The Complete Guide to the Japanese Status of Residence Application Process

If you plan to stay in Japan long-term for employment, study, marriage, or starting a business, you must understand the status of residence (在留資格) system. For first-time applicants, the terminology can be unfamiliar and the procedures may seem complicated.

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

Three Types of Status of Residence Applications

Status of residence applications are broadly divided into three types. First, check which type applies to your situation.

Certificate of Eligibility (COE) Application (新規): For those entering Japan for the first time. Typically, a representative in Japan (company, school, etc.) submits the application to the Immigration Services Agency. For detailed procedures, see COE (Certificate of Eligibility) Issuance Process.
Change of Status of Residence Application (変更): For those already residing in Japan who wish to change to a different status of residence. For example, changing from a student visa to a work visa.
Extension of Period of Stay Application (更新): For those who wish to extend their period of stay while maintaining their current status of residence. Applications can be made starting 3 months before the expiration date.

1. Preparing Required Documents

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

Commonly Required Documents

Status of residence application form: Can be downloaded from the Immigration Services Agency website
Passport and residence card: Make sure they have sufficient remaining validity
ID photo: 4cm (height) x 3cm (width), taken within the last 3 months. For detailed specifications, see ID Photo Requirements Guide
Revenue stamps for fee payment: Fees vary depending on the application type. For details, see Application Fees Guide

Additional Documents Based on Activity Type

The required documents vary significantly depending on the status of residence.

Status of Residence	Main Additional Documents
Engineer/Specialist in Humanities/International Services	Employment contract, graduation certificate, resume, company registration certificate, financial statements
Student	Certificate of admission, certificate of enrollment, financial support letter
Spouse of Japanese National	Marriage certificate, spouse’s family register, questionnaire, snapshot photos
Business Manager	Business plan, office lease agreement, proof of investment
Permanent Residence	Certificate of employment, tax payment certificate, tax certificate, letter of guarantee

You can check the list of required documents by status of residence on the Immigration Services Agency’s official website. Additional documents may frequently be requested depending on individual circumstances, so it is important to prepare with plenty of time.

Important Notes for Document Preparation

Consistency across documents: The job duties on the employment contract must match the activities described on the application form
Translations required: Documents in foreign languages must be accompanied by Japanese translations. Include the translator’s name and contact information
Check validity periods: Graduation certificates, employment certificates, etc. should be issued within the last 3 months
Originals and copies: Originals are required in principle, but copies may be accepted for some documents. If you need originals returned, request this at the counter

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.

Application Methods

There are two main application methods in Japan.

Counter Application (In-person)

In principle, you must apply in person
Proxy applications through administrative scriveners (行政書士) and other legal representatives are also possible
No fee is charged at the time of submission; fees are paid via revenue stamps when the permit is granted

Online Application (Residence Application Online System)

Since March 2023, applications can also be submitted online through the “Residence Application Online System (在留申請オンラインシステム)”
Eligible users: the applicant, employees of the sponsoring organization, lawyers, administrative scriveners, etc.
Available procedures: extension of period of stay, change of status of residence, re-entry permission, etc.
Applications can be submitted 24 hours a day, eliminating the need to visit the immigration office
Prior user registration is required

Application Location

The Immigration Services Agency office with jurisdiction varies depending on your registered address. If you submit an application at a non-jurisdictional office, it may be rejected, so be sure to confirm in advance.

For detailed jurisdiction information, see Immigration Bureau Application Locations by Residence.

Tips for Your Visit

Avoid peak hours: Mondays, the day after public holidays, and morning hours are particularly crowded. If possible, visit on a weekday afternoon
Check closing times: Most offices accept applications until 16:00. Allow plenty of time for your visit
Pre-check your documents: Many people are turned away at the counter due to incomplete documents. Create a checklist and verify everything

Once your application is submitted, you will receive a receipt, and the process moves to the review stage.

