How to Apply to International Schools in Japan
Applying to an international school in Japan involves more than filling in a form: calendar mismatches, English assessments and capacity pressure in Tokyo all shape the timeline. Here's how to approach the process step by step.
Quick answer
A step-by-step guide to applying to international schools in Japan, covering timing, documents, assessments, and the April vs September calendar issue.
At a glance
- Country: Japan
- Sections: 16
- Questions answered: 8
- Read time: 12 min read
Start earlier than you think you need to
Because a number of Tokyo's international schools face genuine capacity pressure at certain grade levels, and because the mismatch between the Japanese national school calendar and most international schools' own calendars complicates mid-year moves, families relocating to Japan are generally well advised to start the school application process as soon as a move becomes a firm plan, rather than waiting until closer to the relocation date or after arrival.
This is particularly true if you have limited flexibility on your arrival date, or if your child is entering a grade level or age group that's known to be more competitive at your preferred schools. Starting early doesn't guarantee a place, but starting late genuinely narrows your options in ways that can be hard to recover from.
Why timing matters more in Japan than in some other countries
Most international schools in Japan run on a northern-hemisphere calendar, starting in August or September, while the Japanese national school system runs April to March. If your relocation timing is flexible, arriving in time for the August or September start of most international schools generally gives you the widest range of options, since that's when the largest number of places typically become available across grade levels.
Arriving mid-year is entirely possible and many families do it, but it generally means a narrower set of available places, since schools have fewer, if any, planned openings outside their normal entry points. If your move date isn't flexible, it's worth contacting prospective schools as early as possible to understand realistically what mid-year availability looks like for your child's specific grade level, rather than assuming a place will be available simply because the school is large or well known.
Researching and shortlisting schools
Before submitting any applications, take time to research schools against your family's actual priorities: curriculum, location relative to where you expect to live and work, school size and community, extracurricular offerings, and, if relevant, support for English language learners or additional learning needs. Our guide to international schools in Japan is a useful starting point for understanding how the landscape breaks down.
Where possible, try to speak to current parents, not just admissions staff, since they can offer a more grounded perspective on daily life at a school than marketing materials alone.
Typical documents schools will ask for
While requirements vary by school, most international schools in Japan will ask for a completed application form, your child's previous school reports or transcripts covering at least the past one to two years, a copy of your child's passport and, where relevant, visa or residence documentation, and sometimes a reference or recommendation from the current or most recent school. For children with any identified learning needs or an Individual Education Plan (IEP) at a previous school, schools generally ask for this documentation upfront so they can assess whether they can appropriately support your child.
Don't assume the exact list of required documents; ask each school directly, since requirements and the order in which documents are needed (some schools want everything upfront, others release requirements in stages) genuinely vary.
English language assessment
Many international schools in Japan, given that instruction is conducted almost entirely in English, will assess a child's English proficiency as part of the admissions process, particularly for children without prior English-medium schooling. The format varies: some schools use a short written or online assessment, others an in-person or video interview, and some a combination of methods depending on the child's age.
Ask a school directly what form its assessment takes, whether it happens before or after an offer of a place, and what support is available if a child does not yet meet the school's expected level of English, since some schools offer additional language support programmes while others may not be able to accommodate a child who needs significant additional support.
Beyond English assessment specifically, some schools, particularly for entry into more senior grade levels, also conduct a broader academic assessment or an interview with the child and sometimes with parents. This is more common as children get older and move towards secondary or Diploma-level entry points, where a school needs to be confident it can place a child appropriately within its existing curriculum structure.
Ask what the assessment or interview will cover, and whether there's any preparation the school recommends, so your child arrives feeling reasonably prepared rather than caught off guard by an unfamiliar process.
Applying while still abroad
It's entirely normal, and often necessary given timing pressures, to begin the application process for a school in Japan while your family is still living elsewhere. Most schools are used to handling applications, and even entrance assessments, remotely via video call or online testing platforms for families who haven't yet relocated.
