Frequently Asked Questions about Certificate Issuance

This page provides answers to frequently asked questions about certificate issuance (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.

1. Certificate Issuance Procedures

Q1 Former students are required to apply for certificates by postal mail, but can I apply in person at the reception counter of the Student Support Team on Hongo campus?

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

2. About Certificates

Q2 Can I get a “Certificate of Academic Degree” for Bachelor's Program?

“Certificate of Academic Degree” will not be issued for Bachelor's Program.
“Certificate of Program Completion” states that “〜 was awarded the degree of Bachelor of Engineering on 〜”.

Q3 Can I get a “Certificate of Program Completion” for Doctoral Program?

“Certificate of Program Completion” will not be issued for Doctoral Program. “Certificate of Academic Degree” states that “〜 completed the following program of this university and was conferred the degree of Doctor of Engineering on 〜”.

Q4 Can I get PDF data of certificates?

PDF data of certificates will not be provided to current or former students for tamper-protection reasons. 
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.

Q5 Can I get a Medium of Instruction Letter/Certificate?

Please apply through your Department Office.

3. Postal Mail

Q6 I am currently living in Japan. I would like to apply for certificates by postal mail.
Please let me know the amount of postage stamps to put on the return envelope.

Please refer to the Japan Post website and the following list for approximate rates (stamp amounts).

 

Envelope size and Postage (Without Sealed Envelopes*)

Envelope SizeStandardExpress FeeSheets can be enclosed
(Without sealed envelopes*)
FeeWeight
Cho-Kei/Long No. 3
(Standard Size)		84 yenUp to 25g

+260 yen

(Added to the standard rate)		1 to 4 sheets
94 yenUp to 50g5 to 8 sheets
Kaku-Gata/Square No. 2
(Non-standard Size)		120 yenUp to 50g1 to 6 sheets
140 yenUp to 100g7 to 18 sheets
210 yenUp to 150g19 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

  1.  If you prefer express mail, please write down “速達 (Express Mail) ” in red on the front of the stamped return envelope. (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.

4. Delivery Methods for Sending Overseas

Q7 I am planning to apply for credential evaluations from WES (World Education Services). In addition to the issuance of certificates, can the University of Tokyo fill out and seal the additional WES documents that need to be submitted?

If you have additional WES documents that need to be issued, filled out, and stamped by the University of Tokyo (e.g., Academic Records Request Form, Confirmation of Doctoral Degree Conferral), we will complete, stamp, and certify the required information, such as Dates Attended, Degree Name, etc. We can also issue Academic Transcripts and other certificates required for WES applications. Please submit Application for Certificate, a photocopy of your valid passport and WES Request Form. Please complete the top section of the WES Request Form with the applicant's information, date, signature and reference number issued by WES, etc.
If the University of Tokyo must mail certificates and other required documents directly to WES, please refer to Q8 for preparation.
For your information, applying online is also available. We have a digital arrangement with WES. The University of Tokyo will send your required documents electronically to WES. If you prefer applying online, please check whether it is applicable for you. If you are eligible to apply online, please contact us by email in advance.

 

 

Q8 Can the University of Tokyo send certificates directly to an overseas university/institution by postal mail?

We can mail the required documents to the university/institution. Please submit the following three items to our reception counter or send them by postal mail. 
 
  1. Application for Certificate (Please fill in the required information. If you do not recall your student ID number, you may leave it blank.)
  2. A photocopy of your valid passport
  3. 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.

Q9 Can the University of Tokyo send a PDF of the certificates to an overseas university/institution?

If the institution to which the certificate is submitted (in principle, only universities) 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 (4) as email attachments..

 

  1. 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.
  2. 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.
  3. Applicant’s email address cannot be added to CC when sending the email.
  4. We cannot confirm if the email has been successfully received.
  5. It takes approximately one week from the receipt of your request to the completion of sending the email to the designated institution.

 

  1. Application for Certificate (Please fill in the required information. If you do not recall your student ID number, you may leave it blank.)
  2. A photocopy of your valid passport
  3. Evidence (screenshot of the application website, email correspondence, etc.) with instructions that the University of Tokyo must send the PDF of the certificates directly to the institution
  4. Please provide the necessary information which should be included in the email to the institution (this will be copied and pasted).

 

  • Email Address
  • Subject Line
  • Name of Contact Person or Office
  • Your Name (Same as your passport/Formal name used for application)
  • Your Application/Student Number 
  • Other Required Information

 

The file transfer service** mentioned above is a software utilized by the University of Tokyo. Proself, an established commercial online storage construction software, is installed on our web server and is securely managed by the University of Tokyo. Please refer to the following site when a certain level of information security is required by the submitting institution.


・Proself (Japanese only)

Q10 I am currently living overseas. I would like to apply for and receive my certificates by postal mail, but I cannot purchase International Reply Coupons (IRC) where I live. Can I pay the return postage by credit card or bank transfer?

You can't pay the return postage by credit card or bank transfer. Please consider whether you can ask someone you know living in Japan to apply on your behalf.
Only if you can’t ask someone in Japan to apply on your behalf, we will support you as described in (1) and (2) below.

(1) Application by email


Applications will be accepted by email only for those living overseas. Please send the following two items as email attachments. 

 

  1. Application for Certificate (Please fill in the required information. If you do not recall your student ID number, you may leave it blank.)
  2. A photocopy of your valid passport


(2) Sending overseas (Applicant must pay postage.)


The applicant must pay the delivery costs. Only Japanese stamps will be accepted for return postage. You can't pay the return postage by credit card or bank transfer. Please ask someone you know living in Japan to purchase Japanese postage stamps and send them to us by mail on your behalf. (Please try to purchase the minimum number of stamps required.)

 

  • 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.

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～5pm on weekdays）

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