3. Review Period and Requests for Additional Documents

Average Review Period by Application Type

The review period varies depending on the status of residence and application type. Based on processing time statistics published by the Immigration Services Agency:

Application Type	Average Review Period
Certificate of Eligibility Issuance	1 to 3 months
Change of Status of Residence	2 weeks to 2 months
Extension of Period of Stay	2 weeks to 1 month
Permanent Residence	4 months to over 1 year

Factors that affect the review period include:

Timing of application: Applications are concentrated during the April hiring season (January to March), which can extend review times
Sponsoring organization category: Companies in Category 1, such as listed companies, tend to have relatively faster reviews
Completeness of documents: Insufficient documents lead to delays due to requests for additional materials
Type of status of residence: Permanent residence applications take significantly longer than other applications

Requests for Additional Documents (資料提出通知書)

During the review, the Immigration Services Agency may request additional documents. In such cases, please note the following:

You must submit the documents within the deadline specified in the notice (usually 1-2 weeks)
Missing the deadline may result in denial
It is effective to submit not only the requested documents but also a supplementary explanation (statement of reasons)
If you are unsure how to prepare the requested documents, consider consulting an administrative scrivener or other specialist

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

Receive the Certificate of Eligibility (COE) in Japan (usually the company receives it and sends it to you by mail)
Apply for a visa at the Japanese embassy or consulate in your home country (usually takes 3-7 days)
Receive your residence card at the airport upon entering Japan (Narita, Haneda, Kansai, Chubu, Chitose, Fukuoka airports)

The COE is valid for 3 months from the date of issuance. You must enter Japan within this period.

For Change or Extension Applicants

Receive the approval notice (postcard or online notification)
Visit the Immigration Services Agency office and pay via revenue stamps
Receive your new residence card

The fee for a change of status is 4,000 yen, and for an extension of period of stay is also 4,000 yen (paid via revenue stamps).

What to Do After Receiving Your Residence Card

Register your address: Within 14 days of receiving your residence card, you must register your address at your local municipal office
Always carry your residence card: Foreign nationals aged 16 and over must always carry their residence card. Failure to carry it may result in a fine of up to 200,000 yen
Apply for a My Number card: After registering your address, you will be assigned a My Number (individual number) and can apply for a My Number card

Common Mistakes and Precautions

Knowing about common mistakes in status of residence applications in advance can help you avoid unnecessary setbacks.

Mistake	Consequence	Prevention
Applying for extension after period of stay has expired	Illegal stay (overstay)	Applications can be made starting 3 months before expiration. Allow plenty of time
Inconsistency between application form and attached documents	Denial or request for additional documents	Cross-check all dates, amounts, and job duties across all documents before submission
Mismatch between status of residence and actual activities	Possible revocation of status of residence	Only perform activities permitted under your work visa. Permission for activities outside status is needed for part-time work
Failure to report address change	Grounds for revocation of status of residence	Report to the municipal office within 14 days of moving
Insufficient passport validity	Application may not be accepted	Ensure passport validity covers the intended period of stay

Using the Online Application System

Since March 2023, the “Residence Application Online System” allows you to apply without visiting the immigration office.

Advantages of Online Application

Available 24 hours a day (no office hour restrictions)
No need to visit the immigration office (saves transportation costs and waiting time)
You can check application status online
Online payment for revenue stamps is available (discounted fees apply)

Procedures Available Online

Extension of period of stay
Change of status of residence
Re-entry permission
Permission to engage in activities other than those permitted by the status of residence

How to Use

Register as a user on the Immigration Services Agency website
Verify your identity using your My Number card (Public Individual Authentication Service)
Attach required documents in PDF or JPEG format and submit your application
Check the review results online
Visit the immigration office to receive your new residence card upon approval (or receive it by mail)

In Closing

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

Consistency between your status of residence and actual activities: Only perform activities you are permitted to do
Consistency across all documents: All documents must be consistent with each other
Prompt response to requests for additional documents: Respond diligently within the deadline
Allow sufficient time: Reviews may take longer than expected, so build in extra time

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.