Immigration Procedures

 

 

 

Residence Card

The Residence Card is a card that is given to foreign nationals who are staying in Japan for the mid to long- term. It contains the person's photo, address, nationality, status of residence, period of stay, and the conditions of any permission to engage in activities other than those permitted under the status of residence previously granted. Foreign nationals who are planning on staying for the mid to long-term, and enter Japan with the appropriate visa will receive a Residence Card at immigration at the airport. However, if you enter the country from Fukuoka Airport, you will not receive a residence card at the airport, you will receive it at your registered address, after entering the country and filing residence registration in Yamaguchi City or Ube City. You are required to carry your residence card at all times.

Extension of Period of Stay in Japan

If you wish to stay in Japan longer than your approved period of stay, you will need to extend your period of stay. You can apply for the extension up to 3 months before the day your period of stay expires. It takes about one month to get the extension after you apply, so go through procedures at the Immigration Bureau well in advance.


You will need the following:

Application for extension of period of stay
  (available at your faculty or graduate school and the International Student Support Office)
Photo (4cm×3cm)
  *Write your name on the back of the photo and glue it to the photo section of the form.
*The photo must have been taken within the past 3 months. You should not be wearing a hat, and the picture must be clear with a plain background.
 
Form from your faculty or graduate school
  (Please speak with the person in charge of international students in your faculty or graduate school to receive this form.)
Certificate of enrollment
Certificate of acceptance (if you will be entering Graduate School)
Permit for the extension of research student study period (if you are extending your period as a research student)
Academic Transcripts
  - Research students and special auditor students should take a copy of any documents that prove their research plans and hours of research they are currently conducting.
Documents to verify that you have sufficient funds to cover study and living expenses during your stay in Japan, such as a certificate of scholarship and a bank account statement
Permit to engage in activities other than those permitted by the status of residence previously granted (if you have any)
Residence card
Passport
Fee in the form of revenue stamps (available at the post office)
\4,000 (necessary after application, only when you get an extension)
  More information on Applying for Certificates.

Temporarily Leaving Japan: Re-Entry Permit

If you will be returning to Japan within 1 year of your departure (or, if your period of residence expires in less than a year, before it expires), you do not have to go to the Immigration Bureau to receive permission for re-entry. Instead you can receive a “Special Re-Entry Permit.” Before passing through immigration at the airport, fill out a re-entry ED card. You must check the box for “Departure with Special Re-entry Permission,” which you will then give to immigration.


Caution


・If you do not re-enter within the given period for the Special Re-Entry Permit, you will lose the resident status you had before you left the country. You cannot extend the given period of re-entry from outside the country.
・If you have not received a residence card, when leaving the country you must present your passport where it is written "Residence Card will be issued later."
・If there is a possibility that you will not be re-entering the country for over a year, you will have to get a "Re-Entry Permit" from the Immigration Bureau before leaving the country.
・If you are temporarily leaving Japan, you must contact your assigned professor and the person in charge of international students in your faculty or graduate school to receive this form and turn in an Application for Temporary Absence from Japan at least 10 days prior to your departure. In addition, if you are staying in the International House, you need to submit a Notice of Absence to the International House Office.

Changing your Registration Details

Changing Your Registration Details (other than address)

Notification of a change in an item on the residence card (other than the address)

If you change your name, nationality, period of stay, status of residence, passport number or any details other than your address that are recorded on your residence card, you must register these changes at City Hall within 14 days of the change.


You will need the following:


・Notification of a Change in an Item on the Residence Card From (available at your faculty or graduate school or the International Student Support Office)
・Photo (4cm×3cm)
  *Write your name on the back of the photo and glue it to the application.
  *The photo must have been taken within the past 3 months. You may not wear a hat, and the photo should be clear with a plain background.
・Passport or documents that provide evidence of the change.
Change of name due to marriage

A passport with your changed name and a marriage certificate (A transcript of the family register if married to a Japanese national)

Change of nationality

Passport for your newly gained nationality (If you still have the passport of your prior nationality, bring that as well)

Change in other areas or correction of a mistake on your residence card
Passport, birth certificate, or any other legal documents that will help prove your change of name

If you change address in Japan, you must register these changes at City Hall within 14 days of the change.


