FAQs
Special Shipping Methods for International Requests
Certificate Issuance Procedures
Applications are accepted at the reception counter of the Student Support Team on Hongo campus on weekdays from 9:00 a.m. to 2:00 p.m. only if it is an urgent requirement. However, depending on the year you graduated or completed your program and the type of certificate, it cannot be issued on the same day. Please email us in advance with the following information.
・Enrolled Name
・Date of Birth
・Program (Bachelor/Master/Doctor)
・Department/Major
・Year of Completion/Graduation
・Scheduled Date of Office Visit
About Certificates
“Certificate of Program Completion” states that “〜 was awarded the degree of Bachelor of Engineering on 〜”.
If you are currently living abroad, please ask someone you know living in Japan to apply on your behalf and obtain paper certificates. Then, please scan the paper certificates and convert them to a PDF file for use.
Please apply through your department office.
Postal Mail
Please refer to the Japan Post website and the following list for approximate rates (stamp amounts).
Envelope size and Postage (Without Sealed Envelopes*)
| Envelope Size | Standard | Express Fee | Sheets can be enclosed (Without sealed envelopes*) | |
|---|---|---|---|---|
| Fee | Weight | |||
| Cho-kei/Long No.3 (Standard Size) |
110 yen | Up to 50g | ＋300 yen (Added to the standard rate) |
1 to 8 sheeets |
| Kaku-Gata/Square No.2 （Non-Standard Size） |
140 yen | Up to 50g | 1 to 6 sheets | |
| 180 yen | Up to 100g | 7 to 18 sheets | ||
| 270 yen | Up to 150g | 19 to 28 sheets | ||
- Cho-Kei/Long No. 3: 120mm×235mm, A4 size paper can be folded in three and enclosed
- Kaku-Gata/Square No. 2: 240mm×332mm, A4 size paper can be enclosed without folding
Please Note
- If you prefer express mail*, please write down “速達 (Express Mail) ” in red on the front of the stamped return envelope. *Express Fee: +300 yen（within 250g) *Added to the standard rate
- *Sealed Envelopes refer to certificates that are folded in three and enclosed in the university envelope, which must have the official stamp of the University of Tokyo and Dean's signature across the back flap. Please request only if it is required by the university/institution.
- If you request sealed certificates, please prepare “Kaku-Gata/Square No. 2” (Non-standard sized postage is required) for the return envelope. Please refer to the following for weight and postage.
One certificate issued by the University of Tokyo weighs approx. 4g.
One envelope of the University of Tokyo weighs approx. 5g.
Please add the weight of the return envelope to the number of certificates you request. - If you don’t wish the certificates to be folded, please prepare “Kaku-Gata/Square No.2” (Non-standard sized postage is required) for the return envelope.
- You can also use Letter Pack Light (Blue) instead of a return envelope. We recommend using Letter Pack Light if you request more than 10 certificates or multiple sets of sealed certificates. You can also use Letter Pack Light for sending us your application documents.
Letter packs can be purchased at post offices or convenience stores.
Delivery Methods for Sending Overseas
Yes, the University of Tokyo will send your required certificates electronically to WES.
We have a digital arrangement with WES. If you are eligible to apply online, please send the following documents (1), (2), and (3) as email attachments.
Please submit your completed application documents by email to:
gakusei.t@gs.mail.u-tokyo.ac.jp
Submission Documents:
(1) Application for Certificate (Please fill in the WES reference number in the blank.)
(2) A photocopy of your valid passport
(3) Evidence – e.g., a PDF file containing either an email instruction or a screenshot showing the WES Reference Number from the application website
Please do not attach 'Academic Records Request Form' or 'Confirmation of Doctoral Degree Conferral' unless specifically requested by WES.
If the University of Tokyo must mail certificates and other required documents directly to WES, please refer to Q8 for preparation.
- Application for Certificate (Please fill in the required information. If you do not recall your student ID number, you may leave it blank.)
- A photocopy of your valid passport
- Japanese postage stamps equivalent to the required international postage (Please try to purchase the minimum number of stamps required.)
