How Can Freelancers and Self-Employed People Obtain Permanent Residency in Japan?

Introduction

“I’m a freelancer (or self-employed)… Can I still apply for permanent residency in Japan?”

This is one of the most common questions we receive from foreign residents.

Because permanent residency requires stable financial independence, freelancers and self-employed individuals may feel that their applications are viewed less favorably than those of company employees. The perception is understandable, as irregular income can make it harder to objectively prove financial stability.

However, in practice, it is entirely possible for freelancers and sole proprietors to obtain permanent residency—as long as income continuity and proper tax documentation are maintained.

This article, written from an administrative scrivener’s professional perspective, offers a detailed guide to help freelancers navigate the permanent residency process. We’ll cover key screening points, necessary documents, and how to avoid common pitfalls.

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Chapter 1: Can Freelancers Meet the Financial Requirements?

One of the biggest hurdles for freelancers in a permanent residency application is proving income stability in a concrete way.

✅ Annual Income Guidelines

The Immigration Bureau does not publicly declare a minimum income, but general benchmarks are:

• Single applicant: At least ¥3,000,000 per year
• Add approximately ¥700,000–1,000,000 per dependent

👉 Example: Married with one child → Annual income target of around ¥4,500,000–5,000,000

These are not strict thresholds, and other factors—such as rent, living expenses, historical income trends, and savings—are taken into account.

✅ Income “Stability” Matters

The following cases often lead to a negative evaluation:

• Drastic income fluctuations year to year
• A significant drop in income in the most recent 1–2 years
• Irregular income (e.g., one-time gigs or events) with no clear continuity

In contrast, applicants who demonstrate consistent earnings over several years, or who hold contracts with stable clients, are more likely to receive a positive evaluation.

Chapter 2: Required Documents — Tax Filings, Ledgers, and Income Records

Freelancers and self-employed individuals must prepare and submit specific documents to prove their income and work activity. Below is an overview of what you’ll need:

✅ Basic Income Documents

• Copy of Tax Return (Form B): For the past 3 years (must have a tax office receipt stamp or e-Tax submission confirmation)
• Income Tax Certificates (No.1 and No.2): Issued by the tax office
• Resident Tax Taxation and Payment Certificates: Issued by your local city/ward office

✅ Supporting Business Records

• Sales Ledger (Excel or PDF format)
• Copies of invoices and receipts (especially for major clients)
• Contracts or work agreements (if you have ongoing transactions)

The Immigration Bureau uses these documents to verify the real-world viability of your business.
If your documentation is insufficient or unclear—for example, if there is no proof of income sources—your application is more likely to be denied.

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Chapter 3: Common Reasons for Denial and How to Avoid Them

Here are some of the most frequent reasons that permanent residency applications are rejected for freelancers:

❌ 1. Unreported Income

Income from side jobs or secondary businesses is not declared, making the application appear dishonest or incomplete.

❌ 2. Missing or Invalid Tax Filings

The submitted tax returns do not have the necessary stamp or e-Tax confirmation, so the documents are not legally recognized.

❌ 3. Just Barely Meeting Income Requirements

If income dropped significantly in one year, and there’s no explanation (e.g., illness, childcare), this could hurt your application.

✅ How to Address These Issues

• Always keep stamped copies of your tax returns or attach the e-Tax submission confirmation.
• Include a supplementary explanation outlining the nature of your work and income if necessary.
• If there was a dip in income in a particular year, prepare a written explanation with supporting evidence.

Chapter 4: Common Traits of Successful Applications

Based on real cases, freelancers who meet the following conditions tend to receive permanent residency with fewer issues:

✔ Ongoing Contracts with Stable Clients

Applicants who have long-term contracts with one or more clients are seen as financially stable.

✔ Consistently High Income (e.g., ¥5,000,000+ for 3 consecutive years)

If your income is high and stable, even moderate year-to-year variations are unlikely to be a problem.

✔ Blue Return Filing & Organized Bookkeeping

Using the blue return (青色申告) and maintaining clear and accurate ledgers (sales, expenses) earns positive marks.

✔ No Outstanding Taxes or Pension Payments

Timely payment of taxes and pension contributions (especially National Pension) is crucial. Missing payments—even temporarily—can result in rejection.

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Chapter 5: Industry-Specific Trends — Which Freelancers Are Seen as Stable?

