Issuance of Certificates

This page provides information on the procedures for issuing certificates (Certificate of Program Completion, Certificate of Academic Degree, Academic Transcript, Certificate of Enrollment, etc.) related to academic records at the Faculty of Engineering, Graduate School of Engineering, and Graduate School of Information Science and Technology of the University of Tokyo.

 

Student Support Team
Academic Affairs Group
School of Engineering/
Graduate School of Information Science and Technology
THE UNIVERSITY OF TOKYO

Former Students (Alumni)

Currently, applications for issuance of certificates for Former Students (Alumni) are generally accepted only by postal mail.

If you have difficulties applying by postal mail, please check the FAQs and contact us using the Inquiry Form. However, we may not be able to accommodate your needs.

 

Current Students

Currently enrolled students (except research students and special auditors) should get certificates from the certificate issuing machine.
Students who cannot use the certificate issuing machine or need a certificate that cannot be obtained from the certificate issuing machine should bring their student ID card to the reception counter of the Student Support Team, 1st floor, Engineering Bldg. No. 8. (Opening hours: 9:00am-2:00pm on weekdays)
If it is difficult to come to the campus, applications can be submitted by postal mail.

For more information on the locations and operating hours of certificate issuing  machines, the types of certificates that can be issued, and other certificates for current students, please refer to the following link.

Certificates of graduation or completion can only be issued on or after the date of graduation or completion. Certificates of graduation or completion cannot be issued prior to the graduation/completion date—no exceptions. If an institution requires you to submit a certificate of graduation/completion prior to your graduation/completion date, please inform them of this fact in advance.

 

PDF data cannot be provided to students for any certificates.

If you need an electronic copy for something, please obtain a paper certificate and convert it to PDF by yourself.

 



1. Types of Certificates and Days Needed for Issuing

1.1 Former students (Alumni)

Types of certificates and days needed for issuing after receiving an application for issuance are as follows.

Program/Status

Types of certificates

JP/EN

Days needed for issuing
Bachelor’s ProgramCertificate of Program Completion
Academic Transcript (Junior/Senior Division)

By postal mail:
Mailed within 3 business days

In-person:

(Generally not available)
Issued on the same day

Transcripts are issued within 3 business days.

Master’s ProgramCertificate of Program Completion 
Certificate of Academic Degree
Academic Transcript
Doctoral ProgramCertificate of Academic Degree
Academic Transcript
Non-Student Doctorate
(Doctoral Degree by Thesis Only)
Certificate of Academic Degree
Research Student
Special Auditor
Certificate of Enrollment

 

  • All certificates can be issued in Japanese and English.
  • Our team is unable to issue Academic Transcripts of Junior Division for students who entered the Faculty of Engineering (Senior Division) before 1997. Please contact the Team of College of Arts and Sciences (Komaba Campus) directly.
    Contact: (Tel) 03-5454-6047
  • Days needed for issuing may differ from the above depending on applications for special certificates other than those listed above, applications during busy periods (March to April, September to October), or your graduation/completion year. Please apply well in advance.

1.2 Current students

Types of certificates and days needed for issuing after receiving an application for issuance are as follows.

Types of certificatesDays needed for issuing
Certificate of Enrollment

Available for immediate issuance
(Using the certificate issuing machine)

Academic Transcript (Junior/Senior Division)
Certificate of Expected Program Completion*
Certificate of Enrollment for Research Student or Special AuditorWithin 1-2 business days
In-person application needed

*The possible dates for the issuance of “Certificate of Expected Program Completion” for each course are as follows:

 

  • Bachelor's Program: After the first day of the first semester of the 4th year 
  • Master's Program: After the first day of the first semester of the 2nd year
  • Doctoral Program: After the Education Council following the submission of the doctoral thesis

2. How to Apply for Certificates

Applications will be accepted by postal mail or at the reception counter in person* as follows. (Applications by email or telephone will not be accepted.)


*Currently, applications for issuance of certificates for former students are generally accepted only by postal mail.