- Generally, EMS (Express Mail Service) will be used for overseas delivery. Before applying, please go to the Japan Post website to check the delivery status for the country/region and the delivery fee for EMS. We cannot accept overseas mailing requests to countries and regions where EMS service is not available.
- EMS envelopes and mailing labels will be prepared by the University of Tokyo.
- Transmission of Electronic Advance Data (EAD) became obligatory from January 1, 2021. Handwritten mailing labels are not accepted and must be pre-registered to create mailing labels. For preparing EMS labels, please email us the address and phone number where documents need to be sent.
If the institution to which the certificate is submitted (only for university enrollment procedures; not applicable for employment procedures, qualification exams, or registrations) designates direct submission of electronic data from the University of Tokyo, we will make an exception as much as possible. Once you acknowledge a through e, please send the following documents 1 to 3 in PDF format as email attachments.
- The original certificates were issued by the University of Tokyo in paper form. The electronic data (PDF format) that can be submitted by the Student Support Team are COPIES of the paper certificates. Please confirm with the university to which you are submitting your certificate that it is acceptable to submit a COPY of the certificate before applying.
- The file transfer service will be used instead of email attachments for security reasons. The University of Tokyo will send an email with the specified URL, and the recipients will be able to download the PDF data by clicking on the URL.
- Applicant’s email address cannot be added to CC when sending the email.
- We cannot confirm if the email has been successfully received.
- It takes approximately one week from the receipt of your request to the completion of sending the email to the designated institution.
Please submit your completed application documents by email to:
gakusei.t@gs.mail.u-tokyo.ac.jp
Submission Documents:
- Application for Certificate
(Please fill in the required information. If you do not recall your student ID number, you may leave it blank.) - A photocopy of your valid passport
- Evidence with instructions that the University of Tokyo must send the PDF of the certificates directly to the institution, including the recipient's email address:
Admission letter, a full-screen print or screenshot showing the source URL (URL link not accepted)
Example: Certificate of Offer, Letter of Acceptance, application website screen, etc.
Please mark the relevant section of the direct submission instructions with a highlighter or similar.
*If there are any special instructions, please additionally submit the email correspondence history in PDF format (forwarding not allowed).
- Email Address
- Name of Contact Person or Office
- Your Name (Same as your passport/Formal name used for application)
- Your Application/Student Number
- Other Required Information
Note: Subject Line
As a general rule, the subject line should be as follows.
However, it may be modified as appropriate depending on the contents of the documents being sent and the requirements of the recipient institution:
• Official Academic Documents for ＜Name of Studente＞ (Receiving Institution ID: xxxxx)
or
• Official Transcripts and Certificates for ＜Name of Studente＞ (Receiving Institution ID: xxxxx)
You can't pay the shipping cost by credit card, bank transfer, or other methods.
If you are unable to obtain Japan Post stamps, please use one of the following alternatives.
＿＿＿＿＿＿＿＿＿＿＿＿
1. Proxy Application
2. If the Proxy Application Is Unavailable
(1) International Reply Coupon
(2) International Courier Services, etc.
＿＿＿＿＿＿＿＿＿＿＿＿
１．Proxy Application
If a family member or friend residing in Japan can submit the application on your behalf, please use one of the following methods:
・Send the complete set of application documents to your proxy, who will submit the application on your behalf.
・Request the issuance of the certificate by email and ask your proxy to provide the required Japanese postal stamps.
If you submit your request by email, please attach the following documents:
【Subject】
Request for Overseas Mailing of Certificates (Proxy Application)
【Email Address】
gakusei.t@gs.mail.u-tokyo.ac.jp
Submission Documents:
・Application for Certificate (Please fill in the required information. If you do not recall your student ID number, you may leave it blank.)
・A photocopy of your valid passport
Notes:
・Please send Japanese postal stamps equivalent to the shipping cost via mail from your proxy to our team.
・Please send as few postage stamps as possible.
・Please let us know in advance by email who will mail the postage stamps.
・Please make sure “For (applicant’s name)’s application” is written in red on the front of the envelope when someone living in Japan mails postage stamps for you.
・Envelopes and labels for EMS delivery will be provided by the University of Tokyo.
