Complete Guide to Japanese Status of Residence Application Process

If you plan to stay in Japan long-term for employment, study, marriage, or starting a business, understanding the status of residence system is essential. For first-time applicants, the terminology can be unfamiliar and the procedures may seem complicated.

In this article, we provide a practical, step-by-step guide that you can apply directly to your actual application process.

1. Preparing Required Documents

Once you have determined the type of status of residence and application category, it is time to prepare your documents.

Here are examples of commonly required documents:

Status of residence application form
Passport and residence card
ID photos
Documents proving your activities (Employment contract, certificate of employment, letter of admission, marriage certificate, etc.)
Company-related documents (Certificate of registered matters, financial statements, company brochure, etc.)

Required documents vary significantly depending on the status of residence, so it is important to prepare based on the official guidelines from the Immigration Services Agency. Additional documents may frequently be requested depending on individual circumstances.

2. Submitting Your Application at the Immigration Bureau

Once all documents are ready, visit the Immigration Services Agency office with jurisdiction over your place of residence to submit your application.

In principle, you must apply in person
Proxy applications through administrative scriveners (Gyoseishoshi) are possible
No fee is charged at the time of submission

For new applicants, the sponsoring company often submits the application on their behalf. The Immigration office with jurisdiction depends on your residential address.

After submission is complete, you will receive a receipt, and the application will proceed to the review stage.

3. Review Period and Requests for Additional Documents

The review period varies depending on the status of residence and the time of application, but generally falls within the following range:

Typically takes 1 to 3 months on average
Processing times may be longer during peak periods

During the review, you may receive requests for additional documents. Failure to respond within the specified deadline may result in denial, so prompt attention is essential.

4. Post-Approval Procedures (Receiving Your Residence Card)

After approval is granted, the following procedures apply depending on your application type.

For New Entrants to Japan

(In Japan) Receive the Certificate of Eligibility (COE) - usually your company receives it and sends it to you by mail
(In your home country) Obtain a visa at the Japanese embassy or consulate
(In Japan) Receive your residence card upon entry to Japan

For Change or Renewal Applicants

Receive the approval notice
Pay the stamp fee (revenue stamp)
Receive your new residence card

Once these steps are completed, the status of residence application process is finished.

Key Takeaways

The most important points in a status of residence application are:

Ensure your status of residence matches your actual activities
Maintain consistency across all documents
Respond promptly to requests for additional documents

For first-time applicants especially, understanding the overall process is far more important than focusing on individual documents. By understanding the procedure structurally and preparing accordingly, you can significantly reduce unnecessary trial and error.