Japan Business Visa for Indians: Invitation Letter and Documents

A Japan business visa is really a joint file. Half the papers come from the company or organisation in Japan, and half come from you and your employer in India. This post walks through both halves, as published on the official sources, checked on 2026-10-15. For tourist, student and work visas, see our Japan visa guide for Indians.

Which Japan visa type do you book for a business trip?

The name differs by office, but the purpose is the same: meetings, market research, conferences and similar short visits.

• Embassy of Japan, New Delhi (via VFS): 'Short Term Business', and 'MULTIPLE 5 (Short Term Business Visa for Indian nationals)' for repeat travel.
• Consulates General in Mumbai and Kolkata: 'Business Affairs/ Market Research/ Conference Visa', 'Multiple Entry Business Visa', and a multiple-entry visa for business purpose and cultural or intellectual figures.
• Consulate General in Bengaluru: 'Business'.

Two things are not business visas. The Japan eVISA for Indians covers only single-entry tourism, so business travellers get a regular visa. And if a Japanese company is hiring you, you need a working visa backed by a Certificate of Eligibility that the employer obtains in Japan.

What must the Japanese host send you?

The Delhi checklist splits the Japan-side papers between the inviter (the company or organisation you are visiting) and the guarantor (whoever pays your expenses in Japan). Often they are the same company, in which case it provides both sets.

From the inviter

• An invitation letter.
• An itinerary in Japan.
• A list of applicants, if more than one person is travelling.

From the guarantor paying the expenses

• A letter of guarantee.
• A certified copy of the company's incorporation register, or an overview of the company or organisation.

Ask the host to make the invitation, itinerary and applicant list agree with each other: same names, same dates, same places. Mismatched dates across documents are an easy way to trigger a request for more information.

What do you and your employer provide from India?

All photocopies must be on A4 paper. The documents you submit are not returned, except the passport, so keep your own copies of the invitation and guarantee. The Embassy may also ask for an interview or extra documents.

Where do you apply, based on your state?

Each Japanese office decides applications only from residents of its jurisdiction. If your passport was issued in another state, show address proof for where you live now.

The Mumbai Consulate stopped taking applications directly on 20 April 2026, so everything in its area now goes through VFS.

How much does it cost and how long does it take?

From 1 July 2026, the Embassy of Japan charges Indian nationals INR 500 for a single or multiple visa. VFS adds a service charge of INR 800 per application, which is non-refundable. Courier return is optional at INR 550 per application. VFS says the visa fee is refunded only if the visa is not approved.

Indicative processing at the visa stage:

• Embassy, New Delhi: minimum 05 working days.
• Mumbai: 10 processing days; Pune, Ahmedabad and Goa: 12.
• Chennai: minimum 03 working days.
• Kolkata: minimum 05 working days.
• Bengaluru: minimum 06 working days.

Japan's Foreign Ministry says the standard examination takes five working days when there is no problem, and a couple of weeks to several months if extra documents, an interview or inquiries are needed. The Embassy accepts short-term applications from 3 months before travel.

Can a frequent business traveller get a multiple-entry visa?

Yes, there are dedicated categories: MULTIPLE 5 at Delhi and the Multiple Entry Business Visa at Mumbai and Kolkata. The Delhi checklist asks for your latest ITR when you request multiple entry. The detailed MULTIPLE 5 checklist is published as a separate PDF on the VFS Delhi page, so download it before you book; the fee for Indians is the same INR 500 either way.

Mistakes to avoid on a Japan business application

• Applying at a centre outside your jurisdiction without address proof for your current state.
• Walking in at Mumbai, Pune, Ahmedabad or Goa after 19 October 2026 without an appointment.
• Leaving the guarantee out because the inviter assumed the invitation letter was enough.
• Booking a business visa for what is actually paid work in Japan.
• Missing the window: a single-entry visa is basically valid for three months, so you must enter Japan within three months of issue.

If a business visa is refused, Japan does not accept a new application for the same purpose within six months, except where circumstances have changed significantly and travel is needed on humanitarian grounds. Japan's Foreign Ministry does not give the specific reason, so get the file right the first time.

Yatra For Fun's India office in Gurugram prepares flight reservations, hotel bookings, travel itineraries and cover letters for visa files, with packages from INR 1,000 (flight reservation) to INR 3,000 (reservation, hotel, itinerary and cover letter). WhatsApp +91 95230 91018 or reach us through our contact page.

Frequently asked questions

Do I need travel insurance for a Japan business visa?

Travel insurance is not listed as a required document on the VFS or Embassy checklists. Japan's Foreign Ministry says it is highly recommended to buy international travel medical insurance, and the Embassy and the Mumbai Consulate advise preparing it.

Can I get a Japan eVISA for a business meeting?

No. For Indian nationals the Japan eVISA covers a single-entry tourism visa only, and even that is applied for at a VFS Japan centre. Business visitors apply for a regular visa through VFS.

Is the Japan business visa fee different from the tourist visa fee?

No. Japan's visa fee depends on nationality and type of entry, not purpose. Indian nationals pay INR 500 for a single or multiple visa from 1 July 2026, plus the INR 800 VFS service charge.

Can my Japanese host submit the documents for me in India?

The host sends its documents to you, and you submit the complete file at the VFS centre for your jurisdiction. The Kolkata tourist checklist asks for an authorisation letter if an agent, relative or representative submits or collects on your behalf.