Home > Visa and Status of Residence > Procedures while Staying

Necessary Procedures During Your Stay

About Residence Cards

A residence card will be issued to *mid- to long-term residents when granted permission pertaining to residence, such as landing permission, permission for change of resident status and permission for extension of the period of stay. All or part of the information printed on the residence card will be recorded in an IC chip embedded for the purpose of preventing forgery or alteration. The residence card must be carried at all times during your stay in Japan. So please do not forget to carry the card.

*Mid- to a long-term residents: those who are permitted to stay over 3 months in Japan. Residence cards are not issued to persons granted permission to stay for 3 months or less.

Notification of a change of name, date of birth, gender, or nationality / region

If you change your name, date of birth, gender, or nationality / region, because of marriage or other circumstances, notification procedure will be necessary.

Notification period: Within 14 days of the change

Notification procedure: Notify the Regional Immigration Bureau of the change. This notification, in principle, must be filed in person by the individual him / herself, but if that person is under the age of 16 or unable to do so because of sickness, etc., a family member living with the said individual must file the notifications on his / her behalf.

Required documents: Passport, ID photo (4 cm x 3 cm), residence card (or alien registration card)

Application for updating the validity period of the residence card

Any permanent resident or foreign resident in Japan younger than 16 years old whose residence card's validity expires on his / her 16th birthday is advised to apply for a renewal of the validity period of the residence card.

Application period: A permanent resident can file an application for renewal of the validity period of his / her residence card within two months of the expiration date. A foreign resident younger than 16 years old whose residence card's validity expires on his / her 16th birthday can file such an application within six months of his / her 16th birthday.

Application procedure: Apply at a Regional Immigration Bureau. This application, in principle, must be filed in person by the individual him / herself, but if that person is under the age of 16 or unable to do so because of sickness, etc., a family member living with the said individual must file the application on his / her behalf.

Required documents: Passport, ID photo (4cm x 3cm), residence card (or alien registration card)

Application for reissuance of residence cards

In case your residence card is lost, stolen, severely damaged or defaced, please apply for reissuance.

Application period

  1. If your residence card is lost or stolen, please apply for reissuance within 14 days of the day when you noticed this (or the day when you re-enter Japan in case it was lost etc. outside of Japan).
  2. If your residence card is severely damaged or defaced, make sure to apply for reissuance as soon as possible.
  3. You can apply for a replacement of your residence card even if it is not severely damaged or defaced. In such cases, you are required to pay a reissuance fee.

Application procedure

Apply at a Regional Immigration Bureau. This application, in principle, must be filed in person by the individual him / herself, but if that person is under the age of 16 or unable to do so because of sickness, etc., a family member living with the said individual must file the application on his/her behalf.

Required documents

Passport, ID photo (4cm x 3cm), residence card (in case your residence card was lost or stolen, please bring with you a report of loss or a theft report certificate issued by the Police Department, or a disaster victim certificate issued by the Fire Department in place of your residence card.)

Notification about affiliated organizations

In case a mid- to long-term resident with "Engineer" or another employment status (excluding "Artist," "Religious Activities," and "Journalist"), or "Student" or another learning status, leaves the organization (employer or educational institution) he / she belongs to (due to termination of contract) or moves to another organization (on a new contract), or the organization he / she belongs to changes its name or location, or ceases to exist, the resident must give notification of the incident.

Notification period: Within 14 days of the incident

Notification procedure: Notify at a Regional Immigration Bureau or send a notification to the Tokyo Regional Immigration Bureau

Sample notification form: Notification of the accepting organization

Notification about one's spouse

This applies to any mid- to long-term resident, who is married, has resident status of "Dependent," "Designated Activities (C)," "Spouse or Child of Japanese National," or "Spouse or Child of Permanent Resident" and who loses his / her spouse by death or divorce.

Notification period: Within 14 days of the event.

Notification procedure: Notify at a Regional Immigration Bureau or send a notification to the Tokyo Regional Immigration Bureau.

