Ready to submit your MEXT Scholarship application? You’ve crafted a strong Field of Study and Research Program Plan. You have your letter of recommendation and all of your supporting documents. The only thing left to do is to his send. But before you do, make sure your application will make a positive first impression! After all, you only get one chance.
Honestly, the contents of this article are not going to make or break your application–in fact, I’m going to give you the most important point right here in the intro–but this is the last 3% that might just be enough to give you an edge.
And when you’re competing with the best in the world for a single scholarship in the field, every point helps. This applies regardless of whether you are applying to the embassy, or sending your application to the university for the University-recommended MEXT Scholarship or to request a Letter of Provisional Acceptance.
Before your application reaches the professors or embassy review panel for evaluation, in many cases it’s going to pass through the hands of an admin staff, who will check it for completeness (everything I covered in the Embassy and University articles) and contact you to submit the remaining items. For three years and over 500 applications, that was me.
In this article I’m going to tell you what will help you make a good impression on whoever receives your application. Specifically:
- How to prove immediately that you are professional and prepared to earn the person’s trust
- How to minimize the need for time-consuming corrections that will delay your screening
- Problems that can push your application to the bottom of the priority list and hold it up in admin review
- How to avoid giving the impression of incompetence and needing special care
As promised, here’s the most important tip: submit your MEXT Scholarship application as early as possible.
Why to Submit your MEXT Scholarship Application Early
There were days when I received 40+ applications in one day. It is not physically possible to go through that many, so I selected the ones that looked like they would need the least work to process and pushed those through first.
You want your application to get as much time in front of the reviewers as possible. The more they see your name and think about your research, the better chance you’ll stick in their heads (hopefully in a good way).
In order to get to the reviewers, though, you often have to pass through the admin staff. Unlike professors who might approach your application with the hope of finding a promising advisee, admin staff will see your application as one of many tasks on their to-do list (perhaps even one of dozens of application that have to process that day), and just another document to be processed.
If you make it easier on them to review and process your application and if you build trust with them through professional communication, then there’s a better chance your application clears review first and gets in front of the professors before your competitors.
By the way, that admin guy or gal that reviews your application will probably end up being one of your go-to support people after you arrive in Japan, so it never hurts to get on their good side.
Get Started Before You Get Started
Before you even contact the university and make your first impression, here are a few things to consider:
Your Email Address
Is your email address professional? I saw all manner of email addresses, from anime characters to dirty references to body parts (yes, really). Yes, that makes an immediate impression, but probably not the one you want.
Do you check it regularly? Make sure this is an address that you check every day and that you’re prepared to reply to any communications from the university or embassy within 24 hours. If you go longer than that without replying, you will give the impression that you’re not serious.
If you don’t have a professional email address now, go get one. Firstname.Lastname@ any of the major services should work. If you use gmail or the free Thunderbird software, you can manage multiple addresses from the same screen, so you won’t have to worry about checking extra addresses each day. You really don’t want to miss emails from your university.
If you check your mail on your mobile device, set up notifications for emails from the university’s domain. But don’t ever reply from your mobile device. I’ll discuss that more, below.
Do Your Research
Spend some time on the university or embassy’s website. I know that many of them are really badly designed, but give it a try.
Before you contact the embassy or university for the first time, you want to identify:
What Office Handles MEXT Scholarship Applications?
At the embassy, this should be straightforward, but for universities (including applying for Letters of Provisional Acceptance), it can be more difficult to figure out.
In some cases, the university’s International Office handles applications for the whole university. In others, each graduate school’s administrative office receives applications. In some cases, you may even send them direct to a professor.
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The application guidelines will tell you what office to send your application to. If the office’s email address isn’t listed there, though, you’re going to have to look for it elsewhere on the site. Keep looking until you find it! One of the best approaches is to Google “MEXT Scholarship [University Name]”.
Know the Professor You Want to Supervise You
I covered this in my articles about choosing a university and the Placement Preference Form (Embassy, only), but if you didn’t choose a professor then, do so now. If you have chosen a professor, find out what graduate school and department they are affiliated with and make sure you’re submitting your application to the right place.
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I have seen cases where applicants applied to the Graduate School of Life Sciences but selected an advisor who was affiliated with the Graduate School of Pharmaceutical Sciences. That doesn’t work. You might be able to talk to the Pharma professor during your studies and work with him/her, but your advisor must be from the school you enroll in.
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You can usually find this information on a university-wide researchers database or in the faculty list for the graduate school you want to apply to.
Do You Need to Contact the University/Embassy Before you Submit your MEXT Scholarship Application?
If you have specific questions about the application process or documents, see if you can find the answer yourself, first.
Read the application guidelines carefully and see if they have an FAQ. If the university has the information posted on their website and you ask them a question that’s already answered there, you’re going to come across as lazy.
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If you have read the information on the university or embassy website and you still have questions, make sure you specify that in your email. For example, “I read your explanation about [question] at [link], but I wanted to clarify [question].” That shows the university that you have tried and also (hopefully) prevents them from sending you the answer you already found.
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Do not rely solely on external websites like this one for advice! I share everything I know about the process based on my experience and I’m happy to answer questions in the comments, but I only worked at one university. I’m sure there are things I do not know. So, if you have a question, do contact the university directly!
Dos and Don’ts for Writing to Your University
Basic rule: Treat your emails like a formal letter, not like an SMS to your friend.
Do:
- Set your display name to your real name
- Begin each email with a salutation, such as “To Whom it May Concern”, “Dear Professor [name]” or “Dear [name]-sama” for admin offices. (The wonderful thing about Japan is that even if you don’t know the gender of the other person, you are always safe with “sama” or “san”).
- Keep your message short and simple. Remember that the person on the other end is probably not a native English speaker, so you want to avoid long, complex sentences to reduce the chance for misinterpretation. I sometimes ask generative AI like Claude for help making my messages shorter and more concise.
- Make it clear what you are applying for (e.g. University-recommended MEXT in the Graduate School of Engineering).
- Make it clear that you have done your research but still have questions.
- Sign your name at the end of the email. Don’t rely on a signature block, only.
- In subsequent emails, make sure you include all previous messages.
Don’t:
- Skip the salutation and launch right into your question. That’s rude in any situation, but especially frowned upon in Japan.
- Use letters in place of words (e.g. “i want 2 apply”). University staff and professors expect proper grammar–it’s part of how they begin evaluating your quality as an applicant from the first email.
