Renewing or Changing Status of Residence: Deadlines, Documents and Fees

Renewal Keeps the Same Status; a Change Matches Your New Activities

The formal name of the procedure commonly called “renewal of a Status of Residence” is “Application for Extension of Period of Stay.” You apply when you will continue activities covered by the same Status of Residence and wish to extend the period you may stay. On the other hand, if you will begin activities covered by a different Status of Residence, such as starting a job after studying, you need to apply for “Permission to Change Status of Residence.” Changing jobs does not necessarily mean you must change your Status of Residence; check whether the new duties are covered by your current status. Permanent residence permission is a separate procedure.

When you can apply for renewal and when to apply for a change

As a general rule, those with a period of stay of six months or more can apply to renew starting three months before its expiration date. If special circumstances beyond your control require an earlier application, prepare supporting documents and consult Immigration in advance. You must apply for a change after the reason for the change arises and before your current period of stay expires. Online applications cannot be submitted on the expiration date itself. Merely preparing the documents does not count as applying, so make sure your application has been accepted.

The Special Period Is Not an Unconditional Two-Month Extension

If you apply for renewal or a change before your period of stay expires and no decision has been made by the expiration date, you may remain in Japan under your previous Status of Residence until the earlier of the time a decision is made or the end of the day two months after the expiration date. This is the special period. Those with a period of stay of 30 days or less are not eligible, and this rule does not apply simply because you apply after the expiration date. While an online application is being processed, carry both your Residence Card and the email showing your application receipt number.

Required Documents Vary by Residence Status, Application and Employer Category

For renewal, check the document list for your current Status of Residence; for a change, check the list for the Status of Residence you are changing to. The same documents are not required for every status. For Engineer/Specialist in Humanities/International Services, required documents vary according to the category of the affiliated organization. For a first renewal after changing jobs, additional documents explaining your employer or duties may be required. Do not simply reuse documents from a previous application; prepare them based on your current circumstances and the latest list. The examples below mainly concern this status and cannot be used as-is for other statuses.

Apply at the Immigration Office for Your Area or Online

For an in-person application, submit your application to the regional immigration office with jurisdiction over your place of residence. The stated reception hours are weekdays from 9:00 a.m. to noon and from 1:00 p.m. to 4:00 p.m., but certain procedures may have designated days or hours, so check the instructions from the office where you will apply. Renewal and change applications are also accepted online. Even if you apply online yourself, depending on your Status of Residence you may need to attach application forms prepared by your employer or sponsor. Your own online entries may not be enough to complete all the required documents.

Fees Vary by Granted Period of Stay; Online Payment Fees Also Apply

For applications received on or after October 1, 2026, administrative fees for both renewals and changes vary according to the period granted. Examples: one year—¥33,000 in person and ¥27,000 online; three years—¥64,000 and ¥56,000; five years—¥75,000 and ¥65,000. Online applications also incur a separate payment fee: ¥330 for the one-year example and ¥550 for the three- and five-year examples. In-person fees are paid with revenue stamps; online fees are paid at a convenience store or by bank payment. Check the official guidance regarding reductions or exemptions and the issuance of a specified Residence Card.

Estimated processing times and requirements to check before applying

The standard processing times stated by the Immigration Services Agency are two weeks to one month for a renewal and one to two months for a change. Processing may take longer due to individual screening or requests for additional documents; approval and completion dates are not guaranteed. Before applying, check that your actual activities fall within the scope of your Status of Residence. For Engineer/Specialist in Humanities/International Services, the work must be specialized; this needs to be distinguished from jobs primarily involving simple labor. Be prepared to explain your education and work history, job duties, remuneration, your employer’s actual business operations, and your resident tax income and payment status, as needed.

Documents and supporting materials to prepare

The following are examples of materials to prepare. Required documents vary depending on your status of residence and application. Please check the relevant official list of documents to be submitted.

1. Application form, photograph, and identity documents

   For Engineer/Specialist in Humanities/International Services, prepare an application form for renewal or change and a photograph that meets the specifications. For an in-person application, present your passport and Residence Card. Exceptions to the photograph requirement may apply depending on your age and application. For an online application, attach documents in the specified format.

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2. Documents explaining job duties, education, and work history

   For a change to Engineer/Specialist in Humanities/International Services, depending on the category of your affiliated organization and other factors, you may need documents such as a written notice of working conditions, graduation certificate, résumé, and documents showing experience in related work. For renewal under this status, additional documents clarifying your duties may also be required in some cases, such as a first application after changing jobs.

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3. Documents showing the employer category and business activities

   For Engineer/Specialist in Humanities/International Services, the category of your affiliated organization is confirmed using documents such as proof of listing on a stock exchange or a total statutory report summary. Depending on the category and application, you may need a certificate of registered matters, company brochure, financial statements, or a business plan for a new business. Do not determine the required documents solely by the size of the company.

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4. Resident tax taxation and tax payment certificates

   For renewals under categories 3 and 4 of Engineer/Specialist in Humanities/International Services, the guidance calls for resident tax taxation or tax-exemption certificates and a tax payment certificate showing total income and tax payment status for one year. If one certificate contains both types of information, only one is needed. If the certificates cannot be issued, for example because you have only recently entered Japan, consult Immigration.

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5. Additional Documents Under the Latest Operational Requirements

   For Categories 3 and 4 under the Engineer/Specialist in Humanities/International Services status of residence, a declaration concerning the representative of the affiliated organization has been added for applications filed on or after April 15, 2026. Documents demonstrating language ability may also be required for changes of job involving interpersonal duties that rely primarily on language ability, as well as for job changes and similar cases. Such documents may generally not be required for extensions where the same duties continue, so check the conditions on the official page.

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