Navigating the Japanese Visa Application: A Personal Journey from Ho Chi Minh City
We're thrilled to share our recent success in obtaining Japanese visas independently from Ho Chi Minh City! After meticulously preparing our application and utilizing the services of Transviet for entrusted submission, we were delighted to receive our approval. We're eager to contribute our experience to help others on their visa journey.
Our Unique Application Profile
Our application was built on a foundation of clear financial and professional standing. While our registered company reports tax losses, my husband operates a sole proprietorship on e-commerce platforms like TikTok Shop, Shopee, and Lazada, where taxes are diligently paid. We've previously traveled to Thailand and Taiwan on tours, and China with a sticker visa. For this trip, my husband's stronger financial profile made him the primary sponsor.
Essential Documents for the Consulate
We meticulously gathered the following documents as per the consulate's requirements:
- Passport valid for at least 6 months (We submitted both our old and newly issued passports from July.)
- Photocopies of old and new passports
- 3.5 x 4.5 cm photos (not previously used)
- Visa application form
- Hotel bookings (We used Agoda, opting for free cancellation and pay-later options. Dates precisely matched our itinerary, with my husband listed as the primary booker.)
- Itinerary in the specified format (This is crucial! We aimed to showcase a genuine interest in exploring Japan. While not overly detailed, it needed to be logical and well-thought-out. We included flight numbers, times, arrival/departure airports, inter-city transportation, and ensured hotel details aligned with bookings. Using Google Maps to plan our daily routes geographically within cities like Tokyo, to avoid excessive travel, was a key strategy.)
- Notarized Household Registration Certificate (Giay ĐKKH)
- Notarized Business Registration Certificate for our translation company
- Notarized Business Registration Certificate for the sole proprietorship
- Bank-stamped tax payment receipts
Demonstrating Financial Stability
Proving financial capability was paramount. Both my husband and I opted for online savings accounts, so we obtained official bank confirmations. My husband submitted confirmation of his fixed-term deposits (6 months to 1 year) totaling approximately 560 million VND across two banks (BIDV and Techcombank). Additionally, he included confirmations for his transaction accounts, showing over 200 million VND in Techcombank and over 100 million VND in BIDV. We also added a confirmation for a VIB term deposit of over 100 million VND opened in March 2025 for a 6-month term, even though it was approaching its maturity date in September. I provided a confirmation for a VIB term deposit of exactly 100 million VND, opened on August 3rd for a 6-month term. All bank documents were officially stamped and clearly indicated deposit dates and terms.
Transaction Records and Additional Assets
- 6-month bank statements for both of us. My husband submitted statements from BIDV and Techcombank, with particular emphasis on funds transferred from e-commerce platforms. I submitted my Sacombank statement; my VIB account statement was not included.
- My husband also included notarized stock confirmations, vehicle registration certificates, and notarized capital contribution contracts for house construction.
The Power of a Well-Crafted Cover Letter
Our English Cover Letter, I believe, was a significant advantage. My husband explained the tax situation of our translation company, noting that while it reports losses and thus lacks tax receipts, it remains operational with employee benefits. He highlighted the sole proprietorship as our primary income source, supported by its tax receipts. He also clarified that due to e-commerce platform policy changes effective July 1, 2025, the platforms will now handle tax payments for sellers, explaining the absence of July tax receipts. I detailed my role in supporting his business, focusing on administrative tasks, human resources, and customer care. We expressed our passion for travel and our intention to visit Japan before starting our family next year. The letter concluded with a firm commitment to the truthfulness of our information and our intention to return to Vietnam before visa expiry. Signing the letter was essential.
Visual Proof of Business Activity
- Screenshots of our Shopee store and TikTok channel, featuring my husband.
- A photograph of my husband's place of residence, as his birthplace is Nam Dinh, obtained from the VNeID app.
Leveraging AI for Application Enhancement
Our use of ChatGPT was approximately 20% of our overall effort, with the remaining success attributed to a truthful application and good fortune. In the initial stages, I turned to ChatGPT for guidance on document preparation and any uncertainties I encountered. I presented our specific situation, and it provided insightful advice, helped with checklist verification, translated the Cover Letter, and suggested key points to include. For instance, it advised me to specify my administrative, HR, and customer service support roles, emphasize our commitment to developing our business in Vietnam, and reiterate our intention to travel and return. ChatGPT also assisted in researching and synthesizing information on locations and transportation within Japan for our itinerary. After drafting the itinerary, I even asked it to review it from a hypothetical visa officer's perspective for logical flow. It genuinely contributed significantly to our process, justifying the monthly subscription.
Final Touches and Advice
For photocopied documents, we printed on one side of A4 paper and used binder clips or V-clips instead of staples. While we weren't called for an interview, it's always wise to be prepared. Should an interview occur, answer confidently and truthfully. We are immensely grateful for the shared experiences within our online community, which empowered us to prepare our own application. We wish everyone aiming for a Japanese visa the very best of luck!