- Write an email from a mobile device that includes “This was sent from my iPhone” or something like that at the bottom. That tells the university that you don’t think the application is important enough to sit down and write an email from a computer.
*Especially do not ever include a line saying “please excuse misspellings, as this was sent from a mobile device.” - Assume the university understands what you’re talking about. You want to make sure that you give enough background about your questions for the university to answer. Include a link to the webpage that you had a question about, if you can. If you’ve contacted the wrong office, or if the university is handling multiple application types at once, you want to make sure they understand your question right away.
- Refer to information that you got from a friend or from another website (including this one) in a question.
- Forget to sign your name. Even if it shows up in the name of your email address, leaving it out at the end is just rude.
How Early Should You Submit Your MEXT Scholarship Application?
As soon as possible once the application period is open. Like everything else with the MEXT Scholarship application, being early is to your benefit because you will get more and better attention. Here’s why:
When I handled MEXT applications, we had admin staff that processed all of the applications for the whole university of 36,000 students (me plus one Japanese woman). Both of us hand-checked each application as it came in and followed up with the applicants. I personally answered every question that came in in English and wrote back to each English-speaking applicant about deficiencies with their application (my colleague did the same in Japanese).
The number of applications increased every year. We received 200 in my final year there, and over 170 of those were in English.
The application period was a month long, but of those 200 applications, 150 arrived in the last three days of the application period. Plus, I was still the only person replying to English-language questions by email.
Guess how much of my time and attention each applicant got.
Now, compare that to the one (yes, one) application that arrived during the first week of the application period. I had time to exchange several emails with that applicant, help her get all of her paperwork in order, and even provide some of the advice I’ve written in these articles (such as how to get a letter of recommendation from the Dean).
Even though that early applicant had a lot of problems with her application documents, she eventually got everything corrected, resubmitted, and fully processed before 80% of the other applicants had even contacted me.
Application Deadlines in Japan
Japanese deadlines is the date by which your application must be received, in Japan time. The postmark date and your time zone don’t matter. If your application arrives a day late–even if it is postmarked 2 weeks earlier–you’re out. If you email your application before the deadline in your time zone but after the deadline in Japan, you’ll be rejected. There are no exceptions, so don’t even risk being close to the deadline.
The university or embassy doesn’t care if it’s “the courier’s fault.” They don’t care if mail service is temporarily suspended in your area due to a civil war or natural disaster. They don’t care if your Dean was on vacation and you couldn’t get the letter of recommendation until the last day.
If you submit your application by post and are worried that it might not arrive on time, make sure to also send a scan of your complete application by email, too.
Asking for Exceptions to Requirements
Don’t do it, unless you would be completely unable to submit the application without it.
The chances of getting an exception are almost non-existent and you make yourself look bad to the university. This includes asking for extensions to the deadline and exemptions from requirements (like TOEFL scores). So, only ask for exemptions if your only other choice is to give up.
Remember, at this point in the application process, you’re just one of large group of applicants. The embassy or university has no reason yet to think you’re better than any of the others or more deserving. They have no reason to give you special consideration. Plus, they have hundreds of other applicants that aren’t asking for exceptions and are willing to do what it takes to get all their materials on time.
English Language Proficiency Requirement
For the University-recommended MEXT Scholarship, The vast majority of the request for exemptions that I saw came under this category. Students would argue that the tests were too expensive, that they didn’t have time to take a test and get the scores in time, or that they shouldn’t have to submit the tests because they took some courses taught in English. (If the language of instruction for your entire degree was English, that is acceptable!)
We did not accept any of those reasons. But here’s the one alternative we would accept, when nothing else worked.
We would tell applicants to get the Dean or head of their English department at their university (or the last university they graduated from, if they were no longer a student) to give them a one-on-one English ability test that covers all four skills. That person would then write a letter that evaluates each of the applicant’s skills by relating them to the CEFR. For example, “He has C1 level reading ability.”
A letter that simply says “I am confident that he has sufficient English language ability to complete a Master’s degree in that language” is not enough.
Asking for Exceptions to the Deadline
We never approved this one, either. It didn’t matter whether the reason was the post office, the Dean traveling, or having to acquire records from multiple schools in different countries. The university’s stance is that you should have prepared earlier.
Exceptions to the Requirement to Send All Materials at Once
This one can be approved in some cases. Usually, we would allow this if applicants had to have a transcript, etc., from an overseas university mailed directly to us, or when the Dean wanted to send the Letter of Recommendation directly.
It’s OK to ask your university about these kinds of exceptions. It won’t make you look bad.
However, even if someone else is sending your materials directly from overseas, you are solely responsible for making sure that they meet all requirements and that they arrive on time. Don’t expect special treatment there.
Also, if any of your materials are going to arrive separately, make sure to mention that in your Cover Letter. I’ll explain more about that in the next section.
Preparing to Submit Your MEXT Scholarship Application
First, check the requirements! Do they want you to submit my email, post, or personal delivery? When you apply for Letters of Provisional Acceptance, some universities will ask you to upload your documents to their application system, instead.
Make sure to follow the university or embassy’s instructions exactly!
Tips for Submitting your MEXT Scholarship Application by Email
Attach Each File as a Separate PDF
Unless otherwise directed, attach each file as a separate pdf. Each file should be titled exactly as it is in the application guidelines. If the application guidelines gave numbers for the individual files, include the number in the file name, too.
Do not compress your files into a zip or rar file, etc. Some universities and embassies may not allow those files for security reasons.
Using Google Drive or Other File Sharing Platforms
If your files are too large to attach, you could use one of these platforms. But this should only be the case for fine arts or architecture applicants who need to include a portfolio. If you are only submitting the standard documents, your files should never be that large!
If you use a file sharing site, make sure you set the permissions so that anyone with the link can access the files. Do not make it specific to the email address you are sending to, since that might be a common address or even a distribution list name.
Email Body
The body of your email should be similar to the cover letter for posted applications that I describe below.
Tips for Submitting Your MEXT Scholarship by Post
Staples: Don’t do That
Remember, this is about the little things that are going to make your application just a little bit easier for the university staff to process. Easier application = happier staff = faster processing.
I think I speak for all application processing staff when I say: Avoid using staples (please!) Stick to paper clips or clam clips to keep your multipage documents together.
