Renewing your residence status in Japan is officially called an application for extension of period of stay (在留期間更新許可申請). Whether you hold a work visa, a spouse visa, or another status, the core process is similar — but the supporting documents differ by type, and the timing rules catch a lot of people out. This guide walks through the whole thing in order. Always confirm the current details against the official Immigration Services Agency website (isa.go.jp), because requirements and fees do change.
1. When to apply: the three-month window
You can apply to extend your status from three months before your residence card (在留カード) expires — and not earlier than that. The earliest sensible time to file is the day that window opens. Do not wait until the final week: processing can take weeks, and if your card expires before a decision is made, you want to be safely inside the grace period (covered below) rather than scrambling. If your status period is shorter than three months, you can apply at any time before it expires. A simple way to stay ahead of the date is to log it in our visa renewal tracker, which counts down to your window opening and your expiry.
2. Where to apply
Applications are handled by your regional Immigration Services Bureau (出入国在留管理局, commonly shortened to 入管). You generally apply at the office that covers the area where you live. Major offices include:
- Tokyo Regional Bureau (Shinagawa)
- Osaka Regional Bureau
- Nagoya Regional Bureau
- Fukuoka Regional Bureau
There are also branch offices and counters in other prefectures. For some statuses and applicants, procedures can be filed through the ISA online application system rather than in person — see the online renewal section below. In-person counters can be very busy, especially around month-end, so going early in the day helps.
3. Documents everyone needs
Regardless of your visa type, you will need the following core items:
- Application for extension of period of stay (在留期間更新許可申請書) — download the correct form for your status from the Ministry of Justice / ISA website (moj.go.jp); the official application forms download page lists every version.
- Passport (bring it; present on request).
- Residence card (在留カード).
- One photo, 4cm × 3cm, taken within the last three months.
- Revenue stamp (収入印紙) for the processing fee — typically ¥4,000, paid on approval. Confirm the current amount before you go.
Bring originals plus copies where relevant, and a pen. Some offices provide a self-addressed postcard option so they can notify you when a decision is ready.
4. Additional documents by visa type
On top of the core set, immigration assesses whether you still meet the conditions for your status. The supporting documents vary — the ISA publishes the full required documents by visa type:
Work — Engineer / Specialist in Humanities / International Services (技人国):
- Certificate of employment (在職証明書) from your employer
- Company financial documents
- Resident tax certificates: 課税証明書 (taxation) and 納税証明書 (tax payment)
Spouse of a Japanese national (日本人の配偶者等):
- Marriage certificate / spouse's family register (戸籍謄本)
- Spouse's tax documents (課税・納税証明書)
- Proof of cohabitation (e.g. household residence certificate)
- A letter of guarantee (身元保証書) from the spouse
Business Manager (経営・管理):
- Business plan
- Company financial statements
- Office lease
- Company tax filings
Permanent Resident card renewal (永住者):
- Photo and form only — this is a card renewal, not a status review. Your permanent-resident status itself does not expire; only the physical card does. See our visa types comparison for how PR differs from other statuses.
5. Processing time
Most straightforward renewals are decided in roughly two to four weeks, in line with the ISA's published standard processing times. More complex cases — business manager renewals, cases with questions about income or activities, or busy periods — can take anywhere from one to three months. You will usually be sent a postcard or notice when a decision is ready; you then return to the office with your passport, residence card, and the revenue stamp to collect the new card.
6. The grace period (特例期間)
This is the rule that keeps you legal while you wait. If you file your extension application before your current period of stay expires, you are covered by a special grace period (特例期間) of up to about two months — even if your card expires during processing. In practice that means you remain lawfully resident while the application is pending. Carry your expired card together with the application receipt the bureau gives you, so you can show your status if asked. This is exactly why applying inside the three-month window matters so much.
7. Online renewal
For some status types, extensions can be filed online rather than at a counter. Online filing generally requires a My Number Card (マイナンバーカード) with a valid digital certificate, and registration in the relevant online portal. It can save a trip to the bureau, but eligibility depends on your status and circumstances, so check the current ISA guidance before relying on it. Keep your login details and digital certificate up to date — an expired certificate will block submission.
8. If your application is denied
A denial is serious but not necessarily the end of the road. If an extension is refused, you are typically granted a departure preparation period (出国準備期間), often around 31 days, during which you should leave or resolve your status. Do not ignore it. Consult a qualified immigration lawyer or licensed administrative scrivener (行政書士) immediately to understand your options, which may include re-applying with stronger documentation or switching to a different status. Acting quickly and within the period given is far better than letting it lapse.
Keep reading
Moving house around the same time? See the address change checklist and the 14-day rule.
Not sure how your status compares to others? Read Japan visa types explained.
Or set a countdown to your own deadline with the free visa renewal tracker.