# Japan Business Visa for Indians: Invitation Letter and Documents

> What the Japanese host and your Indian employer each have to provide for a Japan short-term business visa, where to apply by state, and what it costs in INR.

_Published: 2026-11-06 · Reading time: 5 min · Words: 1236_

## TL;DR

A Japan short-term business visa file has two halves: a travel order and certificate of employment from your Indian employer, and an invitation letter, Japan itinerary and applicant list from the Japanese host. Indians pay a visa fee of INR 500 plus an INR 800 VFS service charge, and apply at the VFS centre for their state.

## Key takeaways

- The Japanese inviter supplies an invitation letter, an itinerary in Japan and a list of applicants.
- Whoever pays for the trip in Japan adds a letter of guarantee and a certified copy of the company's incorporation register or an overview of the organisation.
- Your Indian employer supplies a travel order and a certificate of employment.
- Indian nationals pay INR 500 for a single or multiple visa from 1 July 2026, plus INR 800 VFS service charge per application.
- You apply at the VFS centre linked to the Japanese office for your state; Mumbai-area centres take appointments only from 19 October 2026.

**According to the Short Term Business Visa checklist VFS Global uses for the Embassy of Japan, New Delhi, Indians need a travel order from their employer, a certificate of employment, a flight schedule, plus an invitation letter, Japan itinerary and applicant list from the Japanese host. The visa fee is INR 500, plus INR 800 for VFS.**

## Article

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?
DocumentWho arranges itOfficial noteTravel orderYour employer in IndiaDelhi business checklistCertificate of employmentYour employer in IndiaDelhi business checklistFlight or cruise schedule to and from JapanYouDelhi business checklistLatest Income Tax ReturnYouOptional; submit it when requesting multiple entryPassport and old passportsYouMore than two blank pages; copy of the first and last pageVisa application formYouCompletely filled and signedPhotographYouTaken within 6 months, white background; 45mm x 35mm at Delhi, Bengaluru and Kolkata, 2 x 2 inch at Mumbai and ChennaiAll 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.

Japanese officeMain states coveredVFS centres and booking ruleEmbassy, New DelhiDelhi, Chandigarh, Haryana, Punjab, Himachal Pradesh, Jammu & Kashmir, Rajasthan, Uttar Pradesh, Uttarakhand, Sikkim, Assam and the other north-eastern states, Andaman & Nicobar Islands, LakshadweepNew Delhi plus drop-off offices in Gurugram, Chandigarh and Lucknow; no prior appointment neededConsulate General, MumbaiMaharashtra, Gujarat, Goa, Madhya Pradesh, Chhattisgarh, Dadra & Nagar Haveli, Daman & DiuMumbai, Pune, Ahmedabad, Goa; prior appointment for all applications from 19 October 2026Consulate General, ChennaiTamil Nadu, Andhra Pradesh, Telangana, Kerala, PuducherryChennai, Hyderabad, Puducherry, Cochin; prior appointmentConsulate General, KolkataWest Bengal, Jharkhand, Bihar, OdishaKolkata, Bhubaneswar; prior appointmentConsulate General, BengaluruKarnatakaBengaluru (prior appointment); Mysuru (no appointment)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.

## Steps

1. **Confirm the visa type and office** — Pick the business category used by the Japanese office for your state: Short Term Business at Delhi, Business Affairs/Market Research/Conference at Mumbai and Kolkata, or Business at Bengaluru.
2. **Request the Japan-side documents** — Ask the inviter for an invitation letter, itinerary in Japan and applicant list, and the paying company for a letter of guarantee plus its incorporation register copy or company overview.
3. **Collect the India-side documents** — Get a travel order and certificate of employment from your employer, and prepare your flight schedule, passport copies, signed form and photograph.
4. **Book and submit at VFS** — Book an appointment where required (Mumbai-area centres from 19 October 2026, Chennai, Kolkata and Bengaluru) and pay INR 500 visa fee plus INR 800 VFS charge.
5. **Wait for the decision** — Allow the indicative time for your office, for example minimum 05 working days at New Delhi or 10 processing days at Mumbai.
6. **Travel within the validity** — Enter Japan within three months of the issue of a single-entry visa.

## FAQ

### 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.

## Sources

1. [VFS Japan Delhi — Short Term Business Visa checklist](https://www.vfsglobal.com/one-pager/japan/india/delhi/pdf/3-Short-Term-Business-Visa.pdf) — VFS Global
2. [Embassy of Japan in India - Visa (fees from 1 July 2026, eVISA, submission through VFS)](https://www.in.emb-japan.go.jp/itpr_en/Visa.html) — Embassy of Japan in India
3. [Ministry of Foreign Affairs of Japan - Visa FAQ (processing, refusals, six-month reapplication rule, validity)](https://www.mofa.go.jp/j_info/visit/visa/faq.html) — Ministry of Foreign Affairs of Japan
4. [Embassy of Japan in India - Area-wise jurisdiction of Embassy/Consulates](https://www.in.emb-japan.go.jp/contact%20info.html) — Embassy of Japan in India