The university is going to have to remove every staple you put in your application, anyway. Usually, it was the first thing I did with an application so that I could make photocopies for the review committee. It may sound insignificant, but when you’re dealing with 200 applications, it isn’t.
Exception: If the application guidelines specifically require you to staple your forms, do it. If your transcript, official translations, or other documents from outside sources come pre-stapled, don’t remove them.
Attaching Your Photo
Use a glue stick and don’t overdo it. If there is a problem with your application, the university is going to have to remove that photo later.
This is a place where you really don’t want to use staples. I would stay away from liquid glues or anything else that is meant to be permanent, as well.
I also highly recommend including two loose copies of your photo in a small plastic bag or envelope, paper-clipped to your passport copy. Extras never hurt, even if your university doesn’t ask for them. Sometimes, the photo on your application gets damaged during the sending, so having protected extras can save you!
Include a Cover Letter
If applying to a university, your cover letter should include the name of the graduate school and professor you wish to apply to.
In either case, it should list all of the documents in your application package in the order they appear in the application guidelines.
If any of your documents will be sent separately (such as a transcript coming from a school in another country), that should be explained in the cover letter, as well.
I’ve created a sample MEXT cover letter that you can download in word format, and the pdf to the right shows how to customize it for your situation.
The Envelope and Mailing
Put your cover letter on top and all remaining documents in the order that they are listed in that letter, then place them all in a plastic document protector. I’ve seen applications get wet, bent, crushed, torn, etc. by the postal service. If that happens to you, you’re going to be the one who has to get all your documents together again and resend them.
So use protection, so to speak.
Similarly, you don’t want to fold any of your documents, if you can avoid it. (If you’re from Indonesia or another country that issues super-long transcripts, you are going to have to fold those in half).
Unfolded documents give a more professional appearance and are easier to copy for review and for error correction purposes.
Mail your package using an international courier that allows for tracking and make sure they give you an estimate as to when it will arrive!
In my experience EMS (through the national postal service) is often the cheapest, but other options such as FedEx, DHL, UPS, etc., are faster and more reliable. If you have doubts about the quality of your national postal service, then skip EMS and go for a commercial courier for safety’s sake.
Japan’s postal service is outstanding, so you do not need to worry about the mail here.
Plan for delays. Your application could get stuck in customs for a few days (especially if you’re using EMS/postal service). If your application is late because of delays caused by the mailing service, the university won’t accept it.
Once you’ve posted your application, go ahead and send a courtesy email to the university to let them know that it’s on the way and to send the tracking information. If you’ve been in communication with the university at all before sending it, then this is just common courtesy. Don’t expect a reply, though. Japanese university staff, in general, do not send courtesy replies, so they won’t write back unless they have additional instructions for you.
Tracking, Arrival, and Follow-Up
If your application is on its way, congratulations! The tedious part is done, though you still have a little left to do.
Follow your application daily. Even if you sent the tracking info to the university, don’t expect them to follow up on it, that’s your job. They have hundreds of applications, you have one. Take care of your one!
Similarly, don’t expect the university to confirm arrival right away. That’s why you have the tracking information. If the university is large, then mail will probably go to a central processing room (where the staff will sign for the package) and then get sorted and sent on to the proper office through campus mail. That can take a day or more, but rest assured: if your application arrives at the university on the deadline, you’ll be OK.
Even after the application package reaches the right office, don’t expect them to contact you. It’s not a matter of being rude, it’s just a matter of being overwhelmed by the number of applications.
At one university where I worked, we would not confirm arrival until we had reviewed the application in its entirety. That way, we could send the confirmation of arrival and required corrections (90% of applications or so required corrections) at the same time and speed up our processing.
This was the same place where I once received 60 application packages in a single day. In some cases, it took me several days to get back to applicants to say their package had arrived. In the meantime, I also ignored any emails from applicants saying “Did my application get there yet?”
I know it’s frustrating to you, the applicant, but it’s in the interest of getting your application processed as efficiently as possible. Please rely on your tracking info to tell you the application has arrived.
Follow-Up
Once you’ve seen that your application arrived, be sure to check your email several times per day. Set up an alert for emails from the university’s domain, if you can.
The university is going to expect you to reply to their emails right away, even though they won’t do the same for you. Of course, if they have any corrections for you, it’s in your interest to get on those right away!
If several days go by without any contact from the university, by all means, send them a message to confirm that they received your application. It doesn’t hurt you to do so!
Thank You, Supporters!
Thank you to my supporters on Patreon, who help keep this site running through their generous contributions. Special thanks to everyone who has been supporting this site (and its predecessor, TranSenz) for months or years!
You can support this site on Patreon for as little as $1 (or your currency of choice) per month or make a one-time donation through that site. Patreon supporters get one-on-one answers to questions, early access to articles and updates, and discounts on my coaching services/books.
If you want to show your support but Patreon is out of reach for now, please come back again after this site helps you win the scholarship, to help keep it running for future applicants!
Questions?
Feel free to ask in the comments below!
Hi,
I have got a question about application of forms to Japanese embassy for MEXT scholarship by embassy recommendation. When exactly should I submit “Research plan” and “”Placement preference form” to the embassy?
And, my second question is does Japanese embassy recommended MEXT scholarship require double sided printing of forms or single-sided one?
Hi Marka,
This article is about the University-Recommended MEXT Scholarship (though it still has relevant advice for preparing your documents). You can find my most recent article about how to apply for the Embassy-Recommended MEXT Scholarship here.
Submission date: Each embassy has its own application dates, so you will need to check the website of the embassy where you intend to apply, but you will need to submit both of those documents along with all of the other application forms and materials at the initial application deadline.
Printing: MEXT does not have a specific requirement, so please check with the embassy to see if they do. Some embassies might ask you to submit the application electronically, in which case, printing would be irrelevant!
If the embassy does want you to submit printed documents and they do not specify single- or double-sided, I recommend single-sided, since it is cleaner and makes a better impression.
Good Luck!
– Travis from TranSenz
Hi Travis
i have sent my appilaction form, medical certificate, provisnal graduation certificate and letter of recommendation is that enough or do I need to send anything else if i should can i do it now
Hi Kiranam,
That is certainly not enough. You need to send all of the required documents!
Given the timing, I think you are applying for the Embassy-Recommended MEXT Scholarship, so you should check the website of the Embassy to see what documents are required.
