Required Documents for Application

Detailed explanation of Required Documents for Application based on official information from 出入国在留管理庁. Japan

Published: January 12, 2026

Required Documents for Residence Status Applications in Japan

1. Overview

Applying for or renewing a residence status in Japan requires submitting a complete set of documents to the Immigration Services Agency of Japan (ISA). The required documents vary significantly depending on the specific status of residence (e.g., work visa, student visa, spouse visa) and the purpose of the application (new application, renewal, change of status). Submitting an incomplete or incorrect application package is a primary reason for delays or rejections. This guide outlines the general framework and categories of documents required, but applicants must always confirm the exact list for their specific situation with official sources.

2. Applicable Objects & Scenarios

This information applies to foreign nationals who need to:

  • Apply for a Certificate of Eligibility (COE) from outside Japan.
  • Apply for a status of residence upon entering Japan with a COE.
  • Apply for a change of status of residence (e.g., from Student to Engineer/Specialist in Humanities/International Services).
  • Apply for renewal of their period of stay (extension of residence permit).
  • Apply for permission to engage in activity not permitted by the current status (e.g., part-time work permission for students).

3. Core Conclusions

  • Documentation is Status-Specific: There is no universal checklist. The exact documents are determined by the status of residence you are applying for.
  • Two Main Application Pathways: Applications are generally made either from overseas (involving a Certificate of Eligibility) or from within Japan.
  • Sponsorship is Key: Most work-related and long-term stay statuses require documents from a sponsoring organization or individual in Japan (e.g., employer, school, spouse).
  • Accuracy is Critical: All forms must be filled out completely and accurately. Inconsistent information between applicant and sponsor documents is a common issue.
  • Timeliness Matters: Many documents, especially those from official institutions, have validity periods (typically 3 months).

4. Procedures & Steps

Step 1: Preparation

  1. Identify Your Status: Determine the exact status of residence you are eligible for and applying for (e.g., "Highly Skilled Professional," "Instructor," "Spouse or Child of Japanese National").
  2. Consult the Official Checklist: Visit the Immigration Services Agency website and download the "Application Guide" or document checklist for your specific status and application type.
  3. Gather Applicant's Core Documents: These typically include:
    • Valid passport.
    • Residence Card (if already residing in Japan).
    • Passport-size photographs (specific size and recency requirements apply).
    • Completed application form (specific form for each application type).
  4. Request Supporting Documents from Sponsor: If applicable, request the necessary documents from your employer, school, or family sponsor in Japan. This may include:
    • Documents proving the sponsor's legitimacy (Company Registry, school brochures).
    • Contract of employment, admission letter, or marriage certificate.
    • Documents related to the sponsor's financial and tax status.

Step 2: Application & Submission

  1. Final Check: Review all documents against the official checklist. Ensure forms are signed and stamped where required.
  2. Submission Location:
    • From Overseas (COE Application): Your sponsor in Japan submits the application for a Certificate of Eligibility to the regional immigration bureau with jurisdiction over their location.
    • From Within Japan: The applicant submits the application for renewal or change of status in person (or via a proxy with Power of Attorney) at the regional immigration bureau with jurisdiction over their place of residence in Japan.
  3. Pay Fees: Some applications require payment of a revenue stamp fee. Please verify the exact fee with official sources at the time of application.

Step 3: Review & Confirmation

  1. Receipt of Application: You will receive an application receipt postcard. Keep this safe.
  2. Processing Time: Processing times vary from several weeks to several months. Check the ISA website for current estimated processing times.
  3. Outcome Notification:
    • For COE applications, the result is mailed to the sponsor in Japan.
    • For in-country applications, the result is typically notified via postcard. You must bring this postcard and your passport to the immigration bureau to receive the new residence status endorsement.

5. Frequently Asked Questions (FAQ)

Q1: Where can I find the exact document checklist for my visa type? A: All official checklists and application forms are available on the Immigration Services Agency of Japan (ISA) website under "Procedures for Status of Residence." You must select your specific status of residence.

Q2: Do all documents need to be translated into Japanese? A: Yes, documents issued in a foreign language generally must be accompanied by a Japanese translation. The translator should include their name, signature, and contact information.

Q3: How recent do my photographs need to be? A: Photographs must be taken within the last 3 months, without headwear (except for religious reasons), against a plain background, and must meet the specified size (typically 4cm x 3cm).

Q4: Can I submit copies of documents like my diploma or passport? A: For most official applications, you must submit the original documents or certified copies issued by the relevant authority. Simple photocopies are often not accepted. Your passport must always be the original.

Q5: What happens if my application is incomplete? A: The immigration bureau may return the application without processing it or issue a notice asking for additional documents. This will significantly delay the process.

Q6: Can I apply by mail? A: As a general rule, applications for renewal or change of status made within Japan must be submitted in person. Exceptions may apply in specific circumstances, such as illness. Always check the latest rules on the ISA website.

Q7: My company is preparing the documents. What should I, the applicant, provide? A: You are responsible for providing your personal documents (passport, photos, academic/professional certificates, etc.) to your sponsor/employer in a timely and accurate manner.

6. Risks & Compliance

  • Disclaimer: This article is a general guide. Immigration regulations are subject to frequent change. The final and definitive source of information is always the official Immigration Services Agency of Japan (ISA).
  • False Documentation: Submitting forged or falsified documents will result in application rejection, revocation of status, deportation, and a ban on re-entry.
  • Overstaying: Begin the renewal process well before your current period of stay expires (recommended 2-3 months prior). Overstaying is a serious violation of immigration law.
  • Professional Advice: For complex cases, consider consulting with a licensed immigration lawyer or administrative scrivener.

7. References & Sources

8. Related Topics

  • Certificate of Eligibility (COE)
  • Status of Residence (Zairyu Shikaku)
  • Residence Card (Zairyu Card)
  • Re-entry Permit
  • Permission to Engage in Activity Other Than That Permitted by the Status of Residence
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