Handwritten vs. Typed: Merits, Demerits, and Recommended Format for Statements of Reason#

In applications submitted to the Immigration Services Agency of Japan (ISA), the “Statement of Reason” (Ryusho) is a critical document that can determine the success or failure of an examination. Whether applying for a Certificate of Eligibility (COE), a Change of Status of Residence, or an Extension of Period of Stay, this document serves to logically explain the applicant’s background, motivation, and activities in Japan.

A common question among applicants is whether writing this statement by hand conveys more sincerity, or if typing it on a computer is the better approach. This article objectively analyzes the pros and cons of each method from the perspective of immigration procedures and outlines the currently recommended format.

Purpose of the Statement and the Examiner’s Perspective#

First, it is essential to understand what immigration examiners look for in a Statement of Reason. Examiners review an enormous volume of application documents daily. What they require is an explanation that is “easy to read,” “factually clear,” and “logical.”

The Statement of Reason is not merely an essay; it functions as a legal affidavit to prove that the applicant meets the requirements for the status of residence based on facts. Therefore, accuracy of information and legibility are prioritized above all else.

Merits and Demerits of Handwritten Statements#

Merits#

The primary advantage of handwriting lies in the cultural aspect of Japan, where “handwriting can sometimes convey the writer’s emotions and personality.” Historically, for documents appealing to emotions, such as letters of apology or petitions, handwritten text was sometimes viewed as showing more “heart” or sincerity.

Additionally, for Japanese language learners, writing carefully in Japanese by hand may serve as a way to demonstrate their writing ability, though this impact is relatively minor in the context of formal visa applications.

Demerits#

However, in modern immigration applications, handwriting presents numerous significant disadvantages:

1. Reduced Legibility: For examiners, unique handwriting styles or messy characters take time to decipher. Documents that are difficult to read risk frustrating the examiner before they even grasp the content. Furthermore, illegibility can lead to misreading of facts.
2. Difficulty in Correction: If a mistake is made, using correction fluid or correction tape is not appropriate for official documents. The entire page must be rewritten, consuming vast amounts of time and effort.
3. Lack of Refinement: With handwriting, it is not easy to rearrange sentence structures or refine expressions. Consequently, applicants often submit documents with weak logical structures because editing is too cumbersome.
4. Lack of Professionalism: In visa applications related to business or employment, handwritten documents may give a negative impression regarding “administrative processing skills” or “business literacy.”

Merits and Demerits of Computer-Generated (Typed) Statements#

Merits#

Currently, the vast majority of application documents submitted to the ISA are created using a computer.

1. Superior Legibility: Typed text is uniform and easy for anyone to read, reducing the burden on examiners. This is perceived as a courteous consideration by the applicant to facilitate a smooth examination process.
2. Logical Construction: Deleting, adding, and rearranging text is easy, allowing applicants to refine their drafts until they create a logical and persuasive argument.
3. Accuracy of Information: Important details such as dates, names, and organization names can be entered precisely, and data from other materials can be copied and pasted without transcription errors.
4. Storage and Reuse: Digital data is easy to store, allowing applicants to reference past content or use it as a template for future renewal applications.

Demerits#

A potential downside of computer-generated documents is that they can look like “recycled templates.” If the content resembles a generic example copied and pasted from the internet, examiners will quickly notice, and it will be judged as not reflecting individual circumstances. Even if the format is digital, the content must be written specifically and concretely in the applicant’s own words.

Recommended Format and Layout#

Based on the analysis above, creating the Statement of Reason using a computer is strongly recommended for current immigration applications. This is the standard, particularly for business-related visas (such as “Engineer/Specialist in Humanities/International Services” or “Business Manager”) and for spouse visas involving complex circumstances.

The specific recommended format is as follows:

Paper Size and Settings#

• Size: A4 paper (the standard size for official documents in Japan).
• Orientation: Portrait (vertical).
• Writing Direction: Horizontal writing (left to right).

Font and Text Size#

• Font: Use standard, readable fonts such as Mincho (e.g., MS Mincho) or Gothic (e.g., MS Gothic). Avoid highly stylized or “pop” design fonts.
• Text Size: A size between 10.5 and 12 points is appropriate. Avoid text that is too small to read comfortably.

Mandatory Information#

The following information must be included at the beginning of the document:

• Addressee: “To the Commissioner of the Immigration Services Agency” (出入国在留管理庁長官 殿).
• Date: The date of submission or creation.
• Applicant’s Information: Nationality, Full Name, and Date of Birth (to clearly identify the applicant).

Signature (Most Important)#

While the body of the text should be typed on a computer, the signature line at the end of the document must be signed by hand (wet signature) by the applicant. Even if the name is typed, signing by hand next to it (and affixing a personal seal/hanko if available) proves that the document is authentic and created by the applicant. In Japanese administrative practice, a typed body combined with a handwritten signature is the most formal and accepted format.

Conclusion#

Regarding the debate between “handwritten” and “computer-generated” Statements of Reason, the conclusion in modern immigration practice is clear. Considering legibility, ease of correction, and appropriateness as a business document, creating the document on a computer is recommended.

“Sincerity” is demonstrated not by the format of handwriting, but by the “content”—which should be logical and truthful—and the “readability,” which shows consideration for the reader (the examiner). By carefully creating the document on a computer and adding a handwritten signature at the end, the document will be treated as fully sincere and official. Ensuring the format is clean and professional so that the examiner can smoothly understand the content is a vital part of application preparation.