If you are applying for the scholarship for graduate students, I have an article about the requirements for the application that you can read here. But if you are applying for the undergraduate scholarship, please refer to the embassy’s website.
Good Luck!
– Travis from TranSenz
Hi Travis
thank you very much for your golden advice that you are giving for us. having saying this I have 2 questions regarding to completing the form and submission. 1. how do I submit the application form if I should send through Email how should the photograph be that asks to write the name and nationality at the back the photograph. 2. how should I type the letters is that mandatory to write all in capital letters.
best wishes
haymanot
Hi Haymanot,
1. For the submission method, you should refer to the instructions on the website of the university or embassy that you are submitting the application to. They will tell you how they want it submitted and you should be sure to follow their instructions.
If you are submitting a digital photo, you should insert it digitally into the application form, itself.
2. If you are filling out the forms digitally, do NOT write in all capital letters. Writing in all caps is only necessary if you are hand-writing the forms, for the purpose of legibility. If you are typing, that is already legible.
Good Luck!
– Travis from TranSenz
What if I forgot to put my email, but my number is there, is there a possibility that they’ll call to give any information
Hi Blessing Egurefa,
They may call you if there is no email address to reach you, but I recommend that you call them first and see if you can add your email address to their records.
Good Luck!
– Travis from TranSenz
Hello travis,
I have some queries.
1) After calling for MEXT scholarship application in university website , how much time they give to submit all the documents? Due to pandemic, our university and its office are sometimes closed or sometimes some areas of our country remains under lockdown. So, I an worried thinking I will be able to a get recommendation letter from dean by the time tome or not?
2) Is it Ok to submit only master’s transcript and certificate for PhD application?
Hi Bristy Basak,
1) They may give you about a month between the call for applications and deadline. If you think you’ll need more time, then you could acquire the Letter of Acceptance in advance, but in that case, you’d have to be sure which university you want to apply to.
2) For the university-recommended MEXT Scholarship, if you have already completed your Master’s degree, you should only need to submit the transcript/certificate of graduation from that degree, but if you are still enrolled, you would need the certificates from both your Master’s and Bachelor’s degrees. (Note: For the Embassy-Recommended MEXT Scholarship, you always have to submit all university certificates of grades and graduation for all programs).
Good Luck!
– Travis from TranSenz
Hello Travis,
How should I submit my application to embassy, I should submit it physically to embassy by myself or through Email or Send it through DHL ir fedex?
Hi Saeed Ahmad Safi,
When the embassy is accepting applications, they should have specific instructions as to how they want you to submit it. Since those instructions can vary from embassy to embassy, the only advice I can offer is to make sure you check the embassy’s website and submit your application in accordance with their instructions.
Good Luck!
– Travis from TranSenz
Hi, Travis. I want to ask about what to do after sending the application. Is it normal not to get any information or confirmation from the screening committee about my application until the result announcement? It’s almost two weeks after the application deadline. Should I just wait until they announce the result?
Hi Kiki,
It is pretty normal for Japanese universities not to write to confirm that they have received your application. Often, they will only write if they have questions about the contents, further instructions (like an interview), or the results of the application. If you’re not sure that if your application was delivered/received or not, you could send them an email to ask for confirmation.
Was there any information from the university about the screening process, like when you can expect results, etc? That could give you an indication of when to expect a reply from them.
Good Luck!
– Travis from TranSenz
Thank you very much. Yes, there is an expected date for result announcement in the website so I guess I’ll just wait for it.
Hello travis
I forgot to get a recommendation letter while applying for mext in the embassy should i post it without or should take a risk and get it and send it to the embassy though this might result it in getting it delayed and might not reach the embassy in time for the dead line
Hi Okami,
If you haven’t submitted your application to the embassy, I would highly recommend that you get the letter of recommendation as quickly as possible and submit a complete application by the deadline. There is a chance that a partial application would simply be rejected outright.
Good Luck!
– Travis from TranSenz
Greetings Transenz, I am sorry if I am using reply to ask you because I can’t figure out how to make a comment.
I am currently turning 15 years old this year and I have a question, do I need really good grades to get the MEXT Scholarship because I am an average student, we use the number grading system here and my current grade this 2nd quarter is 85 which is grade B.
Thanks for making this guide!!
Paul Madrugaba
Hi Paul Madrugaba,
My area of expertise is the scholarship for graduate students, so I am less familiar with the details for the undergraduate scholarship, which is what I think you would be applying for. However, I would assume that your grades would be very important, since you do not have any research to discuss in your application. I would assume that you need good grades and a strong explanation of your reasons for wanting to study in Japan to get passed the document screening stage. Then you will need to perform well on the tests and interviews.
However, before you get worried about your grades, I would encourage you to read my article about converting your grades to the MEXT Scale – you might find that your converted grade is not as bad as you think!
Good Luck!
– Travis from TranSenz
Greetings Sir,
I have a problem, I applied for the récent MEXT scholarship and totally forgot to include my passeport size pictures and I’m afraid my file will be rejected. What can you say about my situation?
Thank you in advance for your replyù
Hi Douala,
Have you contacted the embassy to ask them what you should do? I think you are going to have to submit those photos to complete the application, but they should tell you how to go about doing it.
Good Luck!
– Travis from TranSenz
Seriously you only provide information about research students have you ever thought about undergraduate scholarship applicants dissapointed
Hi Kawasaki,
I’m sorry to disappoint you, but I write about the scholarship for Research Students because that’s what I worked with for three years. I have been building on my personal experience in the system with additional research to create this site.
I do not have any direct experience or expertise with the undergraduate scholarship. I hope you can find someone else who is an expert in that area.
Good Luck!
– Travis from TranSenz
Dear Travis,
Many thanks for the useful information, it is really helpful. The 2020 form came up with Motivation for studying section, How can I fill it?
Hope to here from you soon.
Hi Umar Muhammad,
I am still working on updating my article for the application form this year, even though I know it is too late, and I plan to address that question.
Your motivation should relate to your application strategy and your research theme, which I talk about in my article on increasing your chances to win the scholarship.
Talk about how the scholarship will allow you to make the contribution to the world that is your goal!
Good Luck!
– Travis from TranSenz
Hey Travis,
I have sent my application form for undergraduate studies and the problem is that in the language section I forgot to rate my Japanese listening and left it blank is this minor mistake sufficient to cause rejection?
Hi Hassan Ali,
I don’t think that omission alone is enough to result in your application getting rejected.