Sample notification form: Notification of relationship with spouse

Postal address of the Tokyo Regional Immigration Bureau
Tokyo Regional Immigration Bureau, Information Processing Department
5-5-30 Konan, Minato-ku, Tokyo 108-8255
*Please enclose a copy of your residence card (front and back).

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About Extending the Period of Stay

If you wish to extend your permitted term of residence, you must apply for an extension at a Regional Immigration Bureau prior to your stay's expiration date. It is possible to apply starting 3 months prior to the expiration date. Make sure to apply well in advance since the Regional Immigration Bureau is very busy - especially in March, April, September and October. After you submit the application form to the Regional Immigration Bureau, a notice will be sent in about 2 weeks. After you receive the notice, visit the Regional Immigration Bureau with the notice, passport, residence card (or alien registration card) and 4,000 yen fee. A new residence card with the new expiration date will be issued.

reference Application for extension of period of stay (The Immigration Bureau website)

Required Documents

Student

  1. Application for Extension of Period of Stay(The application form is available at the Regional Immigration Bureau, or it can be downloaded from the Immigration Bureau website.)

    *Organization part of the application has to be prepared by the office of the relevant department.

  2. ID photo (4cm x 3cm) Attach on the 1st page of the application
  3. Passport, residence card (or alien registration card)
  4. Student Registration Certificate, Transcript (In the case of research students: Certificate of Research Activities)
  5. (In the case of auditing student) Certificate of class registration issued by Tohoku University stating the auditing subjects and number of class hours.
  6. Documents certifying that you have the means to pay for all expenses incurred while in Japan, such as bank statement, Certificate of Scholarship etc.
  7. Fee: 4,000 yen

*The Regional Immigration Bureau might require additional documents for the application.

Professor

  1. Application for Extension of Period of Stay(The application form is available at the Regional Immigration Bureau, or it can be downloaded from the Immigration Bureau website.)
    *Organization part of the application has to be prepared by the office of the relevant department.
  2. ID photo (4cm x 3cm) Attach on the 1st page of the application
  3. Passport, residence card (or alien registration card)
  4. 【In the case of non-regular worker (part-time)】
    Documents certifying annual income and tax payment for the previous year, issued by the municipal office.
  5. Fee: 4,000 yen

*In Japan it is necessary to submit a certificate published within three months.

*The Regional Immigration Bureau might require additional documents for the application.

Cultural Activities

  1. Application for Extension of Period of Stay(The application form is available at the Regional Immigration Bureau, or it can be downloaded from the Immigration Bureau website.)

    *Organization part of the application has to be prepared by the office of the relevant department.
  2. ID photo (4cm×3cm) Attach on the 1st page of the application
  3. Passport, residence card (or alien registration card)
  4. Researcher Registration Certificate, which includes your status at Tohoku University, research period at Tohoku University, and content of the research activities. This certificate has to be issued under the name of the dean with an official seal.
  5. Documents certifying that you have the means to pay for all expenses incurred while in Japan, such as bank statement, Certificate of Scholarship etc.
  6. Fee: 4,000 yen

*When a presentation document is made in a foreign language, please attach a translation(Japanese).

*The Regional Immigration Bureau might require additional documents for the application.

Dependent

  1. Application for Extension of Period of Stay(The application form is available at the Regional Immigration Bureau, or it can be downloaded from the Immigration Bureau website.)
  2. ID photo (4cm×3cm) Attach on the 1st page of the application
  3. Passport, residence card (or alien registration card)
  4. Documents certifying the personal relationship between the applicant and the person who is to support him or her, such as a copy of the marriage certificate or birth certificate.
  5. Copies of the passport and the residence card or alien registration card of the person who is to support the applicant
  6. ◆If the supporter has an income in Japan
    Certificate of employment and a document certifying the annual income and tax payment for the previous year, issued by the municipal office.
    ◆If the supporter is an international student or researcher who has no income in Japan
    Student Registration Certificate or Researcher Registration Certificate and a document certifying that she / he has the means to pay for all the expenses incurred while in Japan, such as bank statement, Certificate of Scholarship etc.
  7. Fee: 4,000 yen

*When a presentation document is made in a foreign language, please attach a translation(Japanese).

