Introduction｜Permanent Residency Application Is All About Planning

The “Permanent Resident” status in Japan eliminates the need for visa renewals and provides significant freedom in employment changes, marriage or divorce, and even starting a business. For foreigners who plan to live in Japan mid-to-long term, it is one of the most advantageous residency statuses.

However, many people overlook the fact that obtaining this status is not easy.

We often receive consultations like:
“I thought I’d get approved as long as I met the conditions, but my application was denied.”

Submitting a PR application isn’t just about collecting documents.
Success depends on how well you plan — when to apply, how to structure your documents, and how to avoid inconsistencies.

Even if you meet the formal requirements for income, taxes, pension, and conduct, small document issues or mismatches can result in negative evaluations.

In this article, we’ll explain the step-by-step procedure from a practical viewpoint, divided into five key steps, to help you apply for PR successfully.

If you:

• Are applying for PR for the first time
• Think you meet the requirements but don’t know where to start
• Want to increase your chances of getting approved on the first try

Then this article is for you. Let’s begin.

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STEP 0｜Do You Meet the Requirements for Permanent Residency?

Permanent Residency is not a “submit and get approved” process.

Before anything else, you need to confirm whether you actually meet the PR eligibility criteria.
If you misunderstand the conditions, your application could be rejected at the initial stage, regardless of how well-prepared your documents are.

✅ Standard PR Requirements (General Case)

Below are the basic requirements for applicants under the “general PR” category (e.g., work visa or spouse visa holders):

Category	Requirement Summary
⏳ Duration of Stay	Must have lived in Japan for at least 10 years (including the most recent 5 years under a work or family-based visa)
💰 Stable Income	Must have continuous and stable income (If you have dependents, your income must support all family members)
💴 Tax Compliance	Must have paid all public obligations such as residence tax, national tax, pension, and health insurance without delays
👮‍♂️ Good Conduct	No criminal record; frequent minor traffic violations may also be viewed negatively
🗂 Valid Visa	Must hold a visa with at least a 3-year period (even right before renewal is acceptable)
📝 Guarantor	One guarantor required (must be a Japanese national or PR holder)

💡 Important Notes

• Spouse visa holders can apply earlier if: Married for 3+ years and living in Japan for 1+ year
• Relaxed rules apply for Highly Skilled Professionals, Long-Term Residents, Special Permanent Residents
• Pension status (enrollment and payment) has become increasingly critical
• “Just paying taxes and pension” is not enough — household structure and support responsibilities are also considered

⚠️ If You Don’t Meet the Requirements

• Your application might be rejected during the formality check (“not accepted,” not even “denied”)
• Even if the review starts, issues with conduct or financials can delay or derail the process
• Self-judged applications often end in denial after 6+ months

STEP 1｜Assess Your Situation and Set a Strategy

Once you’ve confirmed that you meet the conditions, the next step is to decide when and how to apply.
This is particularly important if you’re transitioning from a work visa or spouse visa.

You’ll need to review your visa validity, update timing, employment status, and lifestyle circumstances to set the best application strategy.

✅ When Should You Apply?

PR application reviews typically take 6 months to 1 year.
Your current visa may expire while you’re waiting, so consider the following:

Consideration	Explanation
🔁 Visa Validity	You must hold a visa with at least a 3-year duration at the time of application (e.g., not just before a 1-year renewal)
📆 Visa Renewal Timing	Even during PR review, you must renew your current visa as usual
💼 Job Stability	Avoid applying during a period of job change or instability — stable employment is ideal
🏠 Moving Soon?	Address changes can affect document consistency (tax certificates, residence records, etc.)
👨‍👩‍👧 Changes in Family?	Birth, divorce, or separation may affect your eligibility or require a revised strategy

🧭 Should You Choose PR or Naturalization?

We often hear: “Which is better — permanent residency or naturalization?”
Here’s a comparison to help guide your decision:

Item	Permanent Residency	Naturalization
Nationality	Retain original nationality	Become Japanese (usually lose former citizenship)
Voting / Passport	Not available	Full Japanese rights, including passport
Visa Renewals	Not needed	Not needed (no visa required at all)
Requirements	Clear-cut (stay, income, taxes)	More complex (interviews, language, cultural fit)
Reversibility	PR can be revoked	Naturalization is final (hard to reverse)

📋 Checklist to Assess Your Current Situation

• Current visa type and expiration date
• Family structure (spouse, children, dependents)
• Employment history and stability over the past few years
• Status of residence, tax, and pension documents
• Any traffic or administrative violations?