Good Luck!
– Travis from TranSenz
Hello!! Thank you for this informative blog of yours it’ll be a great help for me! I’m planning to take MEXT but idk the whole process (the step by step ones) do you have a blog on the step by step process of it? Hehe I have already sent an email to our embassy but there’s no reply😞
Hi Jenelle,
I have not written an article yet that clearly states what steps to do first. I’m working on a book that will walk you through step-by-step, though.
In the meantime, I’d recommend you start with the basics, then move on to the Field of Study and Research Program Plan as your first two steps!
Good Luck!
– Travis from TranSenz
Hi TranSenz
If one candidate is selected for MEXT Scholarship 2018 under university recommendation then Japanese government can cancel this scholarship?
Hi Proshanto,
There are a few stages to the process.
At this point, I’m assuming that you have been selected by the university to be nominated for the MEXT scholarship (Congratulations!). You are not yet selected by MEXT for the scholarship, so they could technically still deny your application. In reality, though, I have never heard of that happening. The only possibility of your application being rejected at this point is if they find that you have violated the rules (for example, if you had been recommended by multiple universities).
Once you are selected, which should be confirmed in approximately June or early July, then MEXT can only cancel your scholarship if you violate the disqualification criteria or the MEXT scholarship pledge that you will sign. I wrote about the disqualification criteria in my article about eligibility.
Good Luck!
– Travis from TranSenz
Hi Travis!
Thank you for this informative blog of yours. I would like to ask if you have any idea about the Teacher Training Program of MEXT? is the process of Graduate School and Teacher Training Program the same? Thank you so much in advance.
Hi Bdeaagra,
Unfortunately, I don’t have any direct experience with the Teacher Training Program.
Most of the mentality points I discuss in this and other articles would apply, but I’ve never studied the exact process for that.
I will look at it in the future, but it will likely be after I am satisfied with my coverage of the graduate scholarship.
Good Luck!
– Travis from TranSenz
Hey Travis,
Does MEXT also provide scholarships for short courses for enroled MSc students. If yes, please share some details of that
Thanks
Hi XYZ,
No, there is no MEXT scholarship for short courses. I’d recommend contacting the university holding your course to see what their scholarship options are.
Good Luck!
– Travis from TranSenz
hey Travis
thanks for the wonderful document acting as a guide and supporting column for me.
sir i am going through sites of various univeristies ttech, nagoya, osaka
but now i am confused regarding the procedure
do i need to apply to mext through embassy first then to college or its other way round
I truly seek ur guidance and for that can be contacted on my mail
thanks a ton
Sourabh
Hi Sourabh,
There are two ways to apply: via the Japanese Embassy in your home country and via the University directly.
If you apply through the embassy, you will need a Letter of Acceptance from the university after you pass the primary screening. If you apply through the university, then the embassy will not be involved at all (except for your visa, of course!)
Good Luck!
– Travis from TranSenz
Hi Travis. Thank you for this great blog. I need little assistance. How i can find more information about important research areas in Japan? What sectors areas are more improved in Japan economy? Please, inform
Dear Shukur,
I’m afraid I don’t have any resources at my fingertips, but I would recommend finding some books on the Japanese economy and industry at your university library.
Good Luck!
– Travis from TranSenz
Hey
I have a question , is it ok to submit your IELTS test or any other test after the first screening ?
Lorraine
Hi Lorraine,
If you’re applying for the University-recommended MEXT scholarship (which is what I was focusing on with this article), then you have to submit all your materials before the screening.
If you’re applying for the Embassy-recommended MEXT scholarship, then your IELTS results aren’t required for the primary screening. You will take an English language proficiency test at the Embassy, instead. (Universities might ask you to submit your IELTS results later, if you have them, though, but that will be on a case-by-case basis).
Good Luck!
– Travis from TranSenz
Hello Travis,
Thank you very much for your article. I have a question about TOEFL test scores. The university that I have as my primary choice does not require the TOEFL/IELTS results for acceptance. The local coordinator of my country told me that for the first screening the TOEFL score is not important either and that they decide according to the result of the MEXT English test. (I am applying for Embassy-recommended MEXT scholarship). Is it still a problem not to have the TOEFL score listed in the application? Or should I give up now? I could do the test during the summer but I am not sure if that will be of any help then.
Thank you very much for your reply.
Manuela
Hi Manuela,
This article was supposed to be about the University-recommended MEXT scholarship. I’m sorry if that is unclear.
For the Embassy-recommended scholarship application, MEXT does not require that you submit language proficiency scores to the Embassy. You will take an English language test as part of the application process.
If you know already that the university where you want to apply does not require TOEFL/IELTS scores for Embassy-recommended MEXT applicants, then you should have no problem even if you don’t list them in your application.
Good Luck!
– Travis from TranSenz
Hello
Hope you are doing great.
I want to apply for the MEXT Scholarship through embassy. I want to know if you could guide me that from where I should prepare for embassy test.
Hi Ahmad,
The tests are for your Japanese and English language ability (for graduate students), so there isn’t a whole lot I can do to help you prepare for that. Don’t worry about the Japanese test, though. You have to take the test, but there’s no minimum score if you plan to apply to programs taught in English.
I do have a new article about getting started with the Embassy-recommended scholarship application that you might find helpful.
Good Luck!
– Travis from TranSenz
Hi Travis! thank you very much for this blog, I got some questions left after reading this, first of all you should know that I have already gotten in contact with the staff and the professor in charge of the department I’m trying to enter, and they have told me they will try to help my application look appealing, and one of the things they recommended me was taking the JLPT but the inscription for this year had already passed (they told me on June but the inscription was on April), so how can I make up for that? I don’t think my University has a Japanese Department, should I go to one that has one and do something like what you advise for the english tests? the other thing is that my email is not professional, should I create a new one later on when the application period starts?. Thank you in advance!!
Hi Naymel,
It sounds like you’re in a pretty good position if you have contacts willing to help you polish your application. I guess you’re planning to apply in 2017 for the 2018 entrance?
I guess they don’t offer the December test in your country? The Japanese university probably assumed you could take it in December, but I know that isn’t possible in every country.
In that case, there really isn’t much else you can do but tell them that you’re going to sign up for the next available test in 2017. In my experience, Japanese universities aren’t as flexible with an individual assessment of Japanese ability as they are with English. It certainly won’t hurt, but I wouldn’t count on it making a major difference in your application.