*The Regional Immigration Bureau might require additional documents for the application.

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About Change of Status of Residence

To change the status of residence that is currently authorized, you must apply for permission at the Regional Immigration Bureau. Note that not all applications will be approved. After you submit the application form to the Regional Immigration Bureau, a notice will be sent in about 2 weeks. After you receive the notice, visit the Regional Immigration Bureau with the notice, passport, residence card (or alien registration card) and 4,000 yen fee. A new residence card with the new status of residence will be issued.

reference The Immigration Bureau website

Required Documents

Student

  1. Application for Change of Status of Residence(The application form is available at the Regional Immigration Bureau, or it can be downloaded from the Immigration Bureau website.)
  2. ID photo (4cm x 3cm) Attach on the 1st page of the application
  3. Passport, residence card (or alien registration card)
  4. Enrollment Permit, Certificate of Acceptance, Student Registration Certificate, etc.
    In the case of a research student; Certificate of Research Activities
  5. Document certifying that you have the means to pay for all expenses incurred while in Japan, such as bank statement, Certificate of Scholarship etc.
  6. Fee: 4,000 yen

*In Japan it is necessary to submit a certificate published within three months.

*The Regional Immigration Bureau might require additional documents for the application.

Professor

  1. Application for Change of Status of Residence(The application form is available at the Regional Immigration Bureau, or it can be downloaded from the Immigration Bureau website.)
    *Organization part of the application has to be prepared by the office of the relevant department.
  2. ID photo (4cm x 3cm) Attach on the 1st page of the application
  3. Passport, residence card (or alien registration card)
  4. 【In the case of non-regular worker (part-time)】 Certificate of Employment, which includes status at Tohoku University, employment period at Tohoku University, content of research activities, and amount of salary. This certificate has to be issued under the name of the dean with the official seal.
  5. Fee: 4,000 yen

*In Japan it is necessary to submit a certificate published within three months.

*The Regional Immigration Bureau might require additional documents for the application.

Cultural Activities

  1. Application for Change of Status of Residence(The application form is available at the Regional Immigration Bureau, or it can be downloaded from the Immigration Bureau website.)
    *Organization part of the application has to be prepared by the office of the relevant department.
  2. ID photo (4cm x 3cm) Attach on the 1st page of the application
  3. Passport, residence card (or alien registration card)
  4. Researcher Registration Certificate, which includes the status at Tohoku University, research period at Tohoku University, and content of the research activities. This certificate has to be issued under the name of the dean with the official seal.
  5. Document certifying that you have the means to pay for all the expenses incurred while in Japan, such as bank statement, Certificate of Scholarship etc.
  6. Fee: 4,000 yen

*In Japan it is necessary to submit a certificate published within three months.

*The Regional Immigration Bureau might require additional documents for the application.

Designated Activities (if graduates want to continue to seek employment in Japan)

If an international student would like to continue to seek employment in Japan after graduation, the status of residence has to be changed from "Student" to "Designated Activities". If the application is approved, you can obtain a period of stay for 6 months. Extension is permitted only once. Therefore, it is possible to stay in Japan to seek employment for up to 1 year after graduation.

Ministry of Justice, Japanese Immigration Bureau website (Japanese)
http://www.moj.go.jp/ONLINE/IMMIGRATION/ZAIRYU_HENKO/zairyu_henko10_21.html

  1. Application for Change of Status of Residence (This application form is available at the Regional Immigration Bureau, or it can be downloaded from the Immigration Bureau website.)
    *Only the first 3 sheets of the Applicant part are necessary. The Organization part is not necessary.
  2. ID photo (4cm x 3cm) (Attach to the 1st sheet of the application)
  3. Passport, residence card or alien registration card
  4. Document certifying that you have the means to pay any expenses incurred while in Japan, such as a bank statement etc.
  5. Diploma or graduation certificate from the last school attended
  6. A recommendation letter from the last school attended

    Sample Recommendation letter form (Japanese)


    The university can issue recommendation letters for up to 1 year from graduation
  7. Documents showing job search activities
  8. Fee: 4,000 yen

*The Regional Immigration Bureau may require additional documents for the application.