You will need the following:

・Notification on Address Form
・Residence card
・Passport, birth certificate, or any other legal documents that will help prove your change of name.

When you move into a new residence, you must turn in a moving-in notification to your new city's City Hall within 14 days of moving.

If you move out from the city in which you presently are living, you need to submit a moving-out notification to the City Hall. When you decide the date when you will return to your country, turn in the moving-out notification to the City Hall. You can turn in the notification up to one month prior to your moving-out date.

Lost, Damaged, or Stained Card

If You Have Lost Your Residence Card:

Application for Reissuance of Lost Residence Card 

If your card is lost or stolen, you must report it to the local police station and apply for your card to be reissued at the Immigration Bureau within 14 days of the incident.


You will need the following:

・Application form for re-issue (available at your faculty or graduate school or the International Student Support Office)
・Photo (4cm×3 cm)
  *Write your name on the back of the photo and glue it to the application.
  *The photo must have been taken within the past 3 months. You may not wear a hat, and the photo should be clear with a plain background.
・Passport
・Permit to engage in activities other than those permitted by the status of residence previously granted (if applicable)
・Evidence showing you have lost your card (Report of lost property, report of stolen property, report of disaster, etc.)
  *If you are unable to provide any of the above evidence, you must turn in a written statement explaining the situation and the reason it was lost.
  * There is no fee for replacing a damaged residence card.

If You Have Damaged or Stained Your Residence Card:

Application for Reissuance of Damaged Residence Card

If your residence card is badly damaged, stained, or the information on the IC chip is damaged, you will have to apply for the card to be reissued. There is no deadline for this, but if you receive a re-issue order and application from the Regional Immigration Bureau, you must apply for reissue at the Immigration Bureau within 14 days.


You will need the following:

・Application for Re-issuance of a Residence Card form (available at your faculty or graduate school or the International Student Support Office)
・Photo (4cm×3 cm)
  *Write your name on the back of the photo and glue it to the application.
  *The photo must have been taken within the past 3 months. You may not wear a hat, and the photo should be clear with a plain background.
・Passport
・Your current residence card

* There is no fee for replacing a damaged residence card.

Changing your Status of Residency

If you stop undertaking the activities that are stipulated by your status of residence, and plan to continue living in Japan doing other activities, you must change your status of residence. After you successfully change your status of residence, you must report your new status to City Hall within 14 days.


Changing from "Family Dependent" to "College Student" Status
You will need the following:


  Application form for change of status of residence
*Page 4-5 of the application form should be filled out by your faculty or graduate school. *Processing time is about one week.
    *Hard copies are available at your faculty or graduate school and the International Student Support Office.
  ・Photo (4cm×3 cm)
    *Write your name on the back of the photo and glue it to the application.
*The photo must have been taken within the past 3 months. You may not wear a hat, and the photo should be clear with a plain background.
  ・Certificate of enrollment
    (A certificate of acceptance or certificate of planned enrollment may be accepted if applicable)
  ・Certificates of scholarships you are receiving (if applicable) or bank account statement
  ・Permit to engage in activity other than that permitted by the status of residence previously granted (if applicable)
  ・Passport ・Residence card  
Fee in the form of revenue stamps (available at the post office)
¥4,000 (necessary only after application when you successfully change status)

Changing from "College Student" to "Engineer/Specialist in Humanities/International Services" status (for those who find a job before graduation)
You will need the following:

Application form for change of status of residence
*Pages 4-5 should be filled out by your employer.
    *Hard copies are available at your faculty or graduate school and the International Student Support Office.)
Photo (4cm×3 cm)
    *Write your name on the back of the photo and glue it to the application.
*The photo must have been taken within the past 3 months. You may not wear a hat, and the photo should be clear with a plain background.
Certificate of expected graduation or completion, and certificate of enrollment if you have not yet graduated (you will need to submit your diploma after graduation before the change can be approved). If you have already graduated, a diploma or a certificate of graduation
Copies of the company registration and a statement of profit and loss of the recipient organization (provided by your employer)
Document showing official job offer (provided by your employer)
Passport Residence card
Fee in the form of revenue stamps (available at the post office)
\4,000 (necessary only after application when you successfully change status)

Changing from “College Student” to “Designated Activities” status (for those who wish to continue looking for employment after graduation)


If as a degree student you plan to reside in Japan after graduation to look for employment, you must change your status of residence from "College Student" to "Designated Activities." You can apply for this change after getting your diploma post-graduation. If your period of stay as a College Student expires on the same date as your graduation ceremony, completion ceremony, or degree awarding ceremony, you can apply for the change in advance by submitting a certificate of expected graduation or expected completion. It takes about 3 weeks to process after you apply. After changing your status of residence, you can stay for another 6 months. After 6 months, the period of stay can be extended once more, for a total period of up to one year for job-hunting in Japan.