This is where an administrative scrivener can offer crucial insight — deciding “when to apply” can make all the difference.

STEP 2｜Document Collection Plan: List and Strategy

For most applicants, this step consumes the most time and effort.
PR applications require many documents, and the required content and collection methods vary significantly based on your visa type, job, and family setup.

Start by accurately listing what you’ll need — this is the first step toward a successful application.

✅ Basic Documents (Required for All Applicants)

Document	Notes
PR Application Form	Use the official form from Immigration (same info as residence card)
Photo (4cm x 3cm)	Taken within the last 6 months; write name on the back
Passport & Residence Card Copy	Must be valid and not expired
Guarantor Form + Guarantor’s ID	A Japanese or PR sponsor must sign and provide ID copy
Residence Certificate	Shows all household members and relationships
Resident Tax Certificates (past 3 years)	Obtain from local city/ward office
Pension Records	Can be obtained via Nenkin Teikibin, Nenkin Net, or Japan Pension Service

🧾 For Work Visa Holders (Engineer, Business, etc.)

• Employment Certificate or Verification Letter
• Recent Payslips (few months)
• Withholding Tax Certificates (3 years)
• Employment Contract

👨‍👩‍👧 For Spouse Visa / Family Applicants

• Marriage Certificate / Family Register (if married to Japanese)
• Child’s Birth Certificate or Residence Certificate
• Proof of financial support (bank transfers, expense records)

💼 For Freelancers / Self-employed

• Final Tax Return (with blue return or income statement)
• Tax Payment Certificates (Type 1 & 2)
• Income Certificate (from prefectural tax office)
• Proof of business activities (Business Registration, Contracts)

⚠️ Cautions When Collecting Documents

• Don’t use old versions — many have expiration dates
• Some certificates (pension, tax) take 1+ weeks to obtain
• Consistency between documents is essential — mismatched info will hurt your case

🗂 Tips for Managing Document Collection

• Create a master checklist based on your situation (especially with professional help)
• Categorize by issuing source: City Hall / Employer / Pension Office
• Start with documents that take the longest
• Scan and save all documents digitally (PDF format preferred)

Even a single missing or inconsistent document can delay your application by months or cause rejection.
Getting a professional review can drastically reduce this risk.

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STEP 3｜Check for Consistency Between Documents

One of the most overlooked — yet critical — aspects of PR screening is consistency.

Your documents come from various sources: tax offices, municipalities, employers, and pension agencies.
If any info (name, address, family relationship) is inconsistent, it can create suspicion and harm your application.

✅ Common Consistency Issues

Item	Notes
🧑‍💼 Name Spelling Variations	Middle name missing, typos, full-width/half-width characters, etc.
🏠 Address Differences	Some forms show old address, while others show the new one
👨‍👩‍👧 Family Info	Residence certificate says “with spouse,” but tax doc shows solo
📆 Mismatched Dates	Employment date differs between documents; tax year mismatches
🇯🇵 Kanji vs Katakana	Name or address written differently across documents

⚠️ Consistency Between Documents Is Crucial

Immigration focuses more on internal consistency than just having official documents.

Even small discrepancies can raise red flags. Examples include:

• “Douglas” vs. “Douglass” across pension and tax documents
• Married on the residence certificate, but tax certificate shows single
• Employment contract says job started April 1, while certificate says April 2
• Tax documents show old address even after submitting new residence certificate

These cases have led to either rejection or long delays.

🛠 How to Ensure Consistency

• Compare all documents side-by-side: name, address, dates
• If a mismatch exists, explain in a note or supplementary document
• For name issues, attach passport/birth certificate to justify the discrepancy
• If household status is unclear, include financial support records (bank transfers, etc.)

In PR applications, even seemingly minor points can impact the outcome.
Don’t rely on “it’s probably fine” — aim for flawless documentation.

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STEP 4｜Finalize Documents and Write Your Reason Letter

Once your documents are ready and consistent, the next step is finalizing your application with a reason letter and a complete document package.

While this letter is “optional,” it is strongly recommended — it’s your only chance to directly communicate your background and intent to the immigration officer.

✅ What Is a Reason Letter? Why Is It Important?

