How Are Japan Visa Screening Results Communicated?

After applying for a Japan work visa, spouse visa, business manager visa, or permanent residence, the question on everyone’s mind is: what happens next?

A few weeks or months into the wait, it’s natural to start wondering:

“When will I hear back?”

“Will they call me if I’m approved?”

“If I’m denied, will they tell me why?”

This article explains how Japan visa screening results are communicated, and what the process looks like for both approvals and denials.

Where Are Visa Applications Screened?

When applying for a visa from within Japan, your application is reviewed by the Regional Immigration Services Bureau (出入国在留管理局) that has jurisdiction over your area of residence.

Common application types include:

Extension of period of stay
Change of status of residence
Permanent residence application
Work visa application
Spouse visa application

The result of the screening is communicated through the Immigration Services Agency of Japan (出入国在留管理庁).

The Most Common Notification Method: A Postcard

If you’ve applied for a visa in Japan, you were likely asked to submit a postcard at the time of application.

Once screening is complete, the Immigration Services Agency mails that postcard back to you.

This is commonly referred to as:

“The immigration postcard arrived.”

Most status of residence extension and change-of-status applications are notified this way.

If Your Application Is Approved

If approved, the postcard will include instructions to visit the immigration office.

You will generally need to bring:

Your passport
Your residence card
Revenue stamps to pay the processing fee

After visiting on or after the specified date, you will receive your new residence card or have your period of stay renewed.

If Your Application Is Denied

In the case of a denial, a postcard is typically sent as well.

Unlike an approval, however, no new residence card will be issued.

You will need to visit the immigration office to confirm the result and receive notification of the denial.

Will You Be Told Why You Were Denied?

This is one of the most common questions applicants have.

Japan’s immigration authorities generally do not disclose the detailed reasoning behind their decisions.

However, applicants who wish to know more can visit the immigration office to request an explanation of the denial.

This is formally known as the:

Denial Reason Explanation (不許可理由説明)

That said, the full internal screening criteria are not disclosed.

Applying for a Visa from Outside Japan

If you are preparing a work visa or student visa from abroad, the process differs somewhat.

The general flow is:

Obtain a Certificate of Eligibility (COE / 在留資格認定証明書) issued in Japan
Apply for a visa at a Japanese embassy or consulate
Receive notification of the visa decision

In this case, the result is communicated through the Japanese embassy or consulate where you applied.

How Do You Find Out About a COE Result?

For work and student visas, applicants often need to obtain a COE first.

Once the COE is approved, the result is sent to the applicant, the sponsoring company, or the school.

In recent years, electronic COEs have been introduced, and results may be delivered by email.

The COE is then used to apply for a visa at a Japanese embassy or consulate. The full procedure from COE application to issuance is covered in Complete Guide to the COE (Certificate of Eligibility) Issuance Process.

How Are Permanent Residence Results Communicated?

The process for permanent residence is essentially the same.

Once screening is complete, a postcard is sent out.

However, permanent residence applications often take significantly longer to process.

Depending on the region, processing times of over a year are not uncommon. In Tokyo, it has been taking roughly one and a half to two years in recent cases.

Among permanent residence applicants, receiving:

“The immigration postcard arrived.”

is often one of the most welcome pieces of news imaginable.

Can You Check Your Application Status While It’s Being Reviewed?

Many applicants feel the urge to call the immigration office for an update.

In practice, however, immigration authorities generally do not share detailed progress updates on individual cases under review.

The most common response is simply:

“Your case is currently under review.”

In most cases, you simply have to wait until a decision is reached.

Does a Long Wait Mean a Denial?

Not at all.

Japan visa screening timelines can vary significantly depending on:

The volume of applications being processed
The nature and complexity of your application
Whether additional review is required
The workload at the immigration office

Approvals can take a long time too. Conversely, a quick result does not necessarily mean approval.

Processing time and the outcome of the screening are generally unrelated.

What If the Immigration Office Requests Additional Documents?

During the review process, immigration authorities may request supplementary documents.

Examples include:

Certificate of employment
Certificate of income
Tax payment certificate
Family relationship documents

A request for additional documents does not mean your application will be denied.

In many cases, it simply means the office needs to verify certain information. For a detailed guide on how to respond to additional document requests, see How to Respond to an Additional Document Request During Japan Visa Review.

Frequently Asked Questions

Will I receive a phone call if my visa is approved?

In most cases, notification is sent by postcard rather than by phone.

Can I check my visa result online?

For most status of residence applications, online status checks are not generally available.

If I’m denied, will I be told why?

You can request an explanation at the immigration office, but the full internal screening criteria will not be disclosed.

Does a long wait mean I’ve been denied?

No. Processing time and the final decision are not directly related.

In Closing

Japan visa screening results are communicated primarily through a postcard sent by the Immigration Services Agency of Japan (出入国在留管理庁).

If approved, you visit the immigration office to receive your new residence card or complete the renewal of your period of stay.

If denied, you will still be notified, and you have the right to request an explanation of the denial reason (不許可理由説明) if needed.

The most important thing after submitting a visa application is to wait patiently rather than read too much into the timeline.

Processing times vary from person to person, and a longer wait does not mean a negative outcome. This is especially true for applications involving many review criteria — such as permanent residence or spouse visas — where the process can take longer than expected.