I’d recommend that you keep in touch with your contacts and let them know how your continuing Japanese study is going from time to time. That would be one way to demonstrate your continued interest and follow-up.
What is your field of study? For most fields, Japanese language isn’t required, so you might be better off spending your time now advancing your research in your field, trying to publish an article or present at a conference, etc.
If your email isn’t particularly unprofessional, I wouldn’t worry about changing it. (The email you used to comment on this blog is fine!) That suggestion was more for people who had offensive email addresses or emails like “ilovemanga@transenzjapan.com”
Good Luck,
– Travis from TranSenz
They told me application process will start in January, I would like it if I could start on October 2017 but I’m not sure if that’s possible, in my country they offer the JLPT test once a year, sometimes on December sometimes in July, and this year was in July, going to make sure I present next year then!! My field is medicine, I was thinking of doing some courses next year to expand my CV, and the email I use is exactly the one I’m using here so that’s a relieve!! by the way, they told me at the end of October they would schedule a second interview on December, but so far they haven’t , should I send them an email asking about it?
Hi Naymel,
I’m not aware of any MEXT application processes that begin in January, but it’s possible that your university starts the University-recommended application process that late (most that I know of start it around November). That varies university-to-university, so as long as you’re following their guidance, you should be OK.
If it is the university-recommended MEXT scholarship for graduate students, then it would still be possible for you to arrive in Oct 2017.
There’s no harm in contacting them again to follow-up about the interview.
Good Luck,
– Travis from TranSenz
I will do that then, thank you so much for this!!!
Hi
Many thanks for your good article and blog.
Excuse me the deadline of University Rec. MEXT scholarship of Osaka university? I got accepted from a professor from this university, and I have an interview? Can you guid me about that? This uinterview is via Internet. Where is it? what about this interview? Is it different from MEXT?
Excue me can you help me about template of research proposal?
Many thanks for your thime
Hi Saeede,
Sorry, but several of your questions were too broad or I couldn’t understand what you were asking, so I can’t answer them in this space.
I’d recommend looking on the Osaka University website for their deadline.
I am working on compiling information on the interview process for the University MEXT, but I have no direct experience in that area, so it is taking some time. I will let you know when it is ready, but do not expect it soon. (Anyone who has personal experience they are willing to share, please contact me!)
I wrote another article about how to write the Research Proposal, so I’d recommend you check out that one.
Good Luck!
– Travis from TranSenz
Hi Mr Travis
First of all i would like to thank you from the bottom of my heart ,thank you for everything, you made such a wonderful blog just to help people like me ,this is so kind of you sir .
I am planning to apply for the next year’s MEXT Graduate degree (Master’s degree) scholarship but i’m a little bit confused about the University entrance exams (When ,Where ,How much marks do i need to pass (How does the acceptance system work) and What happened if someone couldn’t pass the exam(s) (is there only one chance? or i could try one other time.
Does The university entrance examination come before or after the 6 months of japanese language training?
I think that’s all for know and thank you for your time
Hi Mohamed,
I’m very glad to hear that you’ve found the blog helpful so far!
“Entrance Exam” is a confusing term in Japan. All university applications (undergraduate and graduate level) are called entrance exams, even when there is no actual test involved. For most graduate programs, especially for international students, the “entrance exam” just means submitting the required application documents.
For Embassy MEXT scholars, it’s even simpler. It’s usually just a matter of filling in and submitting the application forms. It’s a formality, but necessary so the university can enter you into its system. It’s nothing to worry about at all.
Your “entrance exam” will be after the semester of language training and, in some cases, after a semester of Research Student status at your university, too.
Good luck!
-Travis from TranSenz
Hi Travis!
What a wonderful and informative blog! Thank you very much for your hard work. I have couple questions.
I am originally from Lithuania, but went to university in the UK, where I now live. I graduated in 2016 June and started working right away, not even thinking about studying Masters. Yet, things change and now I really consider going (back) to Japan for Graduate studies. Issues I have:
1. I missed the Embassy Recommendation boat, as the deadline already passed.
2. Even if I went forward with Embassy Rec. Application, I would have had issues because I don’t live in my home country=I would need to travel back to Lithuania to apply for MEXT Embassy Rec and that wouldn’t be compatible with my intense studying of the last semester + current working life.–>
3. Thus, I am thinking now: should I go forward and apply for University Rec. Mext scholarship? However, I struggle to find/understand which deadlines do I need to follow now?Maybe I missed the deadline for this type of Mext application as well? Ideally, I would like to go to Japan in April 2017, if not, September 2017 would also be fine, so I am rather flexible.
4. It is very hard to find a lot of information about University Rec. Mext admission…(here, I just reiterate that I am very glad that I found your website – Thank you!)
Thank you in advance for your answer.
Hi Travis!
Just to add to my previous post, a quick Q about one important formality:
In my previous university, we don’t even have a title “dean” per se and dean’s office is now honorary only.
I researched this online and found that “in some universities in the United Kingdom and the term dean is used for the head of a faculty”, however in your post you clearly say that a letter of recommendation from Head of School would be no good… What would be your advice in this regard?
We do have a Principal and Chancellor, but they are not responsible for my department – they are more responsible for the whole university.
Thanks again!
Hi Maria,
I don’t recall saying that a “Head of School” was no good, and I can’t find that statement in my article. I know that a “Department Head” or “Head of Program” is not enough.
As you said, the term “Dean,” as used in Japan, refers to the head of a faculty. It might be called something else at your university, but the important point is that is be an equivalent position. (A “faculty” might be called a “school” or a “college” depending on your university.) For example, the head of the Faculty of Arts and Sciences. It should be the person who oversees all of the faculty, students, and management of the entire field.
For a UK example, look at the University of Exeter. In this case, you would need a Letter of Recommendation from the head of the College of Humanities (called a Dean, in this case), not the head of the Department of History (called the Head of History).
Of course, getting a letter from someone higher up in the chain, never hurts! Even if the person does not know you well, the specific contents of your letter of recommendation are relatively less important than the title of the person writing it. (Besides, you should be giving them a draft with all of your specific achievements included, anyway).
Good Luck,
-Travis from TranSenz
Now it is all clear. It’s my bad because I’ve got muddled up and thought that “Head of ….” is no good. Thank you very much for taking the time to answer both of my questions, I can only imagine how difficult it is to answer all the queries you get. Appreciate a lot. I will drop a message when I get MEXT with thanking you again! 🙂
Have a nice day.