Be upfront with a school about your planned arrival date and any uncertainty in your relocation timeline, since this affects both which entry point they might offer and how they sequence any required assessments.
Waiting lists and what they mean in practice
If a school tells you your child has been placed on a waiting list, it's worth asking directly how that waiting list actually works: whether it's ranked in a specific order, how often it moves, and whether being on it for one grade level or start date carries over automatically to a later one if your circumstances change. Waiting list practices vary considerably between schools and are rarely explained in detail unless you ask.
It's also reasonable to apply to more than one school in parallel, given the genuine uncertainty some families face around capacity in Japan, though be mindful of any application or deposit fees this involves, and be considerate about withdrawing promptly from other processes once you've accepted a place elsewhere.
Not sure which schools fit your family?
Choosing an international school depends on your child's age, curriculum preference, location and budget. Tell us what you're looking for and we'll help you identify schools worth considering.
Offers, deposits and confirming a place
Once a school makes an offer, it will generally ask for a deposit, and sometimes an entrance fee, to secure the place, along with a signed enrolment agreement. Read this agreement carefully, particularly clauses covering withdrawal, refunds, and any conditions attached to the offer (for example, conditional on final school reports or a visa being granted), before signing.
Our guide to school fees in Japan covers what these deposits and related charges commonly look like in more detail.
Coordinating the school search with your wider relocation
The school application process doesn't happen in isolation from the rest of your move to Japan; it interacts with decisions about visas, housing location, and your own or your partner's employment start date. Because commute times in Tokyo in particular can be significant, it's often sensible to have a reasonably firm shortlist of schools, or ideally a confirmed place, before finalising exactly where you'll live, rather than the other way around.
Our guide to moving to Japan with children looks at this wider coordination in more detail, including how schooling fits alongside other relocation decisions.
Applying to a Japanese school with an English programme
If you're considering a Japanese private school with an English-medium or bilingual programme rather than a fully international school, the application process can differ meaningfully, sometimes including elements more typical of Japanese school admissions, such as parent interviews or an emphasis on the family's commitment to the school's community. Ask specifically what the process looks like at this type of school, since it may not mirror the process at an internationally accredited school in the way you might expect.
If your child needs to transfer mid-programme
A child transferring into an IB, A-level or AP programme partway through, whether from another country or between schools within Japan, needs particular care around timing and subject continuity. Contact both the sending and prospective receiving school as early as possible to understand whether a smooth transfer is realistic given the point your child has reached, since some transfers, particularly deep into a two-year programme, may not be workable at every school.
A realistic application timeline
A rough application timeline
- 6–12 months before moving: research schools and make initial contact
- As soon as possible: submit applications and required documents
- Before or shortly after arrival: complete any English or academic assessments
- On offer: review the enrolment agreement carefully before paying a deposit
- Throughout: keep your employer or relocation provider informed if they're supporting the process
While every family's situation differs, a reasonable rule of thumb is to begin researching and contacting schools six to twelve months before your planned move where possible, submit formal applications as soon as a school's process allows, and treat any assessment or interview requirements as a scheduling priority rather than something to fit in around other relocation tasks. If your timeline is shorter than this, it doesn't mean you have no options, but it does mean being especially proactive and flexible about which schools and start dates you're willing to consider.
A month-by-month planning framework
Rather than treating the application process as a single event, it helps to think of it as a sequence of stages spread across several months, each with its own deadline pressure. In the earliest stage, roughly six to twelve months before a planned move, focus on research, shortlisting, and initial contact with schools to understand realistic capacity. In the middle stage, generally three to six months out, focus on submitting formal applications, gathering documentation, and scheduling any required assessments. In the final stage, in the weeks immediately before and after arrival, focus on confirming the enrolment agreement, completing any outstanding paperwork, and preparing your child for the practical realities of starting at a new school.
Families with a shorter runway than this shouldn't assume they have no options, but should expect to compress these stages and be more flexible about which schools and start dates remain realistic, since the schools with the most capacity pressure are generally the ones requiring the longest lead time.