Temporary Visitor

If your period of stay is set to expire before your period of enrollment at Tohoku University ends, you require more time to prepare to return to your home country, or wish to travel in Japan before returning, you can change your status to Temporary Visitor.
After the application is approved, you have to return your residence card.

  1. Application for Change of Status of Residence(This application form is available at the Regional Immigration Bureau, or it can be downloaded from the Immigration Bureau website.)
  2. Passport, residence card or alien registration card
  3. A statement of reasons showing why you need to change your status to" Temporary Visitor" (Free format)
  4. Document showing you plan to leave Japan, such as an air ticket.
  5. Fee: 4,000 yen

*The Regional Immigration Bureau may require additional documents for the application.

If you need to change your status of residence due to becoming employed after graduation

After becoming employed, ask your employer which type of status of residence you should apply for. Also, you need to prepare the appropriate type of application form and other necessary documents, and then apply at the Regional Immigration Bureau. The Regional Immigration Bureau usually starts accepting applications from December for students who are going to be employed from April after graduation in March. However, your status will be changed after graduation. In the application form, there is an Organization part. You need to ask the company that will employ you to fill out this part of the application.

If you want to change your status of residence from "Temporary Visitor" to others

It is usually not possible to change your status of residence from "Temporary Visitor" to another type of status of residence unless you have a particular reason.
Therefore, in this case you need to apply for a Certificate of Eligibility for Status of Residence (COE) first, and then you can apply to change the status of residence after your COE has been issued. However, if your COE is not issued by your current expiration date as a temporary visitor, you will need to leave Japan before the expiration date. Once you return to your country, you need to apply for a visa after you receive a COE. After you obtain a Japanese visa, you can enter Japan again.

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To invite dependent spouse and children

※Parents, brothers and sisters can’t be invited under “Dependent” status. Spouse and children have to be dependent family members. In the case of children, they must be not only minors but also unmarried.

If international students or international scholars invite their dependent family members to stay in Japan for more than 3 months, the family members are required to obtain "Family stays" visa status before coming to Japan. The Certificate of Eligibility for Status of Residence (COE) is required for the visa application, then the international student or international scholar staying in Japan needs to apply for his/her family's COE at a Regional Immigration Bureau. Although the time required will depend on their personal circumstances, the COE is usually issued about 2 to 4 weeks after the application form is submitted. After the COE is issued, send it to your family members so that they can attach it when they apply for a Dependent visa at the Japanese embassy or consulate-general, which will significantly shorten the time before the visa is issued. If they apply for the Dependent Visa without the COE, it may take 2-3 months.
If the family members will stay in Japan less than 3 months, they can visit Japan on a Temporary Visitor visa. If their passports are issued by the countries or regions with Visa Exemptions, they do not have to obtain a Temporary Visitor visa before coming to Japan.

reference The Immigration Bureau website

Required Documents

  1. Application for Certificate of Eligibility for Status of Residence (Dependent)(The application form is available at the Regional Immigration Bureau, or it can be downloaded from the Immigration Bureau website.)
  2. Copy of passport
  3. ID photo (4cm x 3cm)
  4. Documents certifying the personal relationship between the applicant and the person who is to support him or her, such as a copy of the marriage certificate or birth certificate.
  5. Documents regarding the supporter (international student / international scholar)
    (1) Copy of supporter's passport
    (2) Copy of supporter's Residence Card (front and back)
    (3) Supporter's Certificate of Employment or Student Registration Certificate
    (4) Document certifying that the supporter has the means to pay for all the expenses incurred while in Japan, such as bank statement, Certificate of Scholarship etc.
    *If the supporter has an income in Japan, Certificate of Income/Taxation issued by the municipal office is also required. Gross income and proof of tax payment must be included.
  6. Return-mail envelope with 392 yen stamp

*In Japan it is necessary to submit a certificate published within three months.