2.1 Application by postal mail

(1) What is required when applying by postal mail

Please prepare the following documents a. to c. and send them by postal mail to the address below.

 

【Mailing address】
Student Support Team, Academic Affairs Group
School of Engineering/Graduate School of Information Science and Technology
THE UNIVERSITY OF TOKYO
7-3-1 Hongo, Bunkyo-ku, Tokyo
113-8656 JAPAN

Please fill in the required information. If you do not recall your student ID number, you may leave it blank.

 

b. Photocopy of Official Photo ID (to prove your identity)

Please submit a photocopy of any valid official (government-issued) photo ID below:

    • ・Japanese driver's license
    • ・Passport
    • ・My number card (Individual Number Card, front side only. Notification card is not acceptable.)
    • ・Residence card 

A photocopy of your health insurance card will be accepted only if you do not possess any of the above. (You will not be asked to provide your personal number. Please black out the sensitive sections of the card.)

The photocopy of the submitted ID will be used only for the purpose of issuing the certificate. After confirmation, we will dispose of it responsibly.

 

 

  • If an English certificate is required, please submit a photocopy of your valid passport to verify the alphabetical spelling of your name.
  • If you have changed your name due to marriage, etc., and your current name is different from your name at the time of enrollment, you will need to provide proof of the name change in addition to the above identification documents. In principle, the name on the certificate will be the name as it appeared at the time of enrollment.

 

c. Return Envelope

 

Please prepare a self-addressed and stamped envelope.
Please refer to the Japan Post website and the FAQs for the required fee (stamp amount).
If the stamp fee is insufficient, it will be mailed as “Insufficient Fee Paid by Recipient”.

 StandardNon-standard 
Cho-Kei/Long No. 3: 120mm×235mmKaku-Gata/Square No. 2: 240mm×332mm
A4 size paper can be folded in three and enclosed    A4 size paper can be enclosed without folding 
Sheets can be enclosed1 to 45 to 8 1 to 6 7 to 1819 to 28 
Weightup to 25gup to 50gup to 50gup to 100gup to 150g
Fee84 yen94 yen120 yen140 yen210 yen

Please Note

  1.  If you prefer express mail*, please write down 速達 (Express Mail) ” in red on the front of the stamped return envelope. *Express Fee: +260 yen (Added to the standard rate)
  2.  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.
  3. 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.
  4. 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.
  5. 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.
Important Notice Concerning Postal Services

 

Due to changes in postal services at the post office, Saturday delivery of Standard Mail has been suspended from October 2021, and the delivery dates have been moved back. The number of days it takes to reach you will increase and delivery will be slower than before, so please allow extra time for your request.
If you are in a hurry, please make sure to use Express Mail for both sending application documents to us and returning certificates.

Please refrain from inquiring about the arrival of documents or the sending of certificates.

If you would like to be able to check delivery status, please use a Letter Pack Light.

For more details, please check the website of the Japan Post.

(2) Application and receipt by proxy
If, for some unavoidable reason, the applicant is unable to apply for or receive the certificate in person, application/receipt by proxy will be accepted. In addition to the documents listed in (1) a. to c. above, please enclose additional documents for application/receipt by proxy.
(3) Sending overseas

Only Japanese stamps will be accepted for postage. If you do not have Japanese stamps, please purchase International Reply Coupons (IRC) for the required amount at a post office in your country and enclose them. One IRC is equivalent to  160 yen in Japan. (One IRC purchased by October 2023 is equivalent to  130 yen in Japan.)


In principle, EMS is used to send certificates overseas. Please check the service availability by country and EMS rates on the Japan Post website before applying. We cannot accept mailing requests to countries and regions where EMS is not available. Please refer to the FAQs on sending certificates overseas.

 

2.2 Application at the reception counter (In-person application is generally not available for former students.)

If you have difficulty applying by postal mail, please check the FAQs and contact us using the Inquiry Form. We will confirm whether we can accommodate your request in person. However, please understand that we may not be able to do so.
(1) What is required when applying at the reception counter in person

Please bring the following a. and b. to the reception counter.


