Japan Business Visa via Poland — Turnkey with Visa Agency

Traveling to Japan for negotiations, a conference, or a business meeting? We handle the entire process — from business documents to the visa in your passport. We know the specifics of applying from Poland for Ukrainians, Belarusians, and other nationalities.

98%

Of clients get their visa approved on the first attempt

from 3 days

To case preparation

since 2018

Extensive experience with Japanese visas

WHAT DOCUMENTS
ARE NEEDED FOR THE VISA

A complete list for your situation — nothing extra, nothing missed

REQUIRED

Basic documents

Passport valid for at least 6 months
Proof of legal stay in Poland (visa, residence permit, PESEL UKR)
Completed visa application form (Japanese embassy form)
Photo meeting Japanese consulate requirements
Invitation letter from a Japanese company or organization
Letter from your employer confirming the business trip
Bank statement for the last 3–6 months
Flight reservation (round trip)

BY STATUS

Depending on your situation

Employees: employment certificate with position, salary and work experience, employment contract, employer confirmation of the business trip, confirmation of who covers travel expenses
Entrepreneurs and business owners: company registration documents, tax reports, contracts with Japanese partners, business correspondence with the Japanese side
Freelancers: client contracts, bank statements confirming stable income, registration as self-employed

STRENGTHENS YOUR CASE

Additional documents

Previous visas to Japan, the USA, the UK, or Canada
Travel history to EU countries
Family documents in Poland or Europe
Property ownership or rental documents in Poland
Conference or business event program
Contracts and business correspondence with the Japanese side
Registration for a business event in Japan

STEP 1

Consultation

We analyze your business situation: employment type, purpose of the trip, and company documents. We choose the best application strategy and honestly assess your chances — before any payment.

STEP 2

Preparation of business documents

We help properly prepare the invitation letter from the Japanese company and the letter from your employer — with the correct wording that answers all consulate questions. The Japanese consulate has strict requirements for business documents.

STEP 3

Application form completion

We complete the application form according to the Japanese consulate requirements. Every field is double-checked — mistakes may lead to delays or refusal.

STEP 4

Preparation of the full document package

We prepare the full package: application form, business invitation, employer letter, financial documents, motivation letter, meeting schedule, and everything else required for your specific situation.

STEP 5

Submission to the consulate

Documents are submitted personally to the Japanese consulate in Warsaw or through an authorized representative. We handle the submission for you — no need to visit the consulate yourself.

STEP 6

Application processing

Standard processing time is 5–7 business days. The Japanese consulate works efficiently and quickly — delays are rare when the documents are prepared correctly.

STEP 7

Receiving your passport with the visa

The passport with the visa sticker is collected from the consulate or delivered by courier. The visa is placed directly into the passport — there is no electronic version.

Number of people

Service fee

1 person

from 350 EUR

2 people

from 600 EUR

3 people

from 900 EUR

4 people

from 1200 EUR

5 people

from 1400 EUR

Fee

Cost

Consular fee (single-entry visa)

about ¥3000 (≈ €18)

Consular fee (multiple-entry visa)

about ¥6000 (≈ €36)

Processing and issuance times:

Case preparation with us: from 3 to 14 days
Waiting for the submission date: from 2 to 4 weeks
Consulate processing time: from 5 to 7 business days
Receiving the passport with visa: 1–2 days after approval

Validity and entry rules:

Single-entry visa validity: 3 months from the issue date
Multiple-entry visa validity: up to 5 years
Maximum stay per entry: up to 90 days
Working for a Japanese company on a business visa is prohibited
The visa is placed into the passport — there is no electronic version
Entry is allowed only during the visa validity period

Embassy of Japan in Warsaw

Address: ul. Szwoleżerów 8, 00-464 Warszawa

Working hours: Monday – Friday, 09:00 – 12:00 (document submission)

Phone: +48 22 696 5000

YOUR
VISA

The result you came for — an approved visa in your hands.

OUR
WORK

Full support: from filling out the application to receiving your passport.

These are not promises —
these are our clients’ visas!

Polina Bibikova, Warsaw: I postponed it twice — thought I would be denied. The guys found weak spots and fixed them. Visa is in my passport!

bibosinka

YOUR VISA
IS COMING SOON!

All the bureaucracy is on us — you just attend the interview.
Honest assessment of chances before starting work — no empty promises.
A to Z support — from the first consultation to the stamp in the passport.

GET A FREE
CONSULTATION

We will call you back in 15 minutes — assess your chances and tell you exactly what you need.

By submitting the form, you agree to the processing
of personal data.

STEP 1

We analyze your
business situation

Employee, entrepreneur, or freelancer — each case requires its own strategy. We analyze your situation and immediately explain what exactly you need.

STEP 2

We prepare business
documents

The Japanese consulate has strict requirements for business documents. We prepare the invitation letter from the Japanese company and the employer letter so the consulate clearly sees the business purpose of your trip.

STEP 3

We complete the application
and prepare documents

One mistake in the application can lead to delays or refusal. We handle everything ourselves and double-check every detail.

STEP 4

We submit documents
to the consulate

We handle document submission to the Japanese consulate in Warsaw — no need for you to visit in person.

MAIN

Full support from A to Z —
we stay with you at every step

Question at 10 PM? We reply. The consulate requested additional documents? We are already preparing them. You are never left alone with the system.

PERSONAL

Individual approach
for every case

Ukrainian, Belarusian, freelancer, or business owner — every applicant requires a different strategy. We choose the approach that works specifically for your situation.

GUARANTEE

We work until
the result is achieved

If your visa is refused, we analyze the reason, fix the issue, and reapply free of charge.

