How Does Moving Affect Your Permanent Residency Application? Key Points & Risks [2025]

Introduction

The examination process for permanent residency in Japan usually takes several months to up to a year. During this long review period, it is not uncommon for applicants to move to a new residence. While relocation itself is not a direct reason for denial, it can create significant procedural risks if not handled properly—such as delays in notification, jurisdictional changes, missed correspondence, and requests for additional documents.

This article organizes what you need to do—when, where, and how—within the legal framework, and provides a step-by-step guide to minimize the impact of relocation on your application and on the review process.

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Key Takeaways From This Article

• Mandatory relocation procedures, including the “14-day rule”
• What happens when jurisdiction changes, and the risk of delays
• Additional documents often requested after moving and how to prepare them
• Common mistakes to avoid and best practices for different scenarios

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Mandatory Procedures After Moving (Where and When)

When you move, the first step is to complete your resident registration at the municipal office. For mid-to-long-term residents, an address change must be reported within 14 days of moving. This updates your residence record (jūminhyō) and the address on the back of your residence card at the municipal office. (In such cases, there is no need for a separate report to Immigration regarding the address itself.)

However, changes to other registered information—such as name, nationality, or affiliated institution (employer/school)—must still be reported to Immigration.
Additionally, if you are in the middle of a permanent residency application, you must promptly notify the Immigration office where you filed your application of your new address. Depending on the situation, your case may be transferred to the Immigration office that has jurisdiction over your new residence.

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Basic Tasks After Moving

Task	Deadline	Where to File	Key Points	Practical Notes
Address change (Resident record + address on back of Residence Card)	Within 14 days after moving	Municipal office	Address changes are completed at the municipal office. No separate Immigration filing required.	Bring your residence card, MyNumber card (optional), and valid ID when filing your moving-in notification.
Mail forwarding	As soon as possible	Japan Post	Prevents important notifications from being lost.	Note: Certain restricted mail (e.g., identity-confirmed mail) may not be forwarded. Always notify Immigration of your new address as well.
Notify Immigration of new address for PR application	Immediately after moving	Immigration office where you applied	Updates your contact information for the ongoing review.	Include your application number, name, date of birth, old and new addresses, and phone/email.
Report other changes (name, nationality, employer, etc.)	Within 14 days	Immigration office	Required for changes other than address.	Attach supporting evidence for changes (e.g., new employment contract, marriage certificate).

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Checklist

• Completed moving-in registration and updated residence card at municipal office
• Notified Immigration office of new address for PR application (by email, written notice, or at the counter)
• Filed mail forwarding request with Japan Post
• Reported other changes (name, nationality, employer, etc.) to Immigration if applicable

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Impact on the Examination Process

Relocation itself is not a reason for denial. However, it can cause delays and additional scrutiny due to administrative processes and the need to re-confirm your stability.

• Jurisdiction change: If your new residence falls under a different Immigration office, case transfer may cause delays.
• Stability review: Moving often triggers additional checks on employment, household income, tax, and social insurance status.
• Missed correspondence: If important notices are sent to your old address, you risk missing deadlines or appointments.
• Document inconsistencies: If addresses differ between resident record, lease, payroll, and insurance documents, you may be asked to resubmit.

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Typical Impacts and How to Reduce Risks

Situation	Main Impact	Risk Mitigation
Jurisdiction change	Case transfer delays	Notify Immigration early, always include your application number, ensure both old and new offices have your contact info
Employer change	Additional stability check	Prepare updated employment certificate, recent payslips, and social insurance records
Missed correspondence	Missed deadlines, case closure	Mail forwarding + notifying Immigration of new address + provide email contact
Document inconsistencies	Resubmission or correction	Ensure all records (resident record, contracts, payroll, insurance) reflect the same address

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Jurisdiction Change: Practical Flow

If your new address falls under a different Immigration office, case transfer may occur. Depending on circumstances, either the original office continues the review or the new office takes over.

