Visas & Letters of Invitation

Entering Japan for the Conference

(updated January 1, 2024)

Visa Waivers
Currently, the Japanese Ministry of Foreign Affairs grants visa waivers/exemptions to approximately 70 countries that have special agreements with Japan. If you are unsure whether or not you need to apply for a short-term visa to enter Japan in order to attend this conference, please consult the Ministry of Foreign Affairs of Japan website.

If your country is not listed, you will need to contact the Embassy of Japan, or the nearest Consulate of Japan in your home country, to receive guidance on the application process and necessary documents. For more information please visit the Ministry of Foreign Affairs of Japan website.

As part of the visa application process, you may be required to submit a Letter of Invitation from the ACSS Conference Programme Committee.

Travel Insurance
It is recommended to take out travel insurance for your trip to Japan. Medical expenses can be high if you become sick or injured and need to visit a hospital.
Further Reading - JNTO Health & Safety for Travelers in Japan

Letters of Invitation

A Letter of Invitation is an official document that confirms payment of registration fees and extends an official invitation to the paid registrant to attend and participate in the upcoming conference. In other words, it provides the holder with an official reason to come to Japan. It may be required by your university for administrative purposes, and will likely form one of the documents required for visa application if you are from a country that does not have a visa exemption agreement with Japan.

In order to qualify for a Letter of Invitation, you must meet all of the following criteria:

  • Be registered as an author of an accepted abstract and/or paper
  • Have paid the conference registration fee in full
  • A verifiable email address from an institution (.edu, .org, .ac) is required. We are unable to accept a personal address (gmail, yahoo, hotmail, etc.).

IAFOR will not, under any circumstances, provide a Letter of Invitation or visa application paperwork to any interested party who does not meet the three criteria listed above. If your application for a Letter of Invitation is successful, your Letter of Invitation will be sent to you by email as a PDF attachment. In addition, a hard copy will be mailed to your residence or place of work. Please ensure you allow sufficient time for your application to be processed.

Letters of Guarantee

IAFOR cannot provide Letters of Guarantee.
Please note that a Letter of Guarantee is different from a Letter of Invitation. Depending on your professional situation, background and nationality, you may be required to submit a Letter of Invitation and/or Letter of Guarantee.

A Letter of Guarantee is a letter in which an individual or body agrees to be legally and financially responsible for you during your stay in Japan. You may know an individual or institution in Japan willing to act as a guarantor, or, if you have no connection with the country, Japanese immigration authorities may find that it is acceptable to have your university act as the guarantor.

Further Visa Assistance

All questions/concerns regarding the status of your visa should be directed to the Japanese immigration authorities or Japanese Embassy in your home country. If your visa application is denied, please note that IAFOR will not be able to change the decision of the Japanese immigration authorities, nor will IAFOR engage in discussion or correspondence with the Japanese immigration authorities or the Japanese Embassy on behalf of the applicant. IAFOR is not authorised to assist with the visa process beyond providing a Letter of Invitation.

Letter of Invitation Application Process

After confirmation of conference registration we will send you instructions on how to apply for a Letter of Invitation. Providing all the information we receive is correct, the Letter of Invitation process will usually take between 7 and 21 days. Please allow ample time for the Letter of Invitation application process.

Letters of Invitation are sent as PDF attachments. A regular airmail option (free) and a trackable registered mail option (additional cost) are available.