Intra-company Transferee - Required Documents
The Intra-company Transferee visa status is for employees of public or private organizations with headquarters, branches, or other offices in Japan who are transferred from a foreign office to an office in Japan for a specified period to engage in work activities at that office.
| Applicable Activities | Activities where employees of public or private organizations with headquarters, branches, etc. in Japan are transferred from foreign offices to Japanese offices to engage in work falling under Engineer/Specialist in Humanities/International Services |
|---|---|
| Period of Stay | 5 years, 3 years, 1 year, 3 months |
Organization Category Classification
The required documents differ depending on the category of the affiliated organization. Please first confirm your applicable category.
Category 1: Listed companies, mutual companies engaged in the insurance business, national/local public entities, independent administrative agencies, special corporations/authorized corporations, companies eligible for bonus points under the Highly Skilled Professional points system (innovation-promoting companies), companies meeting certain conditions, etc.
Category 2: Organizations or individuals that have submitted a statutory report summary table of withholding tax records for employees’ salary income for the previous year, and have been approved to use the online residence application system.
Category 3: Organizations or individuals that have submitted a statutory report summary table of withholding tax records for employees’ salary income for the previous year (excluding Category 2).
Category 4: Organizations or individuals not falling under Categories 1 through 3.
Required Documents by Application Type
- Application for Certificate of Eligibility (New)
- Application for Change of Status of Residence
- Application for Extension of Period of Stay
Important Notes Before Applying
- Required documents differ depending on the category of the affiliated organization. Please first confirm the Organization Category Classification above.
- For questions about application forms and required documents, please contact the Immigration Information Center. (TEL: 0570-013904)
- Applications with incomplete documents may result in significant processing delays or denial of permission.
- All certificates issued in Japan must be submitted within 3 months of the date of issue.
- Documents written in foreign languages must be accompanied by a Japanese translation.
- Submitted materials will not be returned in principle. If you wish to have them returned, please inform the office at the time of application.
- Additional documents may be requested during the examination process.
Application for Certificate of Eligibility (New)
This is the application for those who wish to newly enter Japan with the Intra-company Transferee visa status.
Common Required Documents (All Categories)
1. Application for Certificate of Eligibility - 1 copy
2. Photograph - 1
4cm (H) x 3cm (W), taken within 6 months prior to application, front-facing, without hat, plain background. Write the applicant’s name on the back of the photo and attach it to the photo section of the application form.
3. Return envelope - 1
Write the recipient’s address on a standard envelope and attach stamps for simplified registered mail (404 yen).
4. Documents proving the applicable category
Submit documents proving the category of the affiliated organization. If no applicable documents can be submitted, you will be classified as Category 4.
- Category 1: Copy of the Shikiho (quarterly corporate report) or stock exchange listing certificate, document proving establishment approval by the competent authority, document proving innovation-promoting company status (copy of subsidy grant decision notice, etc.), document proving the company meets certain conditions (copy of certification, etc.)
- Category 2: Copy of the statutory report summary table of withholding tax records for employees’ salary income for the previous year, or document proving approval to use the online system (approval notification email, etc.)
- Category 3: Copy of the statutory report summary table of withholding tax records for employees’ salary income for the previous year
- Category 4: Copy of the statutory report summary table of withholding tax records for employees’ salary income for the previous year
Additional Documents for Categories 1 and 2
Only the common documents listed above need to be submitted. Additional documents are not required in principle.
Additional Documents for Categories 3 and 4
Categories 3 and 4 must submit the following documents in addition to the common documents listed above.
5. Materials proving the details of activities (including activity content, duration, position, and remuneration)
Whichever of the following applies:
- (1) In the case of a transfer within the same corporation
- a. Copy of the transfer order
- b. Copy of the appointment notice, etc.