【Location】Student Support Team, Academic Affairs Group, Room 162, 1F, Engineering Bldg. 8
【Opening hours】9:00am-2:00pm on weekdays

 

 

a.Application for Certificate

 Click here to download Application for Certificate (PDF)

 

The application form is available at the reception counter, but you can save time by filling it out in advance and bringing it with you on the day of application.

 

b. Official (Government-Issued) Photo ID

Please bring any valid official (government-issued) photo ID below:

    • ・Japanese driver's license
    • ・Passport
    • ・My number card (Individual Number Card, front side only. Notification card is not acceptable.)
    • ・Residence card
    •  
    • *Your health insurance card will be accepted only if you do not possess any of the above.

  • If an English certificate is required, please submit a photocopy of your valid passport to verify the alphabetical spelling of your name.

  • If you have changed your name due to marriage, etc., and your current name is different from your name at the time of enrollment, you will need to provide proof of the name change in addition to the above identification documents. In principle, the name on the certificate will be the name as it appeared at the time of enrollment.

(2) Application and receipt by proxy
If, for some unavoidable reason, the applicant is unable to apply for or receive the certificate in person, application/receipt by proxy will be accepted. In addition to the documents listed in (1) a. to c. above, please enclose additional documents for application/receipt by proxy.

3. Other

3.1 If you cannot download the Application for Certificate (PDF)

Please substitute a note with the following required information (free format). 

 

  • Type of certificate, whether in English or Japanese, number of certificates required
  • Student ID number of the program you enrolled in (Not required if you don’t recall)
  • School and departmental affiliation
  • Date of graduation/completion (*If you were awarded the degree after leaving the Doctoral Program at the end of your studies, please include the date of leaving and the date of degree conferral.)
  • Name at enrollment
  • Date of birth
  • Current address
  • Daytime contact information (phone number, email address, etc.)
  • Purpose of use and where to submit
  • Whether or not a sealed envelope is required
    ・Number of certificates to be enclosed
    ・Specify envelope type** 

    **Different types of envelopes will be used depending on whether you are sending/submitting to a domestic or international institution.)

3.2 Acceptable documents as proof of the change of your name

Please submit a photocopy of one of the following documents within 6 months of the date of issue.

 

  • Certificate of All Records/Certificate of Family Register (To-hon in Japanese)
  • Certificate of Individual Records (Sho-hon in Japanese)
  • Certificate of Residence with the Maiden Name in the “Former Name Column” 

 

A photocopy of one of the following certificates indicating both the old and new names is also acceptable.

 

  • Japanese Driver's License
  • Passport
  • My Number Card (Individual Number Card)
  • Pension Book

3.3 Name on the certificate

The certificate will be issued with the name enrolled in the student registry.
If the applicant’s name has changed since leaving the university, supporting documentation (e.g., Certificate of Individual Records, etc.) showing the name change should accompany the certificates.
Exceptions may be made, however, if it is deemed disadvantageous not to change your name, such as if you changed your family name after getting married while in college, divorced and returned to your maiden name after leaving the university, or changed your name after naturalization. Please contact us in advance using the Inquiry Form.

3.4 Application by proxy and additional documents

If someone other than the applicant is applying for and receiving the certificate on behalf of the applicant, please submit the following two additional items.

 

  1. Proxy Form
     Click here to download the Proxy Form (PDF)


    It must be signed by both the applicant and the proxy.
    The proxy form does not have to be the prescribed form but must include the following information and signatures.

    a)    Applicant information: Name, Address, Phone number and Signature
    b)    Authorizing matters, Proxy name
    c)    Proxy information: Name, Address, Phone number, Relationship to the applicant, Phone number, and Signature

    If the applicant is currently living abroad, a copy of the proxy form is accepted. The proxy form, completed and signed by the applicant, can be faxed or emailed to the proxy. The proxy can print the transmitted proxy form and submit it with his/her own signature.

  2. Official (Government-Issued) Photo ID 
        By postal mail: Submission required, In-person: Presentation only

5. For Inquiries Regarding the 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 (9:00am-5:00pm Weekdays)