• A free-format document explaining your life in Japan and why you seek PR
• Written by the applicant (typed or handwritten)
• Provides context to help the officer judge your “worthiness” of PR

✍️ What to Include in the Reason Letter

Content	Example
Time in Japan	When and how you came to Japan, and your visa history
Current Employment & Family Support	Job type, stability, how you support family members
Adaptation & Contribution	Japanese skills, tax/social insurance record, community ties
Long-Term Intent	Future plans in Japan, job stability, children’s education, etc.
Gratitude and Emotion	Positive experiences in Japan, appreciation for the country

📄 Length: About one A4 page. Keep it concise and reader-friendly.

📝 Final Checklist Before Submission

• Double-check photo format (within 6 months, plain background)
• Organize documents in logical order (using clear files helps)
• Make sure guarantor’s form is signed/dated correctly (recent only)
• Prepare a second copy set for your records
• All non-Japanese documents must have accurate Japanese translations

💬 How an Administrative Scrivener Can Help

• Review and refine your reason letter for clarity and persuasiveness
• Reorganize and polish your submission for easier review by officials
• Suggest extra supporting documents tailored to your case (family, finances, language)

This step is your final polish — not just submission, but presentation matters.

STEP 5｜Submit the Application and Handle Post-Submission Matters

Once everything is prepared, it’s time to submit your application to the Immigration Bureau.
But submitting your documents doesn’t mean your job is done.
How you handle the post-submission phase also matters — including submission method, follow-ups, and possible additional document requests.

✅ Submission Method and Process

Item	Details
📍 Where to Submit	Submit in person to your local Immigration Bureau (postal submission not allowed)
📅 Appointment Required?	Some offices require online or phone reservations in advance
📄 Submission Check	Staff will check your documents on-site; if no issues, you’ll receive a receipt
🧾 Application Fee	No fee for submitting the PR application itself; however, ¥8,000 revenue stamp required upon approval for new residence card
📃 Receipt	Contains application number and date; useful for tracking and ID verification during the review process

⏳ Review Period and What to Expect

• Reviews typically take 6 months to 1 year
  (Can be longer in large cities like Tokyo or Osaka)
• Additional documents may be requested by phone or mail
• Results will be mailed and categorized as:
  • ✅ Approved
  • ❌ Denied
  • ⏳ On Hold (awaiting more documents)

⚠️ Points to Watch During the Review Period

Situation	What to Watch Out For
🔄 Visa Expiration	You must renew your current visa as usual while waiting for PR results
🏠 Change of Address	Notify both City Hall and Immigration; failure to do so may delay your case
💼 Job Changes	Major shifts in employment (quitting, switching jobs, starting business) can affect the review
✈️ Overseas Travel	Use the re-entry permit system for short trips; avoid long stays abroad during review
📞 Document Requests	Respond promptly and fully if Immigration asks for more documents

❌ If Your Application Is Denied…

• The rejection letter may not give a clear reason
• Often marked as “comprehensive judgment” without further detail
• You can reapply after addressing the issue(s) — many succeed on their second attempt
• Changes like new documents or a new reviewing officer may improve your odds

PR applications don’t end at submission.
Your behavior and lifestyle during the review period also play a role in the final outcome.

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Conclusion｜Planning and Precision Are Key to Permanent Residency Success

Permanent Residency is not automatically granted just because you meet the criteria.
Approval often depends on the “invisible elements” — consistency, timing, and the quality of preparation.

✅ Let’s Recap: 5 Key Steps for PR Success

1. Confirm You Meet the Requirements
   → Stay duration, income, tax, and pension requirements must be fulfilled
2. Assess Your Current Situation & Decide on Timing
   → Consider your visa type, family, and job situation when choosing the best time to apply
3. Create a Document Checklist & Collection Plan
   → Identify what’s needed, from where, and how long it will take
4. Check for Consistency Across All Documents
   → Eliminate discrepancies in name, address, household info, and dates
5. Write a Reason Letter & Finalize the Application
   → Properly explain your story and prepare for the post-submission period

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📌 If You’re Serious About Permanent Residency, Consider Professional Support

At our office, we’ve helped many clients — both successful and unsuccessful — through the PR process.
From that experience, we can confidently say:

“Your application’s fate is determined by your planning and the precision of your documents.”

If you:

• Aren’t sure whether you’re eligible
• Don’t know how or where to start
• Want to maximize your chances of a first-time approval

Then please feel free to reach out for a consultation.
We’re here to help you navigate this important step with clarity and confidence.

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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