・Please provide the destination’s mailing address and phone number in the text of the email for preparing the EMS mailing label.
2. If the Proxy Application Is Unavailable
(1) International Reply Coupon：IRC
Deadline for IRC Use: Valid for certificates mailed by the university through December 25, 2026
International Reply Coupons (IRCs) may be used to send certificates if you already have a valid IRC, and only until the deadline mentioned above. Please enclose the appropriate amount with your application documents.
In Japan, each IRC can be exchanged for 130 yen or 160 yen worth of postage stamps, depending on the purchase price.
Please note that sales of IRCs will end on September 30, 2026, and redemption within Japan will end on December 31, 2026.
Therefore, we will no longer accept IRCs for sending certificates as of January 1, 2027.
International Reply Coupon - Japan Post
Discontinuation of International Reply Coupon Sales and Redemption (Japanese only)
(2) International Courier Service, etc.
If you are unable to provide either a Japan Post stamp or an international reply coupon, please use an international courier service or similar service to arrange for the certificate to be sent by the applicant.
When using an international courier service or similar service, we accept applications for certificate issuance via email. Please submit your application with the following documents attached.
【Subject】
Request for Overseas Delivery of Certificates (International Courier Service, etc.)
【Email Address】
gakusei.t@gs.mail.u-tokyo.ac.jp
Submission Documents:
・Application for Certificate (Please fill in the required information. If you do not recall your student ID number, you may leave it blank.)
・A photocopy of your valid passport
Procedure:
1. Please attach the application documents to an email and request the issuance of the certificate.
2. Our team will notify you by email once the certificate has been issued.
3. Please arrange for the certificate to be shipped to the applicant or a third-party institution using an international courier service or another delivery method.
4. Please arrange a pick-up date and time with the courier service between 9:00 a.m. and 4:00 p.m. on weekdays.
5. The applicant is responsible for all shipping and other related costs.
6. Please email the shipping label (PDF) issued by the shipping carrier to our team.
7. Our team will package the certificate using the submitted shipping label.
8. We will hand over the certificate to the shipping carrier at the specified pick-up date and time.
Shipping Labels:
When submitting a shipping label to our team, please ensure that the following information is entered correctly:
・Sender information, including our team’s address and department name
・The applicant’s name, address, and contact information
・Any other information required by the shipping carrier
Sender’s address:
Student Support Team
Academic Affairs Group
School of Engineering and Graduate School of Information Science and Technology
THE UNIVERSITY OF TOKYO
Room 162, 1st Floor, Engineering Building 8
7-3-1 Hongo, Bunkyo-ku, Tokyo
113-8656, JAPAN
Phone (Japan): 03-5841-7740
Phone (International): +81-3-5841-7740
Email: gakusei.t@gs.mail.u-tokyo.ac.jp
--------------
東京都文京区本郷7-3-1工８号館162
東京大学工学系・情報理工学系等事務部
学務課 総務・学生支援チーム
Email: gakusei.t@gs.mail.u-tokyo.ac.jp
電話: 03-5841-7740
Available services, rates, payment methods, pickup procedures, and methods for obtaining shipping labels vary by shipping carrier.
For details, please contact the shipping carrier you plan to use directly.
Important Notes:
Please select your own shipping carrier. Our team does not specify or recommend any particular carrier.
Please select a service that offers shipping from Japan to the applicant’s country or region of residence.
All costs associated with the international shipment of certificates are the responsibility of the applicant.
Our team will not pay or advance any shipping costs.
The University will process the shipment using the shipping label you submit; however, it is not a party to the shipping contract and assumes no responsibility for delays, loss, damage, non-delivery, customs issues, or any other matters related to shipping.
Please direct all shipping-related inquiries to the shipping carrier you are using.
Due to administrative procedures, we may not be able to accommodate requests for a specific pickup date or time through the shipping carrier.
Inquiries about Issuance of Certificates
Student Support Team, Academic Affairs Group
School of Engineering/Graduate School of Information Science and Technology
THE UNIVERSITY OF TOKYO
Contact Us/Inquiry Form TEL: 03-5841-7740 (9am～4pm on weekdays）