- (2) In the case of a transfer to a different corporation
- Notification of working conditions based on Article 15, Paragraph 1 of the Labor Standards Act and Article 5 of the Enforcement Regulations of the same Act
- (3) In the case of officers or others who are not classified as workers
- a. For companies: Copy of the articles of incorporation specifying officer remuneration, or copy of the minutes of the shareholders’ meeting resolving officer remuneration (for companies with a remuneration committee, copy of the minutes of said committee)
- b. For organizations other than companies: Document from the affiliated organization specifying the position (duties), duration, and amount of remuneration paid
6. Materials proving the relationship between the offices before and after the transfer
Whichever of the following applies:
- (1) In the case of a transfer within the same corporation
- Materials proving that the corporation has an office in Japan, such as a certificate of registered matters of a branch of a foreign corporation
- (2) In the case of secondment to a Japanese corporation
- Materials proving the capital investment relationship between the Japanese corporation and the foreign corporation from which the employee is seconded
- (3) In the case of secondment to a foreign corporation with an office in Japan
- a. Materials proving that the foreign corporation has an office in Japan, such as a certificate of registered matters of a branch of the foreign corporation
- b. Materials proving the capital relationship between the foreign corporation and the corporation from which the employee is seconded
7. Documents proving the applicant’s career history
- (1) Resume specifying the organizations where the applicant has worked in related duties, the content, and the duration - 1 copy
- (2) Document from the organization where the applicant worked immediately before the transfer specifying the content of duties, position, and remuneration for the past 1 year (if the applicant has stayed in Japan with the Intra-company Transferee visa status within 1 year before the transfer, including the Japanese organization where the applicant worked during that period)
8. Materials proving the business content
- (1) Brochure with detailed information on the workplace’s history, officers, organization, business content (including major clients and transaction records), etc.
- (2) Other documents equivalent to (1) prepared by the workplace
- (3) Certificate of registered matters
9. Copy of financial statements for the most recent fiscal year - 1 copy
For new businesses, submit a copy of the business plan instead of financial statements.
Additional Documents for Category 4 Only
Category 4 must submit the following documents in addition to the additional documents for Categories 3 and 4 above.
10. Materials proving the reason for being unable to submit the statutory report summary table
Whichever of the following applies:
- (1) In the case of organizations exempt from withholding tax
- Certificate of exemption from withholding tax for the foreign corporation, or other materials proving that withholding tax is not required
- (2) In the case of organizations other than (1) above
- a. Copy of the notification of establishment of a salary payment office, etc.
- b. Whichever of the following applies:
- (a) Income tax withholding calculation statement for salary income, retirement income, etc. for the most recent 3 months (copy with receipt date stamp)
- (b) If special payment deadline provisions apply, materials proving that the approval has been granted
Application for Change of Status of Residence
This is the application for those who are already residing in Japan with a different visa status and wish to change to the Intra-company Transferee visa status.
Common Required Documents (All Categories)
1. Application for Change of Status of Residence - 1 copy
2. Photograph - 1
4cm (H) x 3cm (W), taken within 6 months, front-facing, without hat, plain background. Not required for those under 16 years old.
3. Passport and Residence Card
For presentation (if unable to present the passport, a written statement of reasons).
4. Documents proving the applicable category
Submit documents proving the category of the affiliated organization. If no applicable documents can be submitted, you will be classified as Category 4.
- Category 1: Copy of the Shikiho (quarterly corporate report) or stock exchange listing certificate, document proving establishment approval by the competent authority, document proving innovation-promoting company status (copy of subsidy grant decision notice, etc.), document proving the company meets certain conditions (copy of certification, etc.)
- Category 2: Copy of the statutory report summary table of withholding tax records for employees’ salary income for the previous year, or document proving approval to use the online system (approval notification email, etc.)
- Category 3: Copy of the statutory report summary table of withholding tax records for employees’ salary income for the previous year
- Category 4: Copy of the statutory report summary table of withholding tax records for employees’ salary income for the previous year
Additional Documents for Categories 1 and 2
Only the common documents listed above need to be submitted. Additional documents are not required in principle.
Additional Documents for Categories 3 and 4
Categories 3 and 4 must submit the following documents in addition to the common documents listed above.
5. Materials proving the details of activities (including activity content, duration, position, and remuneration)
Whichever of the following applies:
- (1) In the case of a transfer within the same corporation
- a. Copy of the transfer order
- b. Copy of the appointment notice, etc.