Maria
Hi Maria,
I look forward to hearing good news from you in the future!
Good Luck,
-Travis from TranSenz
Hi Maria,
Thank you for your kind comments!
If you’re living abroad and returning home to apply for the Embassy-recommended scholarship doesn’t work for you, then University-recommended sounds like the best path to go.
You have not missed the deadline for the University-Recommended application for 2017, so don’t worry! Applications usually start in late October or November, thought it varies by university. Once you know where you want to apply, I’d recommend checking their website on a daily basis to see if the information has been updated. (You can set it as one of the tabs to automatically open in your internet browser when you open it).
I am almost positive that the University-recommended MEXT scholarship is for September starts, only.
Good Luck – and if there’s anything else about the application process you’d like to see added to this guide, please let me know! I’m always happy to add to it.
– Travis from TranSenz
Thaaaank You so much for these details . . I have got one question . . How do i know if I passed the screening of the embassy ?!
Hi Lena,
If they didn’t tell you otherwise, then they should contact you when the results are released. I know some Embassies also post the results on their website.
If you haven’t heard from them yet, it wouldn’t be a bad idea to reach out and contact them yourself.
Good Luck!
-Travis from TranSenz
HI Travis,
First and foremost, I would like to thank you for your great blog. It’s very resourceful and helpful for those applying for MEXT and I myself have referred to it several times for guidance and tips & tricks.
Recently, my prospective supervisor nominated my name for the MEXT scholarship by university recommendation and few days back, he informed me that I am 1 of the 4 candidates selected by the university for recommendation to MEXT. However, the documents requested by them to submit through postage is just my signed application form. All the other documents which I sent as soft-copies via e-mail for screening purposes can be used according to my professor.
I am a little bit worried here as the process is not really like what you mentioned here. What are your thoughts on this? What are my chances of getting the scholarship? Also, my prof said I should get ready to take the entrance exam in August for enrollment in September 2016.
Hi Benjy,
That does sound odd to me. The instructions I’ve seen in the past all required original documents.
However, if you haven’t received your final results yet, then it sounds like you were recommended for a PGP or other special program, which is usually a sign that your selection is all-but certain. For the PGP scholarships, the university knows in advance that it has a certain number of slots and MEXT’s screening is just to make sure that the university didn’t make any mistakes in its paperwork and that there is nothing to disqualify you. Since it’s all-but certain that PGP nominees will get the scholarships, maybe the screening is less strict for those.
Either way, I hope you hear good news soon!
-Travis from TranSenz
Hi Travis,
Thanks for your reply.
I hope that is the case! Can’t wait for good news soon!
Again, thanks for your reply and wishing you all the best!
Hi there Sir,
Your blog was very heplfull. Sir I have applied for undergraduate program through MEXT scholarship program for 2017 in this month and I have not yet applied in any university of japan as I have plan to study japanese first the there will be more choices for me there.So is it necessary for me to apply for university for undergraduate program.
Thanks in advance.
Hi Ahmed Zahid Kahut,
These guides are for the graduate-level scholarships. From what I understand of the Undergraduate-level MEXT scholarship, you do not need to apply to universities – MEXT will decide your university placement later.
Please double-check with the embassy where you will apply, but as far as I know, you’re fine without applying!
Good Luck,
-Travis from TranSenz
Hi Travis,
First of all, thank you so much for all of the information on this site. This is really helpful.
I am applying for the embassy recommended MEXT scholarship. My question is about my English language proficiency test. I haven’t took any of those. Say i passed every preliminary screenings. Then there is University selection. I will be asked for the legitimate test results..right?
So how much time will i have in hand after i am asked for the test? Which month of the year it will be?
Or should i take my test earlier without being asked? Should i take TOEFL or IELTS?
Thank you!
Dear Sanji,
Yes, the university is almost certainly going to ask you for an official English Language Proficiency Test result of some kind and the deadline to submit the result (along with everything else) to the university would be Aug 31.
Taking your test earlier without being asked shows initiative, which is good, but it is also expensive. If you are determined to go study in Japan and will keep trying regardless of the outcome of the Embassy selection, it would be a good idea to get it done.
IELTS or TOEFL doesn’t matter to Japanese universities. Neither one is better for Japan (other countries, like the UK, might have other rules), but make sure you take the official test, not an “institutional test” or practice/prediction/etc. test.
Good Luck,
-Travis from TranSenz
Good day Sir Travis!
This blog’s really helpful even if I’ve already submitted my application (dec. 2015). Though I think it could have been much better if I was able to read it before my application. 🙂
I’ve received I think 2 emails congratulating me for being chosen as final candidate for Osaka U and MEXT. I received the last congratulatory message after my email based exam/interview, wherein I answered total of 9 purely academic questions from 3 great professors.
Few weeks or should I say just days after that, Osaka U emailed me for the submission of pledge form, application form for mext, and field of study. I don’t know yet the next step I have to look forward to, since the last message I got just said that they received my documents containing the 3 documents.
Now my question is, should I feel confident now of considering myself as an international graduate student this coming October 2016?
Also, with regards to the professor’s and admins that helped me during my application process, I’d like to say that they were so accommodating. I have met difficulties during the document process part, but Osaka U personnel were all being understanding and supportive, I must say.
Cheers! Have a great day!
Hi Desiree,
I’m glad you found the blog helpful. But, from the sound of it, you did just fine on your own!
If they’ve told you that you were a finalist and asked you to send in the additional pledge and application form, it sounds like you’ve been recommended to MEXT. Now it’s just a waiting game. If Osaka U is doing it’s job right then they only would have recommended as many candidates as they have scholarship slots available, so I would expect good news in your future 🙂
If you have any tips about the interview phase or about how you overcame the difficulties with the documents that you want to share, I would be very happy to hear them!
Good Luck,
– Travis from TranSenz
Hi Travis,
Thanks for your articles, very helpful! I am planning to apply at the embassy next month.
I wonder if you have ever come up against this one… I was homeschooled until the age of 10 by my parents, so technically I have not completed 16 years of education at an institution, only 13. Might this cause a problem? I had been assuming it wouldn’t be an issue because by the time I arrive in Japan to do my PhD I would have 2 masters degrees in my field (surely enough for anyone), but now reading about how strict they are about arbitrary rules I started to worry.
