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To all foreign nationals residing in Japan Beginning on Monday, July 9, 2012, Start of a new residency management system!

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Procedure at a Regional Immigration Office

Notification of (a change of) an item other than the place of residence

In case you file any of the following notifications or applications below at a Regional Immigration Office, please bring your passport, photo, and resident card. A new resident card will basically be issued on the day of notification or application.

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

In case you change your name, date of birth, gender, or nationality/region, for instance you change your name or your nationality/region because of marriage, be sure to notify the Ministry of Justice of the change at a Regional Immigration Office within 14 days of the change.

* Although names written in the Latin alphabet will basically be used, a name written in Chinese character notation (orthographic) can be added. Please make note that, in this case, any change in Chinese character notation needs to be reported.

Application for updating the validity period of the resident card

A permanent resident or a foreign resident in Japan younger than 16 years old whose resident card's validity expires on his/her 16th birthday is advised to apply for a renewal of the validity period of the resident card at a Regional Immigration Office before the expiration date.

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

Application for re-issuance of a resident card

In case your resident card is lost, stolen, severely damaged or defaced, please apply for reissuance at a Regional Immigration Office.

  • In case your resident 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 you noticed it outside Japan).
    (*) To apply for reissue, 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 resident card.
  • In case your resident card is severely damaged or defaced, be sure to apply for reissuance as soon as possible.
  • You can apply for a replacement resident card even if it is not severely damaged or defaced. In such a case, you are required to pay a reissuance fee.

Notifications and applications can be filed by proxies.

These notifications and applications, in principle, must be filed in person at a Regional Immigration Office 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 or application on their behalf.

If approved by the director of the Regional Immigration Office, a legal representative or the following persons requested by the individual may submit documents or complete other procedures related to the notifications and applications on behalf of the individual.

  • Employees of a host institution or charitable corporations approved by the director of the Regional Immigration Office
  • An attorney or a public notary who files a notification or an application by way of the bar association or specialist association he/she belongs to

Besides this, in certain cases, family members, cohabitants or persons equivalent to cohabitants of the individual, who are approved by the director of the Regional Immigration Office, may complete procedures related to the notifications and applications on behalf of the individual.

Notification concerning the organization to which the applicant belongs, or the spouse

When you file any of the following notifications at a Regional Immigration Office, be sure to bring your resident card. In case you file a notification via mail, please enclose a copy of your resident card. Please note that a new resident card will not be issued when a notification is filed in this way.

  • Notification of an affiliated organization
    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 an organization (employer or educational institution) he/she belongs to (due to termination of contract) or moves into another organization (on a new contract), or such an organization changes its name, location, or breaks up, the resident has to notify the incident to the Ministry of Justice by visiting a Regional Immigration Office or sending a notification to the Tokyo Regional Immigration Bureau, within 14 days of the incident.
  • Notication about one's spouse
    A 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 has to notify the Ministry of Justice of the event by visiting a Regional Immigration Office or sending a notification to the Tokyo Regional Immigration Bureau, within 14 days of the event.

Examination of resident status

A new resident card will be issued to a mid- to long-term resident when a renewed period of stay, permission to change his/her resident status or a permanent resident permit is granted, or acquisition of resident status is admitted. (The passport will not be stamped).

Applications can be filed by proxies.

These applications, in principle, must be filed in person at a Regional Immigration Office by the individual him/herself or the attorney on behalf of the individual.

However, if approved by the director of the Regional Immigration Office, the following persons may submit documents or complete other procedures related to the applications on behalf of the individual.

  • Employees of a host institution or charitable corporations approved by the director of the Regional Immigration Office
  • An attorney or a public notary who files a notification or an application by way of the bar association or specialist association he/she belongs to

Besides this, in certain cases, legal representatives, family members, cohabitants or persons equivalent to cohabitants of the individual, who are approved by the director of the Regional Immigration Office, may complete procedures related to the applications on behalf of the individual.

Notice to organizations hosting foreign nationals

The new residency management system requires organizations hosting foreign nationals to file the following notifications.

Report of mid- to long-term residents with employment status

An organization hosting mid- to long-term residents with work-based resident status of such as "Engineer" (excluding "Artist," "Religious Activities," "Journalist," and "Technical Intern Training") should, when it begins hosting such residents (employing, hiring as a director, etc.) or terminates hosting (dismissal, retirement, etc.), notify the Ministry of Justice of the fact by visiting a Regional Immigration Office or sending a notification to the Tokyo Regional Immigration Bureau, within 14 days of the event. (This does not apply to organizations obliged to report their employment of foreign nationals under the Employment Measures Act).

Notice about students

An educational organization hosting mid- to long-term residents with "Student" status should, when it begins hosting such students (admission, transfer, etc.) or terminates hosting (graduation, dismissal, etc.), notify the Ministry of Justice of the fact by visiting a Regional Immigration Office or sending a notification to the Tokyo Regional Immigration Bureau, within 14 days of the event.

An educational organization hosting foreign students is also required to report its hosting situation with foreign students as of May 1st and November 1st of each year, within 14 days of each date, to the Ministry of Justice by visiting a Regional Immigration Office or sending a notification to the Tokyo Regional Immigration Bureau.