AIC Japan Graduate Study · Document System
Build a graduate application portfolio that is complete, credible and easy to verify
A requirement-controlled system for your academic CV, recommendation letters, transcripts, certificates, research evidence and final submission files—designed for Japanese universities and MEXT pathways.
Step 1 · Create the control sheet
Separate required, conditional and supporting evidence
Required
The portal or guideline explicitly demands it. Missing, late, unsigned or incorrectly issued evidence can make the application incomplete.
Conditional
Required only for certain applicants: current students, employed applicants, doctoral candidates, art/music fields, scholarship routes or non-English documents.
Supporting
Permitted evidence that strengthens a claim—publication list, writing sample or portfolio. Never submit extra files when the system forbids them.
| Control field | What to record |
|---|---|
| Document | Exact official name, form/version and applicant category |
| Issuer | Applicant, university registry, referee, employer, doctor or testing body |
| Format | Portal, direct referee upload, sealed envelope, original, certified copy or PDF |
| Language | Accepted language and translation/certification rule |
| Deadline | Japan Standard Time, destination and whether “arrive by” or “send by” |
| Status | Requested, received, checked, uploaded, submitted and acknowledged |
Academic CV
Design the CV as an evidence map—not a biography
Identity and target
Full passport-consistent name, professional email, country, ORCID/portfolio if relevant, and a concise research-interest line. Add a photo only if requested.
Education
Reverse chronological degrees, institution, dates, major, thesis title and supervisor. Explain GPA scale briefly when the number is not self-explanatory; never “convert” it unofficially.
Research experience
Question, role, method, dataset or fieldwork, and verifiable outcome. “Helped with research” is weak; describe what you actually did.
Outputs
Separate peer-reviewed publications, accepted papers, preprints, conferences, theses and other work. Use one citation style and truthful status labels.
Methods, languages and tests
List methods/software you can defend, language level with evidence and test date/status. Avoid skill bars and unverified “expert” claims.
Awards and relevant work
State awarding body, year and selection basis when useful. Link employment to the proposed research rather than copying a corporate résumé.
Recommended length: usually 1–2 pages unless the program supplies a form or expects a full academic CV. The official template always wins.
Recommendation strategy
Choose referees for evidence quality, not job title alone
Academic knowledge
A thesis supervisor or instructor who directly observed your research, writing, analysis or laboratory work.
Current relevance
A referee who can explain your readiness for the proposed field and degree—not only that you were polite or attended class.
Process reliability
Someone willing to follow the required form, portal, signature, letterhead, language and deadline.
A strong letter uses specific observations: the task, level of independence, comparison group, challenge handled, research behavior, communication and readiness for the target program. Applicants should provide facts and context, but never write or fabricate the confidential letter unless the institution explicitly permits a draft and the referee takes full responsibility.
Referee packet
Make an accurate letter easier to write
- One-page target summary: university, program, degree, intake and deadline in JST
- Official instructions, form and submission method
- Current academic CV and transcript
- Research proposal or one-page project summary
- Reminder of courses/projects completed with the referee
- Three to five factual examples the referee personally observed
- Draft statement of purpose only when useful and safe to share
- Applicant name and spelling exactly as shown in the portal
Request template
Subject: Recommendation request — [program] — deadline [date, JST]
Dear Professor [Name],
I am applying to [exact program] for [intake]. Because you supervised/taught me in [specific context], may I ask whether you would be comfortable writing a strong recommendation addressing my [research ability/academic preparation]?
The university requires [number/form/submission route], and the deadline is [date and time, JST]. I have attached the official instruction, my CV, transcript and a one-page research summary. Please feel free to decline if the timing or context is not suitable.
Thank you for considering my request.
Complete portfolio
The evidence-room structure
| Folder | Contents | Key check |
|---|---|---|
| 00_Control | Requirement matrix, deadlines, portal receipts | Correct intake and guideline version |
| 01_Identity | Passport copy, photo, applicant details if requested | Name and date consistency |
| 02_Academic | Degrees, expected-graduation certificates, transcripts | Official issuer and all required years |
| 03_Research | Proposal, thesis abstract, writing sample, publications | Truthful status and relevant version |
| 04_CV_SOP | Academic CV, statement of purpose, program forms | Claims align across documents |
| 05_Recommendations | Instructions and tracking only; confidential letters remain with referees when required | Correct referee route |
| 06_Language | IELTS, TOEFL, JLPT or medium-of-instruction evidence | Validity and score-report method |
| 07_Funding | Scholarship forms or sponsor evidence when requested | Route-specific rule |
| 08_Submitted | Final PDFs and confirmations | Immutable record of what was sent |
Consistency audit
Ten checks before submission
- Name, birth date, institution names and degree dates agree everywhere.
- Proposed field, question and supervisor fit align across CV, SOP, proposal and email.
- Publication status is exact: published, accepted, under review or preprint.
- No unsupported GPA conversion, ranking, award or language claim.
- Every translation follows the current certification rule.
- Scans are complete, upright, readable and include seals/backs when relevant.
- File names use simple Latin characters and a consistent pattern.
- PDFs open correctly, contain no comments/tracked changes and stay below size limits.
- Referees received the final deadline and submission link with adequate notice.
- Portal confirmation and submitted versions are archived.
MEXT 2027 and Bangladesh
Route-specific safeguards
- For Embassy Recommendation, use the current embassy/consulate process; do not send application documents directly to MEXT in Japan.
- MEXT’s 2027 Research Student materials include its application, research plan, transcript, degree evidence, recommendation and other conditional items. Use the current checklist—not an old blog.
- The current Study in Japan MEXT page says the sample recommendation style is not the only acceptable style, but your local mission’s instructions still control delivery.
- Applicants with Bengali documents should confirm whether English/Japanese translations, certification, original documents or sealed copies are required.
- Keep Bangladeshi institution names and degree titles consistent with the issuing documents and passport spelling.
100-point portfolio review
Submit only after the evidence agrees
Requirement compliance · 30
Correct route, version, format, issuer and deadline.
Academic credibility · 25
Accurate achievements, research evidence and outputs.
Recommendation quality · 20
Relevant referees, specific evidence and reliable submission.
Consistency · 15
Names, dates, goals and claims agree across the portfolio.
Technical quality · 10
Readable files, safe naming, valid PDFs and confirmations.
Submission threshold: 90/100 with no missing required item.
Official verification
Sources
Study in Japan — Graduate Schools: general graduate application documents and program-specific variation.
Study in Japan — MEXT 2027 Embassy Recommendation: current route, documents and recommendation sample.
MEXT — 2027 Research Students: current official forms and guidelines.
The University of Osaka — International Graduate Guidance: AAD documents and the important example that recommendation letters are not required there.
University of Tokyo T-cens — Recommendations: an example requiring two recommendations for specified courses.
Student Guide to Japan 2025–2026: document lists, translation note and graduate application overview.
Continue the Graduate pathway
Build the evidence room after confirming program fit, proposal requirements and the permitted professor-contact route.
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