Documents set for the Embassy

I have already talked in detail about the MEXT formats, so I will just talk about how to prepare the different document sets that you need to hand in in case you are called to the language tests. Remember this is as per the Japanese Embassy in Mexico, so for those of other countries, just re-verify with your embassy the order and number of copies.

The first recommendation is that, although you have to submit the documents to the SRE first, make both sets at the same time. Why? a) you will not have enough time between the language test notification and the language test date, b) even if it’s just 2 or 3 weeks appart, you will have NO idea what and how you submitted your papers to the SRE.

This is the list, in order, of the documents for the embassy. Comments on each point:

  1. Application form:
    • Remember #1 is written by hand, Capital and lower case letters, use accents.
    • In # 2, your name in CAPITAL LETTERS, no accents.
    • The checkboxes are done by hand.
  2. Placement Preference form:
    • In #1, your name in CAPITAL LETTERS and no accents.
  3. Field of Study and Study Program form:
    • In #1 tell them about your last studies and open the doors to explaining how they relate to the studies you want to do in Japan.
    • In #2 write the title of your research if you have one. Explain what is the topic of your investigation, talk a little about the background and tell them why it’s important.
    • In #3 tell them how you are going to do it while in Japan. You might want to talk about the core subjects that will help yyou reach your goal. Don’t forget the time table.
  4. Transcript:
    • You have two options:
      • Make an official certified copy of your transcript, or
      • Go to your university and talk to whoever is in charge of the archive, ask for a certifies copy / original copy. This copies are photocopies that have an original university seal that say that they have been compared to the original and that it corresponds with it.
    • If your transcritp is in Spanish (or any other language), you need to attach a translation to English or Japanese. The translation can be done by yourself. Just make sure you copy the format, size, spaces, etc.
  5. Degree / Diploma
    • You have two options:
      • Make an official government certified copy of your transcript, or
      • Go to your university and talk to whoever is in charge of the archive, ask for a certifies copy / original copy. This copies are photocopies that have an original university seal that say that they have been compared to the original and that it corresponds with it.
    • If your diploma is in Spanish (or any other language), you need to attach a translation to English or Japanese. The translation can be done by yourself. Just make sure you copy the format, size, spaces, etc
  6. Academic recommendation letter:
    • (In Mexico) You don’t need it in a sealed envelope as mentione in the guidelines since you are in charge of making the copies for al the documents sets.
    • If the letter was written in Spanish, translate it yourself and attache the translation.
  7. Thesis summary or Document that says you did not need a thesis.

    • Attach a translation of anything that is in Spanish.
  8. Professional recommendation letter:
    • (In Mexico) You don’t need it in a sealed envelope as mentione in the guidelines since you are in charge of making the copies for al the documents sets.
    • If the letter was written in Spanish, translate it yourself and attache the translation.
  9. English language certificate:
    • The copy you can get by email / internet is enough. Make sure you have a internationally recognized test, like IELTS or TOEFL iBT as your chosen universities might ask to get the results sent directly to them.
    • Tests like the TOEFL ITP are useless, don’t lose your time/money.
  10. Japanese language certificate:
    • This is not a requirement (if your studies are in English), but if you have some proof of language knowledge, even if it’s the N5, attach it.

 

You will submit 4 folders to the embassy:
1. Folder #1: all documents should be originals, with original seals, original photos and original signatures.

2. Folders #2, 3 & 4: The Application form should be the only original document with original photo. Everything else should be copies.

Please go to a professional center to get your copies done. Never submit one of those copies that have a black line in the middle of the page. It should be completely legible, not too dark, not too light.

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