Complete Guide: Documents Required for Japan Permanent Residency | Residence Certificate, Tax Certificates & Pension Records Explained [2026]

Introduction | “I Don’t Know Where to Get What” — A Common Concern

One of the most common concerns we hear when consulting on permanent residency applications is:

“I know what documents I need, but I have no idea where to actually get them.”
“There are so many similar-sounding certificates — I can’t figure out which one to submit.”

In permanent residency (PR) screening, the consistency of official documents proving your income, tax payments, and pension contributions is scrutinized closely. Collecting the right documents — completely and accurately — is the first step toward a successful application.

This guide organizes all the documents required in practice by category, covering where to obtain them, what to watch out for, and how to think about supplementary materials.

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Chapter 1 | Overview of Required Documents and Where to Get Them

This article focuses specifically on official certificates obtained from public institutions such as city halls, tax offices, and pension offices.

A full PR application also requires other items such as the application form itself, a guarantor letter, and copies of your passport and residence card. For a complete overview of all required documents, please refer to our separate guide.

The documents needed for a PR application fall into several categories. Understanding where each one comes from is essential.

Document Type	Where to Obtain
Residence certificate / Family register	Municipal office (city hall / ward office)
Tax assessment / Tax payment certificates	Municipal office, Tax office (tax authority)
Pension-related documents	Pension office, Japan Health Insurance Association, etc.
Health insurance-related documents	Employer or municipal office
Supplementary explanatory materials (optional)	Self-prepared / prepared by administrative scrivener

Note that most documents must be issued within the past 3 months, so timing your collection carefully is important.

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Chapter 2 | Residence Certificate and Family Register Documents

1. Residence Certificate (All Household Members, with Family Relationships)

Where to obtain: Municipal office (in person or via My Number Portal)

Key points on what to request:

• Request a copy covering all household members, including the applicant and any co-residents
• Make sure it includes family relationships and the head of household
• Generally, My Number and permanent domicile (honseki) should not be included

Points to watch:

• If dependents live in the same household, this document serves as key proof of the dependency relationship
• The address must match that shown on other documents (residence card, health insurance card, etc.)

2. Family Register (Koseki) and Attached Family Register (for Applicants with a Japanese Spouse)

Where to obtain: The municipal office where the spouse’s family register is registered (honseki)

Purpose:

• Used to confirm the fact of marriage and the history of cohabitation
• May be required to demonstrate the spousal relationship during the review process

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Chapter 3 | Tax-Related Documents

1. Tax Assessment Certificate (Kazei Shomeisho)

Where to obtain: Municipal office at your place of residence

What it shows: Previous year’s income, tax assessed, number of dependents, etc.

Key checks:

• If any year shows “non-taxable” (hikkazei) status, you will need to provide an explanation
• The standard requirement is the most recent 3 years (5 years may be requested in some cases)
• Confirm that the number of dependents listed matches your residence certificate

2. Resident Tax Payment Certificate (Nozei Shomeisho — Local Tax)

Where to obtain: Municipal office

What it shows: Amount paid, payment dates, and whether any payments are outstanding

Why it matters:

• Late payments or installment payment history are clearly recorded, making any negative factors immediately visible
• Since the 2026 legal amendments, full and timely payment of taxes is being verified more strictly than before

3. National Tax Payment Certificates Type 1, 2, and 3 (Nozei Shomeisho — National Tax)

Where to obtain: Tax office (nearest office or via e-Tax)

What each covers:

• Type 1: Proof of tax amounts paid (income tax, consumption tax, etc.)
• Type 2: Proof that there are no outstanding unpaid taxes
• Type 3: Proof of no outstanding tax liabilities (income tax, consumption tax, corporate tax, etc.)

In practice, Type 3 is considered a standard requirement for PR applications regardless of occupation. Whether you are a company employee, freelancer, or business owner, obtain all three in advance.

Points to watch:

• Even if you file taxes via e-Tax, a paper certificate may still be required for submission
• Multiple years may be needed, so allow plenty of time to obtain them
• For corporate owners, a separate Type 3 certificate in the company’s name may also be required

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Chapter 4 | Pension and Health Insurance Documents

1. National Pension Payment Confirmation Letter

Where to obtain: Pension office (in person, by post, or via Nenkin Net)

What it shows: Payment history, any months with missed payments, records of retroactive payments, etc.

Points to watch:

• A significant number of missed payment months will result in a negative evaluation
• If you have used the student exemption or deferral system, attaching proof of retroactive payment or the exemption notice can improve your assessment
• Since the 2026 amendments, unpaid pension contributions are directly linked to rejection risk — this requires particular attention

2. Nenkin Teikibin (Full History) or Certificate of Employees’ Pension Enrollment Record

Where to obtain: Japan Pension Service (via Nenkin Net or by post) or through your employer

What it shows: Enrollment period, employer name, standard monthly remuneration, etc.

