Staff Visa Document Templates

Summary

This page provides template wording for supporting letters commonly used in staff visa application and renewal processes for long-term staff at YWAM Sendai.

These templates are provided as practical examples. Immigration requirements may change, and YWAM Sendai may update the approved wording from time to time. If current onboarding instructions differ from the text on this page, staff should use the version provided during onboarding.

When are these templates used?

These templates are commonly used when a sending church, mission agency, denomination, or other sending religious organization needs to provide written confirmation in support of a staff member’s visa process.

They are typically used for:

initial Certificate of Eligibility application
renewal or extension of period of stay

What should sending organizations know?

These letters should:

be written on official letterhead
be signed by an authorized representative
use the staff member’s full legal name as shown in the passport
match other submitted documents as closely as possible
be reviewed carefully for accuracy before submission

Dispatch Letter Template

Use this for an initial visa application process such as a Certificate of Eligibility application.

[Official Letterhead of Sending Organization]

Date: [Day, Month, Year]

To Whom It May Concern:

This letter is to certify that [Full Legal Name as in Passport], born on [Date of Birth], holder of passport number [Passport Number], is a duly recognized [missionary / minister / pastor / religious worker / church worker] of [Name of Sending Organization].

[Name of Sending Organization] is a religious organization located at [full address] in [country]. Our organization is affiliated with [denomination / church network / mission body, if applicable] and is engaged in [brief description of religious activities and mission].

We hereby officially dispatch [Name] to Japan for the purpose of engaging in religious activities with Youth With A Mission Japan, a religious organization located in Japan.

1. Period of Dispatch
Expected duration: [e.g. 1 year / 3 years]

2. Position and Religious Status
During this assignment, [Name] will serve as a missionary.

[Name] has been recognized by our organization as follows:
Status: [ordained minister / commissioned missionary / appointed religious worker / etc.]
Date of [ordination / commissioning / appointment]: [date]
Summary of ministry background: [brief summary of ministry experience, training, or service]

3. Purpose and Nature of Activities in Japan
The purpose of this dispatch is for [Name] to engage in religious activities in Japan in cooperation with Youth With A Mission Japan.

The planned activities include, but are not limited to:
- conducting or assisting with worship services
- preaching and teaching
- Bible study or religious education
- discipleship and pastoral support
- prayer ministry
- outreach / evangelistic ministry
- support of the religious mission and activities of the receiving organization in Japan

These activities are religious in nature and are to be carried out as part of the mission of our organization and in cooperation with the receiving religious organization in Japan.

4. Financial Support / Remuneration
[Name] will not receive a salary from the receiving organization in Japan.

Instead, [Name]'s living expenses during the assignment in Japan will be covered through an established missionary support arrangement raised outside Japan. This support consists of contributions from individual and church supporters and is provided directly to [Name] rather than being processed through the receiving organization in Japan.

Our organization is fully aware of and endorses this support arrangement. We confirm that this is the recognized basis on which [Name] is being sent to carry out religious activities in Japan.

The approximate amount of financial support available to [Name] is [amount and currency] per month / [amount and currency] per year, which is intended to cover living expenses during the assignment in Japan.

5. Relationship to the Sending Organization
[Name] is being sent by [Name of Sending Organization] as part of our religious mission and remains under our [recognition / appointment / commissioning] during the assignment in Japan.

We respectfully request favorable consideration of [Name]'s application for a Certificate of Eligibility under the status of residence of Religious Activities.

If further information is required, please feel free to contact us.

Sincerely,

[Signature]
[Name of Signatory]
[Title / Position]
[Name of Sending Organization]
[Address]
[Telephone]
[Email]

Continuing Dispatch Letter Template

Use this for renewal or extension of period of stay under Religious Activities.

[Official Letterhead of Sending Organization]

Date: [Day, Month, Year]

To Whom It May Concern:

This letter is to certify that [Full Legal Name as in Passport], born on [Date of Birth], holder of passport number [Passport Number], remains a duly recognized [missionary / minister / pastor / religious worker / church worker] of [Name of Sending Organization].

[Name of Sending Organization] is a religious organization located at [full address] in [country]. Our organization is affiliated with [denomination / church network / mission body, if applicable] and is engaged in [brief description of religious activities and mission].

We confirm that [Name]'s assignment to Japan is continuing in cooperation with Youth With A Mission Japan, and that [Name] continues to be sent by our organization for the purpose of engaging in religious activities in Japan.

1. Continued Assignment / Period
Expected duration: [e.g. 1 year / 3 years]

2. Position and Religious Status
During this continued assignment, [Name] will continue to serve as a missionary.

[Name] remains under the [recognition / appointment / commissioning / ordination] of our organization.

3. Purpose and Nature of Activities in Japan
During the continued assignment in Japan, [Name] is expected to continue engaging in religious activities in cooperation with Youth With A Mission Japan.

These activities include, but are not limited to:
- conducting or assisting with worship services
- preaching and teaching
- Bible study or religious education
- discipleship and pastoral support
- prayer ministry
- outreach / evangelistic ministry
- support of the religious mission and activities of the receiving organization in Japan

4. Financial Support / Remuneration
[Name] will not receive a salary from the receiving organization in Japan.

Instead, [Name]'s living expenses during the continued assignment in Japan will be covered through an established missionary support arrangement raised outside Japan. This support consists of contributions from individual and church supporters and is provided directly to [Name] rather than being processed through the receiving organization in Japan.

Our organization is fully aware of and endorses this support arrangement. We confirm that [Name] continues to have financial support for living expenses during the assignment in Japan.

The approximate amount of financial support is [amount and currency] per month.

5. Organizational Endorsement
We confirm that [Name] continues to serve in Japan as part of the religious mission of our organization and remains under our recognition and endorsement during this assignment.

We respectfully request favorable consideration of [Name]'s application for Extension of Period of Stay under the status of residence of Religious Activities.

If further information is required, please feel free to contact us.

Sincerely,

[Signature]
[Name of Signatory]
[Title / Position]
[Name of Sending Organization]
[Address]
[Telephone]
[Email]