Complete Guide: Required Documents for Permanent Residency Application in Japan

Introduction: The Anxiety of “Not Knowing Where to Get What”

When we receive inquiries about permanent residency applications, one of the most common concerns is:

• “I know which documents are required, but I don’t know where to obtain them.”
• “There are several similar certificates, and I’m not sure which one I should submit.”

In the screening process for a permanent residency visa, the consistency of official documents that verify “income, tax, and pension” is crucial. Therefore, collecting all necessary documents accurately and without omissions is the first step toward a successful application.

This article categorizes the documents actually required in practice, explaining where to obtain them, key points to note, and how to prepare supplementary documents.

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Chapter 1: Overview of Required Documents and Where to Obtain Them

📌 Focus of This Article:
We will focus on official certificates issued by public institutions, such as city halls, tax offices, and pension offices.

In addition to these, a complete permanent residency application requires items such as the application form, guarantor form, passport copy, and residence card copy. For a full overview of all necessary application documents, refer to our related article:

The documents required for a permanent residency application can be divided into several categories. Let’s understand where each can be obtained.

Document Type	Issuing Authority
Resident Record / Family Register	Municipal office (ward or city hall)
Taxation / Tax Payment Certificates	Municipal office, tax office
Pension Documents	Pension office, Japan Health Insurance Association
Health Insurance Records	Employer or municipal office
Supplementary Materials (if needed)	Self-prepared / prepared by an administrative scrivener

Note: Many of these documents must be issued within the last 3 months, so timing is critical.

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Chapter 2: Resident Records and Family Register

🧾 1. Resident Record (Juminhyo) – With All Household Members and Relationships

• Where to obtain: Municipal office
• Key points:
  • Must include the applicant and all cohabiting family members.
  • Usually required without My Number and without the registered domicile (honseki).
• Caution:
  • If dependents live with you, this document is essential to prove the relationship.

🧾 2. Family Register (Koseki Tohon) and Koseki Supplement (Koseki Fuhyo) – If Married to a Japanese National

• Where to obtain: The municipal office of the spouse’s registered domicile.
• Key points:
  • Confirms the fact of marriage and cohabitation history.
  • While essential for naturalization applications, it is also used in permanent residency applications to show the marital relationship.

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Chapter 3: Tax Documents

🧾 1. Taxation Certificate (Shotoku/Kazei Shomei)

• Where to obtain: Municipal office where you reside.
• Contents: Income amount, taxation amount, number of dependents for the previous year.
• Checkpoints:
  • If any year shows “no taxation,” an explanation will be required.

🧾 2. Tax Payment Certificate (Nōzei Shomei – Resident Tax)

• Where to obtain: Municipal office.
• Contents: Amount and date of payment, and whether there are unpaid taxes.
• Importance:
  • Delays or installment payments are clearly shown and can negatively affect the review.

🧾 3. National Tax Certificates (Nozei Shomei – Type 1 and Type 2)

• Where to obtain: Tax office.
• Contents:
  • Type 1: Confirms the amount of national tax paid (income tax, consumption tax, etc.).
  • Type 2: Confirms there is no unpaid tax.
• Target applicants: Self-employed, freelancers, business owners.
• Note: Even if you filed electronically via e-Tax, you may still need to submit paper certificates.

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Chapter 4: Pension and Insurance Documents

🧾 1. National Pension Payment Record

• Where to obtain: Pension office.
• Contents: Payment history, unpaid months, and records of back payments.
• Note:
  • Many unpaid months can lower evaluation.
  • Proof of exemption or back payments can improve assessment.

🧾 2. Employee Pension Participation Record

• Where to obtain: Japan Pension Service or via employer.
• Contents: Enrollment periods, employer names.
• Use: Proves stability of long-term employment.

🧾 3. Health Insurance Card Copy (Social Insurance / National Health Insurance)

• Where to obtain: Employer or municipal office.
• Checkpoints:
  • Type of health insurance you are enrolled in.
  • Whether the insurance card is valid and not expired.

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Chapter 5: Timing and Key Points

📅 Documents with Time-Sensitive Validity

• Most certificates must be issued within 3 months of submission.
• Especially for resident records and taxation certificates, the latest version is required.

🌐 Using Online Systems

• Some certificates can be obtained via Myna Portal or e-Tax.
• Important: PDF printouts may not be acceptable for submission — a certified print with a stamp may still be required.

🖊 Consistency of Information

• Check for consistency in name formats (kanji, romanization, spacing).
• Ensure address history matches across all documents.
• Verify that the number of dependents is the same on both resident and tax certificates.

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Chapter 6: Other Key Documents Required for Permanent Residency

In addition to the official certificates discussed above, the following documents are also necessary for a permanent residency application. Requirements vary depending on visa status and occupation.

📄 Basic Documents (Required for Everyone)

• Permanent Residency Application Form (official format, Immigration Bureau website)
  https://www.moj.go.jp/isa/applications/procedures/zairyu_eijyu01.html
• Photo (4 cm × 3 cm, plain background, taken within 6 months)
• Passport (original and copy)
• Residence Card (original and copy)
• Guarantor Form (by a Japanese citizen or permanent resident)

🏢 Documents Depending on Occupation / Visa Status

• Company Employees: Employment certificate, payslips, withholding tax slips.
• Freelancers / Self-employed: Tax return copies, blue return statements, contracts, and transaction records.
• Dependents: Income and tax certificates, resident records of the supporting person.
• Students / Homemakers: Explanation of living conditions or proof of financial support.

🧾 Additional Supporting Materials (Case-by-Case)

• Utility bills (to prove residence status).
• Medical certificates, job change explanations, or reasons for non-taxable income.
• Documents related to divorce, death, or separation.

📌 Note: The Immigration Services Agency’s guidelines may not list all required documents explicitly. Practical applications often require case-specific customization. Consulting an administrative scrivener is recommended if unsure.

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Chapter 7: Use of Explanatory Letters and Administrative Scrivener Support

🧾 When Documents Alone Are Not Enough

Even if all standard documents are prepared, there are cases where evaluations are lowered.
In such cases, attaching an explanatory letter or reason statement is highly effective.

Examples:

Situation	Content of Explanation
Previous year non-taxable	Medical treatment — attach doctor’s certificate and letter
Pension non-payment	Exemption during student period — attach exemption notice
Installment tax payment	Due to financial hardship — attach payment completion certificate
Name discrepancies	Explain differences from passport or residence card

Showing consistency and sincerity through these supplementary explanations is critical.

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👥 Role of an Administrative Scrivener:

• Can obtain many documents on your behalf (e.g., resident record, taxation certificate).
• Checks for inconsistencies and corrects them before submission.
• Can prepare explanatory or reason letters if needed.

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Conclusion: Accurate Documentation Determines the Outcome

In permanent residency applications, the quality and accuracy of what is proven in documents matter more than the quantity of documents submitted.

Key points:

• ✅ Ensure all documents are consistent.
• ✅ Provide explanations for any missing or unusual points.
• ✅ Pay attention to issuing authorities, timing, and content.

Whether you are preparing the documents yourself or feeling uncertain about collection,
consulting a professional can prevent failure due to documentation errors.

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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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