*When a presentation document is made in a foreign language, please attach a translation (Japanese).

*The Regional Immigration Bureau may require additional documents for the application.

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About Work Permission for Part-time Jobs

Those with "Student", "Cultural Activities" or "Dependent" status of residence, are not permitted to work. Only those who need to supplement school and living expenses will be able to obtain a "Permission to engage in activity other than that permitted under the status of residence previously granted" (work-permit), allowing them to work part-time. Those who work without this permission will be subject to punishment or deportation from Japan.
Even if you obtain this permission, working hours are limited. Those with "Student" and "Dependent" status will be allowed to work up to 28 hours per week. Those with "Student" status can work up to 8 hours a day during long vacations. It is forbidden to work more than the permitted number of hours. It is also forbidden to work at any adult-entertainment business.
Those with "Cultural Activities" status need to apply for a permit for each job. So after you find work, you need to apply for a permit. It is illegal to start working before you obtain this permit. Please be sure to obtain permit before starting to work.

reference The Immigration Bureau website

Required Documents

  1. Application for Permission to engage in activity other than that permitted under the status of residence previously granted(The application form is available at the Regional Immigration Bureau, or it can be downloaded from The Immigration Bureau website.)
  2. Passport
  3. Residence card (or alien registration card)

* Those with "Student" status who engage in activities to assist in education or research at Tohoku University under contract with Tohoku University, such as TAs, RAs, Tutors for international students, or part-time research/experiment assistants at Tohoku University, do not require this permission. However, in some cases part-time jobs under contract with Tohoku University require this permission. If you are not sure about it, please contact the International Support Office.

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About Re-entry Permission

Re-entry refers to leaving Japan temporarily and then entering Japan again during your authorized stay in Japan. If you re-enter Japan within one year (or by the expiration date of the status of residence) after leaving Japan provisionally, and continue the same activity in Japan, "special re-entry permit" is applied.
If the period of your authorized stay is more than one year, and you will leave then re-enter Japan more than one year later to continue the same activity, you must obtain a "Re-entry Permit" before you leave Japan.

Re-entry Permit

Foreign nationals with valid passports and residence cards or alien registration cards, who wish to go back to their home countries, or visit other countries temporarily, and re-enter Japan after more than 1 year to continue their residence while maintaining their authorized period of stay, do not have to obtain a new visa from the Japanese embassy or consulate-general abroad as long as they have obtained re-entry permit before leaving Japan. However, since re-entry permission technically does not amount to permission to land, upon re-entering Japan, the permit holder must undergo a new examination by an immigration inspector at the port of re-entry.
There are single re-entry permits and multiple re-entry permits. The validity period of the re-entry permits is limited to the date of expiration of the holder's authorized stay, and the maximum term is 5 years (6 years in the case of special permanent residents).

reference The Immigration Bureau website

Required Documents

  1. Application for Re-entry Permit(The application form is available at the Regional Immigration Bureau, or it can be downloaded from the Ministry of Justice homepage.)
  2. Passport
  3. Residence card (or alien registration card)
  4. Fee (Single entry: 3,000 yen, Multiple entry: 6,000 yen)

Special Re-entry Permit

Foreign nationals in possession of a valid passport and Residence Card who will be reentering Japan within 1 year of their departure to continue their activities in Japan will, in principle, not be required to apply for re-entry permit. This is called Special Re-entry Permit.
You need to be sure to present your residence card (or alien registration card) at departure. You also must check the box on the ED card that says "Departure with Special Re-entry Permit."
Foreign nationals who have departed from Japan on Special Re-entry Permit will not be able to extend that permission while abroad. Please note that such foreign nationals will lose their resident status if they fail to re-enter Japan within 1 year of their departure or before the expiration of their period of stay in the case their period of stay expires within 1 year after their departure.
The Special Re-entry Permit system also applies to those in possession of a passport stating "A residence card is to be issued later", or an alien registration certificate deemed to be equivalent to a residence card.

reference ED card sample(The Immigration Bureau website)

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