Thanks!
Hi Cara,
I’m glad you’ve found the articles useful.
The eligibility requirements make allowance for university discretion on the years of education, so you should be fine. The criteria say you are eligible if you have, “been
judged by a Japanese graduate school as being equal or superior in academic ability to a university graduate.”
Two masters degrees should make that a pretty easy decision by the university 🙂
When you contact the university, though, I would recommend that you make it clear that you had fewer than 12 years of education prior to university but you were then admitted to university in your home country and earned a bachelors and two masters’ degrees. They might ask you for some kind of supplementary explanation, but I can’t forsee any real problems.
Good Luck!
-Travis from TranSenz
Hi, Travis!
I have an additional degree in translation studies (English).
Can I add a copy of my diploma with university seal? Will it be enough? Or I still need a letter from the Dean?
And another queation,
in your blog, all the forms are filled in in English. Cober letter is also in English?
Can I provide all the required documents in Japanese?
Thanks!
Hi Valentin,
The original/certified copy of your degree and the Letter of Recommendation from the Dean are two different requirements. One cannot be substituted for the other.
You only need a letter of recommendation from the Dean of the program that you graduated from most recently.
If you’re applying for an English-taught program, then you should submit your forms and cover letter in English. Likewise, if you’re applying for a Japanese-taught language, stick to that language (except that you don’t need to translate official documents like a transcript from English to Japanese).
Good Luck!
-Travis from TranSenz
Dear Travis,
you said that the head of my English Dept should then write a letter that evaluates each of my skills by relating them to a test score (If I have no IELTS for example).
So may I ask you about any example of such letter? I am not sure, that somebody here has written anything simular, so probably I will write it by myself, and the Dean only sign it.
Thanks!
Hi Valentin,
First, I’d recommend that you check whether your university will accept such a letter. Chances are that, if there is a reasonable amount of time, they’ll tell you to go take an official test instead. We accepted those letters only when we confirmed that there was no way an applicant could get an official test done in time.
I do not have a format for the letter. The point is that the Dean or head of the English department has carefully tested your ability themselves, so it should reflect his or her opinion and detail your ability, so most of the content would vary based on your performance.
Good Luck!
-Travis from TranSenz
Dear Travis!
Thanks, I will contact with my possible universities.
Anyway, yesterday I visited the faculty, where I obtaibned my additional degree and had a conversation with the dean. She and other staff agreed to test each of my skills one by one and prepare such letter for me. So, I guess everything should be well.
Thank you!
Hi Travis,
thank you so much for your detailed explanation of the MEXT system, I came here after reading your posts on JREF.
Im applying for a MEXT scholarship through my embassy, I got accepted into a MA program at Keio University.
Do you have any advice in how i could use my acceptance at the university to help my application into MEXT via the embassy.
Hi Jacob,
I’m glad I could be of assistance!
I’m not sure I completely understand your situation – did you apply to Keio and get accepted as a regular student? Or did you apply after passing the Embassy’s primary screening and get an LoA?
It sounds like you applied as a regular degree student and got accepted. In that case, you would not be eligible for the Embassy MEXT scholarship, since you are already going to enroll in a program in Japan. What you could do is contact Keio and tell them that you are going to decline their acceptance offer in order to reapply under the Embassy MEXT scholarship. Then you would start the embassy application from scratch and contact Keio again once you pass the embassy’s primary screening in order to ask for an LOA.
In that case, since you had applied to Keio and been accepted in the past, I would assume that it would be easier to get an LOA from them. The only trick is that you would have to pass the embassy’s primary screening first.
I did see this tactic work once in the past. An applicant to my university declined her enrollment offer and applied the next year through the embassy-recommended scholarship, to the same prospective supervisor that had originally accepted her. She ended up getting the scholarship and acceptance to our university, though it was a year later.
Good Luck!
-Travis from TranSenz
Hi Travis,
First of all, thank you so much for all of the information on this site. Unfortunately I only found out about it today. I applied for MEXT through university recommendation, and I got the news I was shortlisted for the scholarship just two days ago. Of course I am really happy to hear this, but this does not yet mean I got the scholarship. I read somewhere on your site that you handled about 40 embassy-recommended and about 200 university-recommended scholarship applications per year. I understand it is different with each university, but what does the fact I got shortlisted mean? Do I still need to be as stressed as before, as the university might recommend many more students instead of the exact amount of students that will receive a scholarship? Or can I feel more at ease, because my chances to get the scholarship aren’t small? I can’t help but feel stressed out, even though the university has congratulated me many times. I will attend a type A university, with 25 slots.
By the way, now that I have read your stories, I respect my contact person from the university much more. I knew she would be really busy handling applications, but I didn’t expect it to be this stressful! However, she still is very nice and always helps out patiently. I believe that is amazing.
Hope to hear from you soon!
Hellohello
Hi Hellohello,
Congratulations on getting shortlisted! To be honest, I’m not precisely sure what that means, since we didn’t use that term at my university.
Have you had any email interviews from the university yet? If not, it could mean that you’ve made it to the interview round. But if you’ve already passed the interviews, then it could mean that you’re on the list to be recommended to MEXT. (If they’ve congratulated you, then I assume the latter!)
In either case, you’ve made it further than most applicants do, so you’re in a great position.
Typically, the university will know how many slots they have and will not recommend more than that, although they may include one alternate candidate. So, if you’ve made it onto the list of scholarship nominees, you can stop stressing 🙂
Congratulations again on making it this far!
-Travis from TranSenz
Hi Travis,
Sorry, I should have made it more clear! Yes, I am one of the candidates for the MEXT scholarship. I already had my Skype interview with the professor, and some time after that I heard I was selected as one of the candidates for the MEXT scholarship. I did not do any email interviews nor did I have to do an examination (I haven’t heard anything about it).
Thank you for your reply. Hearing your words make me feel much more at ease! Thanks!
Best,
hellohello
Hi Hellohello,
It sounds like your university does skype interviews instead of emails. But in either case, you’ve passed that stage, so that’s great!
“Examination” is a bad translation – there probably won’t ever be a paper test of any kind. The Japanese word for applying to university literally translates to “Entrance Examination,” but really it just refers to evaluating the application documents that you send in and conducting the interviews. So, that’s done already, too, and it sounds like you’re in a very good place 🙂
Good Luck,
-Travis from TranSenz