Expected flow:

1. Move → Update address at municipal office (resident record + residence card)
2. Notify the Immigration office where you applied (application number + new address)
3. Immigration decides whether to transfer case
4. If transferred: Case file sent to new office → Possible request for additional documents
5. If not transferred: Original office continues review → May still verify your new living situation
6. In all cases: Confirm communication routes and update contact info to avoid missed notices

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Additional Documents Commonly Requested

When you move, Immigration often checks the stability and continuity of your living situation. If there are changes in housing, employment, household, or income, submit supporting documents.

Reason	Main Documents	Supporting Materials / Tips
Address change	Resident record (full household, with relationship details)	Lease contract, mortgage papers, utility bills at new address
Employer change	Employment certificate, contract, appointment letter	Recent payslips, social insurance certificate, unemployment insurance card
Family structure change	Marriage or birth certificate	Evidence of household/family support, school enrollment proof
Income/tax confirmation	Withholding slip, tax certificate	Tax payment certificate, pension contribution record, bank deposit history

Additional Notes (Common Situations)

• Temporary housing: If your move is only to a short-term residence (e.g., due to a job transfer or while waiting for a permanent home), submit a written explanation of your final intended place of settlement.
• Significant rent increase or decrease: To show that your household finances remain stable, supplement with evidence such as take-home income, savings, or financial support from family.
• From living together to living separately: Clarify how household expenses and financial support are divided, for example by preparing a household budget table.

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Best Practices for Different Scenarios

The optimal approach depends on your circumstances.

• Moving within the same municipality
  Lower impact, but still update residence record and notify Immigration. Prevent missed correspondence above all.
• Moving to another prefecture (jurisdiction likely to change)
  Notify Immigration immediately. Prepare employment, income, and housing documents in advance. Use mail forwarding and email contacts.
• Moving just before filing PR application
  Ideally wait until after moving so documents match your new address. If urgent, submit a relocation plan (move date, housing details, employment stability).
• Moving just after PR approval
  Still update municipal records and residence card. Update banks, employer, insurance, and driver’s license promptly to avoid inconsistencies.
• Moving abroad temporarily while relocating
  Highest risk of missed correspondence. Check proxy receipt options and email communication with Immigration. Plan for immediate post-return updates (resident record + residence card).

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Common Mistakes to Avoid

Most relocation-related problems arise from:
delayed filings, failure to notify Immigration, and inconsistent records.
Avoiding these three is enough to greatly reduce risk.

Typical mistakes include:

• Forgetting the 14-day rule for municipal reporting
• Not notifying Immigration of new address (notices sent to old address → missed deadlines)
• Address inconsistencies between resident record, lease, payroll, insurance
• Lack of employment proof after job change
• Relying only on mail forwarding (not always effective)

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Practical Checklist (Before, During, After Moving)

Timing	Required Actions	Key Notes
Before filing (if move expected)	Compare pros/cons of filing before vs. after move Explain expected changes in housing or job in a cover note If possible, file after securing new stable housing/employment docs	Helps avoid later document corrections
At time of move (within 14 days)	File moving-in registration + update residence card at municipal office Set up mail forwarding Notify Immigration of new address (include application number) Report other changes (name, nationality, employer)	The “14-day rule” is most important. Mail forwarding is a safeguard but not enough alone
After moving (within 1–2 weeks)	Verify consistency across records (resident record, contracts, payroll, insurance, bank accounts) Check if Immigration requested additional documents Update email/phone contacts and signatures	Ensures smooth processing and readiness for follow-ups

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Conclusion: Keys to Smooth Processing

Relocation is not unusual during a permanent residency application. The three most important points are:

• File municipal procedures within 14 days
• Notify the Immigration office promptly
• Prevent missed correspondence

In addition, prepare employment, income, and housing documents, and ensure all records reflect the same address. If you expect to move, plan and prepare early, and seek professional support if necessary—this is the safest way to ensure your permanent residency application proceeds without major delays.

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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