If you’re working in Japan on a work visa, renewing your visa is a critical process you donโt want to overlook. Failure to prepare properly or submit your renewal on time could accidentally turn you into an illegal resident. But donโt worry โ in this guide, Iโll walk you through everything you need to know about renewing your work visa in Japan, from the documents you need to the renewal timeline, and even what to do if your renewal is denied.
When Can You Renew Your Work Visa?
You can apply to renew your work visa up to three months before your current visa expires. For example, if your visa expires on August 1st, you can apply starting May 1st. This rule typically applies if your current visa is valid for 6 months or longer.
Even if the Immigration Office hasn’t issued your renewal by the expiration date, you can legally stay for up to 2 more months as long as youโve submitted your application on time.
How Much Does It Cost & How Long Does It Take?
- Fee: Currently 4,000 yen, but starting April 2025, it will increase to 6,000 yen.
- Online Discount: 500 yen off if you apply online.
- Processing Time: Usually 1 to 3 months, but it can take longer due to high demand, especially after COVID.
Pro tip: Start gathering documents at least 2 months in advance to avoid delays.
Required Documents for Renewal
There are two types of documents youโll need:
- Common documents (for everyone)
- Additional documents based on your companyโs category
1. Common Documents
These apply to all applicants regardless of your employer.
- Application for Extension of Period of Stay
(Both applicant and employer must fill out forms. Handwriting or typing is accepted.) - ID Photo (3cm x 4cm)
- Taken within 3 months
- Plain background, no hats
- Full-face, front view
- Residence Card (original)
- Passport (original)
2. Additional Documents by Company Category
Japan classifies companies into 4 categories. Each category requires different supporting documents:
Category 1 (Large/Listed Companies)
- Proof of listing on the Tokyo Stock Exchange, or a copy of Shikiho company profile
Category 2
- Copy of the Withholding Tax Statement Summary Sheet (with official seal)
Category 3 (Small/Medium-sized Companies)
- Previous yearโs Withholding Tax Certificate
- Resident Tax Payment Certificate & Resident Tax Taxation Certificate (1 copy each)
- Certificate of Employment
- Tax Summary Sheet (with receipt stamp)
Category 4
- Same as Category 3, plus:
- Copy of Employment Contract
- Permission for Activities Outside Scope of Visa (if you have side jobs)
Step-by-Step Application Process
Step 1: Prepare Your Documents
Start by requesting necessary documents from your employer. Give them at least 1-2 months notice before your visa expires.
Step 2: Choose Application Method
Option A: Apply In-Person
- Visit the Immigration Bureau that covers your address.
- Check in at the information desk and get your documents reviewed.
- Take a number ticket and wait to be called.
- Submit your documents at the counter.
- Fill out a return postcard (youโll get this when your visa is ready).
- Youโll get your residence card back with a “Renewal Application in Process” stamp.
Tips:
- Afternoons are usually less crowded than mornings.
- Make a reservation online if available.
- Bring valid ID and your My Number card.
Option B: Apply Online
- Available since 2020.
- Requires a My Number card and an IC card reader.
- 500 yen discount on the application fee.
- New residence card will be mailed to you, which can take 3+ weeks.
Step 3: Wait for Review
Applications typically take 1โ3 months to process. If additional documents are requested, it might take longer.
Step 4: Receive Your New Visa
Youโll get a postcard notification once your visa is approved. Go to the Immigration Office (or wait for delivery if you applied online) and receive your new residence card.
How Long Will Your New Visa Be?
Japan may grant you a stay of:
- 1 year
- 3 years
- 5 years (maximum)
The decision depends on your employment history, salary, company size, and your track record in Japan (like tax payments and no criminal record). First-timers often get 1 year, second-timers 3 years, and eventually 5 years after several renewals.
What If You Changed Jobs?
Changing employers before renewing your visa? Youโll need to meet extra conditions and submit a change of employer notice.
Low-Risk Situations
- Same job type, just a new company
- Your salary is the same or higher than before
Higher-Risk Situations
- Your job description is completely different
- You were unemployed for over 3 months between jobs
- You didnโt report the job change or have unpaid taxes
Required Notification
You must notify Immigration within 14 days of changing employers. Failing to do so could lead to:
- Fines up to 200,000 yen
- A shorter renewal period next time
What If Your Renewal Is Denied?
You can reapply, but make sure you:
- Understand the reason for denial
- Fix any inconsistencies in your documents
- Submit any missing paperwork
- Include better explanations where needed
Avoid reapplying with the same documents. Consider getting help from a professional, like a certified immigration lawyer (่กๆฟๆธๅฃซ).
Final Checklist Before You Apply
- โ Start preparing at least 2โ3 months in advance
- โ Double-check all documents for completeness
- โ Make sure your residence registration matches your current address
- โ No unpaid taxes
- โ Confirm your company category
- โ File your employer change notice if applicable
- โ Make a reservation for Immigration if possible
- โ Bring a friend for language support if needed
Conclusion
Renewing your Japanese work visa doesnโt have to be stressful. As long as you start early, prepare your documents thoroughly, and follow all required procedures, youโll be on your way to a smooth and successful visa renewal. Whether you’re staying with your current company or moving to a new one, staying informed and proactive is key.