Every university in Japan asks for different documents. But once you look at several universities side by side, clear patterns start to show up — and so do some surprising differences.
This guide is based on a direct review of the official Admission Guidelines from 10 Japanese universities that offer English-taught master’s programs, checked in September 2026. For the full roadmap, see our complete guide to getting a master’s degree in Japan. By the end, you will know which documents almost every university asks for, and which parts are most likely to be different at the university you choose.
A quick note before we start: always check the official guidelines of your chosen university and program. Rules can change every year, and this guide cannot replace reading your own university’s page.
The Documents Almost Every University Asks For
No matter which university you choose, you should expect to prepare these documents:
- Application form (usually a specific form from that university, not a general one)
- A recent photo of your face
- A copy of your passport
- Academic transcript — a list of your courses and grades
- Certificate of graduation, or a certificate saying you will graduate soon, if you have not finished your degree yet
- Proof that you paid the application fee
Application fees for the universities we checked ranged from 10,000 yen to 30,000 yen. A few universities do not charge international applicants at all if they hold a MEXT (Japanese government) scholarship.
Almost every university also asks for some kind of English proficiency proof, such as TOEFL or IELTS — though, as you’ll see below, “some kind of proof” does not always mean a test score.
The Biggest Fork in the Road: Do You Need a Professor’s Permission First?
This is the single most important thing we found. At 6 of the 10 universities we checked, you cannot properly apply until a professor has already agreed, in writing, to supervise you. This step is often more important than any single document on your checklist — and it is easy to miss if you don’t know to look for it.
Here is what we found, from strictest to most relaxed:
- Okayama University — You cannot even pay the application fee until your prospective supervisor has approved you. The approval comes first; the fee, the forms, everything else comes after.
- Kyoto University (Special Course in Agricultural Sciences) — The graduate school will not send you the application forms until a professor has agreed to accept you, unless your home university has a formal exchange agreement with Kyoto. In other words, without a professor’s consent, you may not be able to apply at all.
- Tohoku University (Graduate School of Science) — You must contact a professor and get their consent months before the main application period even opens. The professor must also notify their department by a separate, earlier deadline.
- Kobe University (GSICS) — A signed “Letter of Consent” from your prospective academic advisor is a required application document.
- The University of Tokyo (IME Program, Graduate School of Engineering) — For every department except Mechanical Engineering, you must submit an “Acceptance Letter” from a professor who has agreed to supervise you. It isn’t called “mandatory pre-contact,” but the effect is the same.
- Ehime University (AAP Special Course, Graduate School of Agriculture) — You must submit a “Record of Contact with the Prospective Academic Advisor” as part of your application.
On the other hand, Waseda University and Doshisha University do not require you to contact a professor before applying. At Waseda, you simply state a preferred research seminar on your application form.
What this means for you: before you spend time on transcripts and English tests, find out whether your target university needs a professor’s agreement first. If it does, this step can take weeks or months — start it as early as possible, ideally before you start gathering any other documents.
Recommendation Letters: How Many, and From Whom?
The number of recommendation letters is another place where universities disagree with each other:
- Waseda University: 2 letters, on the recommender’s letterhead
- The University of Tokyo (IME Program): 2 letters, but submitted online directly by the recommender — you never see the letter yourself
- Doshisha University: 3 letters (only 1 if you graduated from a partner university)
- Kobe University, Okayama University, Ehime University, Kyoto University: 1 letter
- Tohoku University: No recommendation letter required at all for this program
Two details are easy to overlook. First, some universities want the letter delivered straight from your recommender’s email, not handed to you as a PDF. Second, a few universities ask specifically for a letter from your academic advisor, not just any professor — read the wording carefully.
The 3-Year Bachelor’s Degree Question
This matters most if you completed a 3-year bachelor’s degree, which is common in India and some other countries. Japan’s standard rule asks for “16 years” of school education before a bachelor’s degree — elementary, middle, and high school (12 years) plus a 4-year bachelor’s degree.
The good news: several universities accept a 3-year bachelor’s degree without any extra process, as long as your school’s education quality has been officially assessed in your home country:
- The University of Tokyo
- Waseda University
- Kobe University
- Doshisha University
Ehime University’s agriculture program goes a step further, offering a third path: 15 years of schooling with excellent (first-class) grades, if the program’s consortium agrees to recognize it.
Not every university is this flexible, so if you have a 3-year degree, check this specific point before you assume you are eligible.
Originals, Copies, and Translations
“Send us a copy” does not mean the same thing at every university.
- Doshisha University and Okayama University are strict: transcripts and certificates must be originals. Color copies, and anything downloaded from the internet, are explicitly rejected.
- The University of Tokyo (IME Program) accepts an original or a certified copy — but a plain photocopy without your university’s official stamp will not be accepted.
- Waseda University is more relaxed at the application stage: digital uploads are enough at first, and originals are only needed after you are accepted.
If any of your documents are not in English or Japanese, expect to need an official translation. A few universities (Doshisha, for example) will not accept a translation from a private translation company — it must come from an embassy, consulate, or your own school.
A Note on Standardized Tests
Most universities on this list ask for a TOEFL or IELTS score, sometimes with an exemption if your whole bachelor’s degree was taught in English.
One university stands out: The University of Tokyo’s IME Program requires the GRE General Test in addition to TOEFL or IELTS. Most other universities on this list treat the GRE as optional, or only ask for it in specific departments. If you are applying to an engineering program at a large national university, it is worth double-checking whether the GRE is required — it takes real preparation time, and it’s easy to assume it’s optional when it isn’t.
Your Document Checklist
Use this as a starting point, then confirm each item against your specific university and program:
- Contact and receive written consent from a prospective supervisor (check if required — see the section above)
- Application form (specific to the university)
- Recent photo
- Passport copy
- Academic transcript (original or certified copy, as required)
- Certificate of graduation, or expected graduation
- Research plan or Statement of Purpose (if required)
- Recommendation letter(s) — confirm the exact number and who should send them
- English test score (TOEFL/IELTS), and check whether GRE is also required
- Official translation of any non-English/Japanese documents
- Proof of application-fee payment
What to Do Next
Documents are only one part of getting into a master’s program in Japan. Once you know what to prepare, the next steps are usually:
- Writing a strong research plan or Statement of Purpose
- Sending your first email to a prospective professor
- Preparing for your English proficiency test
- Looking into scholarships that can cover your application and tuition fees
We cover each of these in separate guides — start with whichever step you’re stuck on right now.