Purpose:

• Serves as useful evidence of long-term, continuous employment
• Demonstrates employment stability for salaried workers and full-time employees

3. Copy of Health Insurance Card (Employer-based or National Health Insurance)

Where to obtain: Employer (for shakai hoken) or municipal office (for kokumin kenko hoken)

What reviewers check:

• The type of health insurance you are enrolled in (employer-based or national health insurance)
• Whether the card is currently valid (no lapse or gap in coverage)
• Enrollment in employer-based social insurance can work in your favor as evidence of employment stability

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Chapter 5 | Timing and Key Precautions

Documents That Require Careful Timing

• Most documents must be issued within the past 3 months, so obtaining them immediately before submission is best
• Residence certificates and tax assessment certificates in particular must be the most current versions
• Certificates from the pension office can take 1–2 weeks due to counter congestion

Using Online Issuance Services

• Some certificates can be obtained via My Number Portal or e-Tax
• However, a PDF printout alone may not be accepted — in some cases, an original with an official seal or stamp from the issuing window is required

Consistency Check Across Documents

Discrepancies between documents will result in a negative assessment during screening. Check the following in advance:

Item to Check	What to Verify
Name spelling	Kanji, romanization, spacing — check for any differences between your residence card and pension records
Address	If you have moved, confirm that the address on each document reflects the current address
Number of dependents	Confirm the dependent count matches between your residence certificate and tax documents
Family relationships	Confirm consistency across the family register, residence certificate, and application documents

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Chapter 6 | Other Key Documents Required for a PR Application

In addition to the official certificates covered so far, a PR application requires the following documents as well. Requirements vary depending on your visa status and employment situation.

Core Documents (Required for All Applicants)

• Permanent Residency Application Form (official form)
• Photograph (4cm × 3cm, plain background, taken within the past 6 months)
• Passport (original and copy)
• Residence Card (original and copy)
• Guarantor Letter (from a Japanese national or permanent resident)

Documents by Occupation / Visa Status

Situation	Required Documents
Company employee	Certificate of employment, recent payslips, withholding tax certificate (gensen choshuhyo)
Freelancer / Self-employed	Tax return (copy), blue return financial statement, invoices and payment records
Supported as a dependent	Supporter’s income certificate, tax payment certificate, residence certificate, etc.
Student / Homemaker, etc.	Statement of living situation, supplementary materials showing dependency relationship

Supplementary Materials (Situation-Dependent)

• Utility bills (to demonstrate actual place of residence)
• Explanatory letters or supporting documents for medical leave, job changes, or non-taxable status
• Family register extracts or explanatory documents relating to divorce, bereavement, or living apart from family

Many required documents are not clearly specified in official Immigration Services Agency guidelines, and in practice, a customized approach is needed depending on individual circumstances. If you are unsure, consulting an administrative scrivener is the safest course of action.

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Chapter 7 | Using Explanatory Letters and Reason Statements — and How We Can Help

When Documents Alone Are Not Enough: The Role of Explanatory Letters

In some cases, even a complete set of documents can lead to a lower evaluation. When this happens, attaching an explanatory letter or reason statement that clearly explains the circumstances can be extremely effective.

Situation	What to Include in the Letter
Non-taxable the previous year	Was on medical leave → attach diagnosis certificate + explanatory letter
Missed pension payments	Used the student exemption system → attach exemption notice + supplementary statement
History of installment payments	Due to financial hardship → attach proof of full payment + explanation of circumstances
Name spelling inconsistency	Explain why it differs from passport / residence card
Gap in social insurance enrollment	Explain specific circumstances (job change, maternity leave, parental leave, etc.)

How an Administrative Scrivener Can Help

• Can obtain certain documents on your behalf (e.g., residence certificates, tax assessment certificates)
• Reviews obtained documents for any issues and ensures consistency across the full application package
• Where rejection risk is elevated, can draft explanatory letters and reason statements tailored to your situation

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Conclusion | Accurate Document Preparation Is What Determines Your PR Outcome

In a PR application, what matters is not simply which documents you collected, but what you are able to prove with them.

• The content of your documents must be consistent throughout
• Any gaps must be clearly explained
• The source, timing, and accuracy of each document must be correct

Many cases where applicants feel they “gathered everything” but still receive a rejection come down to missed consistency checks or a lack of supporting explanation. If you have any concerns at all, we strongly recommend having a professional review your documents before submission.

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Ishinagi Administrative Scrivener Office

“I want to obtain permanent residency quickly and securely.” “I’m worried about preparing all the documents.”
If this sounds like you, please feel free to contact our office in Osaka (Yodogawa-ku). We support clients from all over Japan, providing the most effective assistance based on our extensive experience with immigration procedures.

If you want to secure your permanent residency smoothly and confidently, contact our office today.

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