A pre-visit and pre-application checklist
Questions to bring to every school visit or call
- What is the realistic timeline to an offer for our child's specific grade level
- What is the complete list of required documents, and can they be submitted before we arrive
- What does the English or academic assessment involve, and when does it happen relative to an offer
- What is the deposit amount, and under what circumstances is it refundable
- What support exists for a child transferring from a different curriculum or grading system
- How and how often does the school communicate with families during the application process
Before contacting a shortlisted school, or during an initial visit, it's worth having a clear list of questions ready so you make efficient use of admissions staff's time and leave with genuinely comparable information across schools. Useful questions include: what the realistic timeline looks like for an offer at your child's grade level; what the complete list of required documents is, and whether they can be submitted digitally in advance of arrival; whether the school runs its own English or academic assessment and in what format; what the deposit and any refund policy look like; and what specific support exists for a child transferring from a different curriculum or grading system than the one the school uses.
Writing down each school's answers as you go, rather than trying to remember them later, makes it far easier to compare schools fairly once you've completed several visits or calls in succession.
Common mistakes families make during the application process
A few recurring mistakes are worth actively avoiding. The first is waiting until arrival in Japan to begin the school search, which unnecessarily narrows options at schools facing genuine capacity pressure. The second is applying to only one school without a realistic fallback, which can leave a family with no good option if that single application doesn't succeed. The third is signing an enrolment agreement without reading the withdrawal and refund clauses carefully, which can create financial exposure if plans change. The fourth is underestimating how long document collection can take, particularly transcripts or reports from a previous school in a different country, which can involve delays outside your control.
Avoiding these mistakes largely comes down to starting early, applying to a realistic shortlist rather than a single school, and reading every document carefully before signing rather than under time pressure.
When plans change after you've started the process
Relocation timelines shift for all sorts of reasons, from visa processing delays to changes in an employer's start date, and it's worth knowing how to handle this proactively with a school rather than letting silence create confusion. If your arrival date changes, notify any school you've applied to or accepted a place with as soon as you know, since schools generally prefer early notice and may be able to adjust a start date, hold a place, or clarify what a delay means for your deposit and any conditional offer terms. Being transparent tends to lead to a more workable outcome than waiting until the original start date to explain a delay.
Frequently Asked Questions
When should I start applying to international schools in Japan?
As early as possible once a move to Japan becomes a firm plan, ideally six to twelve months in advance where feasible, given capacity pressure at some Tokyo schools and the calendar mismatch with the Japanese national system.
Can I apply to a school in Japan before we've relocated?
Yes, this is common and most schools are set up to handle applications and even assessments remotely via video call or online testing for families who haven't yet arrived.
Will my child need an English test to get into an international school?
Many schools assess English proficiency, particularly for children without prior English-medium schooling. The format and requirements vary by school, so ask directly.
Is it normal to apply to more than one school at once?
Yes, particularly given capacity uncertainty in Japan, though be mindful of application fees and withdraw promptly from other processes once you accept a place.
What happens if we arrive in Japan outside the usual school start date?
Mid-year admission is possible at many schools but generally means fewer available places. Contact schools early to understand realistic mid-year availability for your child's grade level.
Do international schools in Japan require an interview?
Some do, particularly for older children entering secondary or Diploma-level years. Ask a school directly what its process involves.
What documents will I need for the application?
Typically an application form, prior school reports or transcripts, passport and residence documentation, and any records of learning support needs. Exact requirements vary by school.
How do waiting lists work at Japanese international schools?
Practices vary considerably; ask a school directly whether its waiting list is ranked, how often it moves, and whether your position carries over to a later start date if needed.
International schools in Tokyo
- Aoba-Japan International School
- Canadian International School Tokyo
- Clarence International School Tokyo
- Columbia International School
- Deutsche Schule Tokyo Yokohama
International schools in Osaka
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