Not all freelance jobs are viewed the same. Here are examples of occupations often seen as stable vs. risky in immigration review:

✅ More Favorably Viewed Freelance Occupations

• IT Engineers / Programmers
  　→ Often have contracts with stable clients and high unit prices; job scope is clear.
• Online Language Teachers (with fixed contracts)
  　→ If they work continuously with the same platform or school, their income is seen as stable.
• Interpreters / Translators (ongoing contracts)
  　→ Regular work from large companies improves the perception of income consistency.

❌ Occupations Often Viewed as Unstable

• Event-based influencers / YouTubers
  　→ Highly fluctuating income and difficulty verifying contract terms make them a risk.
• One-off translation, narration, or teaching gigs
  　→ If clients vary and documentation is poor, the work may seem inconsistent or unsubstantiated.
• Gig work (e.g., Uber Eats)
  　→ Often lacks formal contracts or proper ledgers, and earnings may be relatively low.

👉 Key Point
Whatever your field, the presence of contracts, invoices, and a clear work history greatly improves your chances—even if your job type is usually considered less stable.

Chapter 6: How to Prepare Ledgers, Invoices, and Contracts Properly

While these documents are not always required, having well-organized records—such as ledgers and contracts—greatly improves the credibility of your application.

✅ Example: Sales Ledger (create in Excel or PDF)

Month	Client	Description	Amount	Invoice No.
Jan 2025	ABC Co., Ltd.	Translation Work	¥150,000	INV2025-01
Feb 2025	XYZ G.K.	Interpretation	¥120,000	INV2025-02

Make sure each entry clearly links the client, service type, amount, and invoice.
Keep these records consistently throughout the year and export them as PDFs for submission.

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✅ Sample Invoice Format (Japanese or English)

INVOICE  
Date: March 5, 2025  
Invoice No.: INV2025-03  

To: ABC Co., Ltd.  
Subject: Translation services  
Amount: ¥150,000 (incl. tax)

From: John Smith  
Business Name: Smith Translation Office  
Address and Contact Info

Adding a signature or stamp is optional but increases trust.

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✅ Work Contract Essentials

• Contract Period: Specific dates or auto-renewal clauses
• Scope of Work: e.g., Translation, interpretation, teaching
• Compensation: Payment structure and amounts
• Confidentiality Clause
• Signatures from both parties (digital signatures acceptable)

👉 These documents help immigration officers understand that you operate a legitimate and ongoing business.

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Chapter 7: Case Comparison — What Leads to Approval vs. Rejection?

Here are two hypothetical but realistic freelancer profiles illustrating key differences in outcome:

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✅ Case A: Translator — Approved

• Income: ¥4.5–5 million for 3 consecutive years
• Clients: Ongoing contract with major translation agency (¥100,000+/month)
• Records: Full set of ledgers, invoices, and contracts
• Tax Filing: Blue return via e-Tax, with submission confirmation
• Tax & Pension: Fully paid

👉 Strong recordkeeping and continuous contracts led to a smooth approval.

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❌ Case B: YouTuber — Rejected

• Income: ¥6 million → ¥3.5 million → ¥2.5 million (declining)
• Clients: Platform-based revenue only; no contracts
• Records: No ledgers or invoices
• Tax Filing: Used e-Tax but failed to provide submission proof
• Pension: Had delinquency (later paid)

👉 Lack of documentation and declining income, combined with pension issues, led to rejection.

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These examples show that beyond just meeting income levels, what really matters is your ability to back up your income with clear and credible documentation.

Conclusion: Freelancers Can Obtain Permanent Residency—If Properly Prepared

While it’s true that freelancers and self-employed individuals face a slightly higher barrier to permanent residency compared to salaried workers, thorough preparation can significantly improve your chances.

In recent years, the number of foreign freelancers in Japan has been growing. Immigration authorities are gaining more experience with diverse work styles and are gradually becoming more flexible in evaluating them.

As an administrative scrivener, I often advise clients on:

• Whether their current documentation is sufficient
• What needs to be improved before submitting the application
• How to explain irregular income or changes in business

At our office, we offer full support for freelancers—including income assessment, document reviews, bookkeeping advice, and help drafting explanation letters. Please feel free to contact us if you’re considering applying for permanent residency as a freelancer or self-employed individual.

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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