E.g. Changing to "Designated Activities" status just after graduation, extending for another six months, and finding a job in Japan.

You will need the following:

  Application for change of status of residence
*Page 4-5 should be filled out by your faculty or graduate school.
*Processing time is 1 week.
*Hard copies are available at your faculty or graduate school and the International Student Support Office.
  ・Photo (4cm×3 cm)
*Write your name on the back of the photo and glue it to the application.
*The photo must have been taken within the past 3 months. You may not wear a hat, and the photo should be clear with a plain background.
  ・Letter of recommendation (available at the following locations )

Yoshida Campus
: International Student Support Office
Kogushi Campus : Education/Student Support Section, Educational Affairs Division,
School of Medicine
Tokiwa Campus : Student Section, Educational Affairs Division, Faculty of Engineering
  ・Copy of your diploma, certificate of graduation, or certificate of completion
(For certificate of graduation and certificate of completion, apply at your faculty or graduate school.)
  When applying before graduation:
Certificate of expected graduation or completion
(Apply at your faculty or graduate school.)
Materials that show you are job-hunting (Preferably documents with your name)
Documents which verify that you have enough funds to cover living expenses during your stay in Japan (Copy of bankbook, etc.)

Residence card
Passport
   
Fee in the form of revenue stamps (available at the post office.)
\4,000 (necessary only after application when you successfully change status)

If you are informally promised employment within your period of stay, you can stay in Japan until your employment, on the condition that you renew your period of stay with documents issued by your future employer. For further information, please contact your future employer or the Immigration Bureau.

Returning your Residence Card When You Leave Japan

When a foreign national who owns a residence card is no longer a mid or long-term resident, departs with a Re-Entry Permit or Special Re-Entry Permit but does not return within the period of validity, or possesses an expired residence card, they must return the residence card to the Minister of Justice within 14 days of the day it becomes invalid.

The card can be returned to the Immigration Officer at the airport or a port from which you leave the country, or sent to the address below. If you do not return it within the given period, you may be fined.


【Address for Returning Your Residence Card 】


Tokyo Kouwan Goudouchousha 9th Floor Tokyo Immigration Bureau Odaiba Bunshitsu, Oumi 2-7-11 Koutou-ku Tokyo 135-0064

*Write "Return of Residence Card" at the front of the letter.


Address and Phone Numbers for Yamaguchi Prefecture Immigration Bureaus, etc.

Hiroshima Regional Immigration Bureau Shimonoseki Branch Office

Open Monday to Friday (excluding public holidays) 9:00 - 12:00, 13:00 - 16:00

Shimonoseki Port Legal Affairs Joint Government Building 3rd floor
1-7-1, Higashiyamatomachi, Shimonoseki City, Yamaguchi, 750-0066

TEL:083-261-1211 FAX:083-267-1255


Hiroshima Regional Immigration Bureau Shunan Branch Office (Tokuyama)

Open Monday to Friday (excluding public holidays) 9:00 - 12:00, 13:00 - 16:00

Tokuyama Port Joint Government Building, 2nd floor
6-35 Tokuyama Minato-machi, Shunan, 745-0045

TEL:0834-21-1329 FAX:0834-22-0991

infoFurther Information

General Information Center for Foreign Residency

TEL: 0570-013904/ From overseas; 03-5796-7112
Monday to Friday 9:00 - 16:00 (Excluding 12:00 - 13:00)
E-mail:info-tokyo@immi-moj.go.jp (Only in Japanese or English)


Consultation Support Center for Foreign Residents
(You can contact them in English, Chinese, Spanish, Portuguese, Bengali, Indonesian and Vietnamese.)


Immigration Bureau Official webpage

Immigration Bureau of Japan, Procedural Information