale
In hiring Indians, the most specialized aspect of the visa application is the **'Statement of Reasons for Employment'** created by the company.
Especially when hiring IIT graduates with advanced skills, it is necessary to logically and technically explain how their major fields (such as Computer Science, AI, Mechanical Engineering) are closely related to the tasks they will be entrusted with at the company.
NG Example: 'Responsible for general programming'
This is not specific and does not show a connection with the advanced learning content from university.
OK Example: 'Implementation and improvement of image recognition algorithms using Python and TensorFlow'
As shown, it is necessary to specifically describe how specific technical stacks or theories learned at university are applied in actual work. At Phinx, staff with a technical background thoroughly analyze candidate transcripts and support the preparation of a statement that satisfies immigration examiners.
List of documents needed for the application (India side)
The main documents that need to be obtained locally from India are as follows. Since there may be cases where submission of the original is required instead of PDF data, the number of mailing days must also be considered.
1. Graduation Certificate (or Provisional Certificate) Official one issued by the university.
2. Transcripts (Marksheets) Required for all academic years. This is the most important document to prove the relevance of the major subjects and the occupation.
3. Curriculum Vitae Describes educational background, internship experience, and programming languages that can be used.
4. Copy of Passport Face photo page. Pay attention to the expiry date.
5. Certificate Photo Vertical 4cm x horizontal 3cm. No background, and taken within 3 months.
In India, spelling mistakes in names (such as different name order on passport and university documents) frequently occur. When you receive the documents, first check that the full name and date of birth match completely on all documents.
Pay level and employment contract considerations
The technical worker visa's standard ordinance includes a provision stating "receive remuneration equal to or greater than what a Japanese worker would receive."
Not "cheap labor"
When hiring the top tier from India (IIT/NIT class), their market value is very high, and they are unlikely to even consider the starting salary range for Japanese workers (in the low 200,000 yen range), not only that, but immigration may also judge it as "unreasonably low."
Clear待遇提示
The employment contract should clearly state the base salary, bonuses, allowances, etc. Additionally, in India's business customs, the annual income concept of "Cost to Company (CTC)" is common, but it differs from Japan's salary structure (monthly salary system, social insurance deductions, etc.), so providing a careful explanation including the take-home salary at the time of the job offer is essential to prevent troubles after joining and avoid early resignation.
Flow from COE delivery to entry
The standard review period from application to issuance of COE (Certificate of Eligibility) is usually 1 month to 3 months.
Application (Japan side): Companies or administrative scriveners submit documents to the Immigration Bureau.
Review and submission of additional material: Additional explanation may be required if necessary.
Issuance of COE: Received via email or mail.
Visa application (India side): Present the COE to the Japanese embassy or consulate in India and apply for a visa.
Travel: Enter Japan after visa issuance.
If aiming for April entry through mass recruitment of new graduates, applying in December to January of the previous year is ideal. Many Indian students can join immediately after graduation in June, so backward scheduling management tailored to individual joining times is required.
Summary
Obtaining a technical-humanities visa for hiring new Indian graduates is not merely an administrative procedure but a core part of the recruitment process that requires advanced expertise. Understanding India's unique degree systems (B.Tech/BCA, etc.), utilizing the Provisional Certificate, and proving technical job compatibility are key to successful meticulous preparation.
Denial due to deficiencies or prolonged examinations because of insufficient explanation is directly linked to the risk of candidates declining. Ensured recruitment success requires partners familiar with both Indian local circumstances and immigration practices.
Phinx's support for recruiting in India
Phinx leverages its robust network with top local universities, including Indian Institutes of Technology (IIT), to provide seamless support from recruitment to retention.
Intimate knowledge of local circumstances: Directly liaising with local university representatives in India to smoothly collect necessary documents like the Provisional Certificate.
Preparation of technical reason documents: Staff with engineering experience deeply understand candidate skills and your company's business content, supporting the creation of job descriptions and reason documents evaluated by immigration.
Elimination of visa application black box: Completely handling the VISA/COE acquisition process after the offer, removing anxiety between candidates and companies.
Setting up life post-entry: From travel arrangements after visa acquisition to searching for accommodation and life setup in Japan, we accompany you to realize a smooth commencement of work.
If you are considering recruiting Indian engineers and are concerned about visa procedures, please contact Phinx. We will propose the optimal recruitment scheme tailored to your company's needs.
Source
Immigration Bureau of Japan "Residence status 'Technical/Humanities/International Business'"
Embassy of Japan in India "Visa Guide"
UGC (University Grants Commission) India Overview
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