NOT AN AGENCY —
A TEAM THAT
DELIVERS RESULTS

Physical office, official contract, and a personal
manager for every case

Office in Warsaw — you can visit in person
We work officially, under a service contract
We process visas for 10+ countries — we know the requirements for each
A personal manager handles your case until the stamp

Our clients get their
visa on the first try

WHAT YOU GET WITH US
— AND WHAT YOU LOSE WITHOUT US

C VISA AGENCY

We provide a ready-made plan — no googling or doubts
We double-check the application — no errors, no refusals
We know how to present finances so you are trusted
We find a slot in days, not months
We book a hotel without payment — your money stays with you
In case of refusal — free resubmission and a new strategy
We guide you to the stamp. 98% get their visa on the first try

ON YOUR OWN WITHOUT US

You read forums for hours — and aren't sure it's right
Mistake in the application → refusal → black mark in the embassy
You don't know how to present finances to be trusted
You search for a slot yourself — and wait 2–4 months
Tickets and hotel are paid. No visa. Money is frozen
You got a refusal — and don't know what to do next
Time, nerves, and money — all on you. No guarantees

RESULTS WE ARE PROUD OF

Olha Zats 22.01.2026

I am very grateful to the agency for their help, guidance, and support in obtaining a US visa. Highly recommended!

Aleksandra 22.01.2026

Good afternoon)) Approved))

Victoria 22.01.2026

Hello! Received my passport with the visa, thank you for your help with the application.

Polina 22.01.2026

Hello, I was granted a 10-year visa

Victor 22.01.2026

Had the interview. Everything seems ok. They kept the passports!)

Larysa 22.01.2026

Everything went well. Thank you for the help!

Natalia 22.01.2026

I am grateful to Visa Agency for their help in obtaining a US visa. Everything was explained clearly, they prepared me for the interview, and I received a 10-year visa! I will definitely return for other visas; Japan will probably be next.

Nataliia 22.01.2026

Thank you). Everything is fine. Got it).

Anastasiia 22.01.2026

Thank you very much for your help

Jasur 22.01.2026

Thank you so much! When I got my UK visa, I recommended you to all my compatriots. Once I get my passport, I will recommend you to all Tajiks.

Valeriy 22.01.2026

Everything is fine, we will receive visas and passports tomorrow, thank you for the help.

Iryna 22.01.2026

Good afternoon, everything is fine, thank you.

Aleksandr 22.01.2026

Visa approved, thank you for the help.

Bogdan 22.01.2026

Received visa approval, thank you

Hanna 22.01.2026

Everything is fine, received the visa! Thank you very much!

Temitope 22.01.2026

Got the visa, thank you!

Krystyna 22.01.2026

Thank you for the help with US and UK visa applications!

Sukhrab Rakhimov 22.01.2026

Berlin

Our approach:

We recommended presenting the trip as self-funded. We explained how to competently argue the client's remote work during the interview — considering her position and stable income in Ukraine.

Result:

Both received visas.

EVERYTHING YOU NEED TO KNOW BEFORE APPLYING

Business trips such as negotiations, conferences, and meetings require a business visa. It differs from a tourist visa in the required documents and the justification of the travel purpose. The key document is an invitation letter from a Japanese company.

Yes. Citizens of Ukraine and Belarus must obtain a visa to enter Japan regardless of the purpose of travel. There is no visa-free regime.

Yes. An invitation letter from a Japanese company is the key document for a business visa. The Japanese consulate has strict requirements regarding its content and format.

The company name and address, the name and position of the inviting person, the purpose and exact dates of business meetings, the nature of the business relationship, confirmation of who covers the trip expenses, as well as the company signature and stamp.

Yes. A letter from your employer confirms that the trip is work-related, that you are a current employee, and that you plan to return after the business trip.

Yes. Entrepreneurs and freelancers travel for negotiations and conferences, which fully matches the business visa category. It is important to document your business activity and the purpose of the trip.

No. A business visa allows business meetings, negotiations, and conferences, but not employment or receiving a salary from a Japanese company. Violations may lead to deportation and an entry ban.

Yes. Documents are submitted to the Japanese consulate in Warsaw. We handle the submission for you — there is no need to visit the consulate personally.

Our services start from 350 EUR per person. Citizens of Ukraine and Belarus are exempt from the consular fee. For other nationalities: single-entry visa — around €18, multiple-entry visa — around €36.

A single-entry visa is valid for 3 months from the issue date with stays up to 90 days. A multiple-entry visa may be valid for up to 5 years with stays up to 90 days per entry.

Case preparation with us takes from 3 to 14 days. Waiting for the submission appointment takes from 2 to 4 weeks. Consulate processing takes from 5 to 7 working days.

The visa is placed directly into the passport — there is no electronic version. The passport is collected at the consulate or returned by courier.

Yes. You may combine business meetings with tourism during the same trip — the visa allows it.

Lack of a clear business purpose, weak or improperly prepared invitation from the Japanese side, insufficient financial documents, weak ties to the country of residence, or previous visa violations.

We identify the reason for refusal and build a new strategy. We specialize in repeat applications — free reapplication is included in the service cost.

Yes, significantly. A residence card and UKR PESEL confirm legal status in Poland and are a strong advantage. Applicants with a residence card generally have much higher approval chances.

Yes, positively. Previous visas to the USA, the UK, or Canada are a strong advantage and show compliance with visa regulations.

You do not need to fully purchase tickets — a flight reservation is enough. We help arrange free reservations in the correct format.

Yes. A history of business trips to Japan and other countries is a strong positive signal showing that you complied with visa rules and returned home.

Yes. The application form is completed in English or Japanese, but we handle all technical stages. English knowledge is not a requirement for obtaining the visa.