- (2) In the case of a transfer to a different corporation
- Notification of working conditions based on Article 15, Paragraph 1 of the Labor Standards Act and Article 5 of the Enforcement Regulations of the same Act
- (3) In the case of officers or others who are not classified as workers
- a. For companies: Copy of the articles of incorporation specifying officer remuneration, or copy of the minutes of the shareholders’ meeting resolving officer remuneration (for companies with a remuneration committee, copy of the minutes of said committee)
- b. For organizations other than companies: Document from the affiliated organization specifying the position (duties), duration, and amount of remuneration paid
6. Materials proving the relationship between the offices before and after the transfer
Whichever of the following applies:
- (1) In the case of a transfer within the same corporation
- Materials proving that the corporation has an office in Japan, such as a certificate of registered matters of a branch of a foreign corporation
- (2) In the case of secondment to a Japanese corporation
- Materials proving the capital investment relationship between the Japanese corporation and the foreign corporation from which the employee is seconded
- (3) In the case of secondment to a foreign corporation with an office in Japan
- a. Materials proving that the foreign corporation has an office in Japan, such as a certificate of registered matters of a branch of the foreign corporation
- b. Materials proving the capital relationship between the foreign corporation and the corporation from which the employee is seconded
7. Documents proving the applicant’s career history
- (1) Resume specifying the organizations where the applicant has worked in related duties, the content, and the duration - 1 copy
- (2) Document from the organization where the applicant worked immediately before the transfer specifying the content of duties, position, and remuneration for the past 1 year (if the applicant has stayed in Japan with the Intra-company Transferee visa status within 1 year before the transfer, including the Japanese organization where the applicant worked during that period)
8. Materials proving the business content
- (1) Brochure with detailed information on the workplace’s history, officers, organization, business content (including major clients and transaction records), etc.
- (2) Other documents equivalent to (1) prepared by the workplace
- (3) Certificate of registered matters
9. Copy of financial statements for the most recent fiscal year - 1 copy
For new businesses, submit a copy of the business plan instead of financial statements.
Additional Documents for Category 4 Only
Category 4 must submit the following documents in addition to the additional documents for Categories 3 and 4 above.
10. Materials proving the reason for being unable to submit the statutory report summary table
Whichever of the following applies:
- (1) In the case of organizations exempt from withholding tax
- Certificate of exemption from withholding tax for the foreign corporation, or other materials proving that withholding tax is not required
- (2) In the case of organizations other than (1) above
- a. Copy of the notification of establishment of a salary payment office, etc.
- b. Whichever of the following applies:
- (a) Income tax withholding calculation statement for salary income, retirement income, etc. for the most recent 3 months (copy with receipt date stamp)
- (b) If special payment deadline provisions apply, materials proving that the approval has been granted
Application for Extension of Period of Stay
This is the application for those who are already residing in Japan with the Intra-company Transferee visa status and wish to extend their period of stay.
Common Required Documents (All Categories)
1. Application for Extension of Period of Stay - 1 copy
2. Photograph - 1
4cm (H) x 3cm (W), taken within 6 months, front-facing, without hat, plain background. Not required for those under 16 years old or for extensions of 3 months or less.
3. Passport and Residence Card
4. Documents proving the applicable category
Submit documents proving the category of the affiliated organization. If no applicable documents can be submitted, you will be classified as Category 4.
- Category 1: Copy of the Shikiho (quarterly corporate report) or stock exchange listing certificate, document proving establishment approval by the competent authority, document proving innovation-promoting company status (copy of subsidy grant decision notice, etc.), document proving the company meets certain conditions (copy of certification, etc.)
- Category 2: Copy of the statutory report summary table of withholding tax records for employees’ salary income for the previous year, or document proving approval to use the online system (approval notification email, etc.)
- Category 3: Copy of the statutory report summary table of withholding tax records for employees’ salary income for the previous year
- Category 4: Copy of the statutory report summary table of withholding tax records for employees’ salary income for the previous year
Additional Documents for Categories 1 and 2
Only the common documents listed above need to be submitted. Additional documents are not required in principle.
Additional Documents for Categories 3 and 4
Categories 3 and 4 must submit the following documents in addition to the common documents listed above.
5. Certificate of municipal tax payment (or non-taxation) and tax payment certificate
Must include total income and tax payment status for one year. Issued by the ward/city/town/village office of the place of residence as of January 1. If a single certificate includes both total income for one year and tax payment status (whether taxes have been paid), submitting either one alone is sufficient.
Reference Links
- Immigration Services Agency - Status of Residence “Intra-company Transferee” (Japanese)
- Document Checklist - New Application Common (PDF)
- Document Checklist - New Application Categories 3 and 4 (PDF)
- Document Checklist - Change of Status Common (PDF)
- Document Checklist - Change of Status Categories 3 and 4 (PDF)
- Document Checklist - Extension (PDF)
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