Work Visa Renewal in Japan: Required Documents and Key Tips [2025 Edition]

Introduction: The Basics of Work Visa Renewal

To continue working in Japan, you must apply to renew your work visa (e.g., Engineer/Specialist in Humanities/International Services) before the expiration date of your current status of residence. While renewal is generally smoother than applying for a new visa, in practice many applicants face issues such as being granted only a short period of stay or even receiving a denial due to incomplete documents or insufficient explanations.

As of 2025, immigration authorities focus particularly on three points:

• Stability of income
• Tax payment and social insurance compliance
• Explanation of job changes or employment type changes

👉 Think of visa renewal not just as “submitting forms,” but as a process of proving the stability of your employment and life in Japan.

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Required Documents (Basic)

When renewing a work visa, the Immigration Bureau checks your identity, employment, and tax status through documents from you, your employer, and your local municipality. In particular, tax certificates, social insurance enrollment proof, and employment contracts often cause mistakes and lead to requests for additional documents.

Document	Submitted by	Notes
Application for Extension of Period of Stay	Applicant	Immigration Bureau form. Online submission possible.
Residence Card	Applicant	Show the original, attach a copy.
Passport	Applicant	Show the original, attach a copy.
Photo (4cm × 3cm)	Applicant	Taken within 3 months, plain background.
Employment Contract or Certificate of Employment	Employer	Confirms employment conditions and actual duties.
Recent Withholding Tax Certificate or Payslips	Employer/Applicant	Proof of stable income.
Resident Tax Taxation Certificate & Payment Certificate	Local municipality	Obtain from city/ward office of January 1 residence. Latest fiscal year required.
Social Insurance Enrollment Certificate	Employer	Confirms enrollment in health insurance and pension.

👉 Since these documents come from different sources, early preparation is essential.

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Additional Documents in Special Cases

Depending on your circumstances, you may need to provide extra materials. This applies especially to cases where the stability of employment or lifestyle might be questioned.

Examples of additional documents:

• Immediately after changing jobs → Company registry (Tokibo Tohon), financial statements, company profile
• Dispatched or commissioned workers → Dispatch/contract agreements, documents from both dispatching and receiving companies
• With dependent family members → Family residence cards, residence certificate (Juminhyo), children’s school certificates
• When income has decreased → Bank balance certificates, written explanations to prove financial stability

👉 Providing documents that clearly explain your situation helps reduce risk.

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Renewal Process (Step-by-Step)

Visa renewal is not simply “apply before the deadline.” Understanding the steps helps you avoid missing documents or delays.

Typical process:

1. Start preparation 3 months before expiry
   → Applications are accepted from 3 months before expiration. Request company documents early.
2. Collect required documents
   → Gather from the municipality, your employer, and yourself.
3. Submit to Immigration (in person or online)
   → Applicant or registered attorney/administrative scrivener can apply. Online applications have limitations.
4. Screening period
   → Usually 2 weeks to 2 months, depending on circumstances.
5. Receive result and new residence card

👉 The most common cause of delays is late submission of employer documents, so prioritize requesting them early.

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Key Points to Watch Out For

The most frequent problems during renewal are expired documents and tax/social insurance issues.

• Always submit the latest year’s tax certificate
• No unpaid taxes or pension contributions, even for a single month
• Attach a written explanation if you had job changes or major income fluctuations

Tax and social insurance compliance is regarded as proof of being a responsible resident. Any delinquency is a major negative factor.

👉 Treat each renewal as a chance to review your overall financial and living situation.

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Cases Where Renewal May Be Denied

Immigration authorities evaluate applications based on “stable livelihood.” Renewals may be at risk in the following cases:

• Changed jobs recently and the new company shows a deficit
• Annual income dropped significantly compared to the previous year
• Unpaid taxes or social insurance premiums
• Frequent short-term employment or repeated dispatch contracts

👉 In such cases, you must submit additional documents (e.g., bank balance certificates, written explanations) to demonstrate stability.

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Things to Do at the Same Time as Renewal

Visa renewal often coincides with other administrative tasks. Handling them together can save time and prevent issues later.

Recommended additional steps:

• Update your address or household registration at the local city office
• Renew dependent family members’ visas at the same time
• Update My Number registration at banks and securities firms
• Update contracts for utilities and mobile phone services

👉 Visa renewal is also an opportunity to update information with multiple authorities at once, making your life in Japan more secure.

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Conclusion

Renewing a work visa is not just paperwork—it is an opportunity to prove your stable employment and livelihood.
It is essential not only to gather the required documents, but also to demonstrate tax and social insurance compliance, stable income, and employer reliability.

• Applications are possible from 3 months before expiry
• Mistakes in documents or unpaid taxes pose major risks
• Approach renewal as a review of your overall living conditions

👉 If you feel uncertain or your case is irregular, consult a professional to ensure a smooth and safe application.

Ishinagi Administrative Scrivener Office

If you would like to renew or change your work visa quickly and reliably, or if you feel uncertain about the application process, please feel free to consult with our office in Yodogawa-ku, Osaka. We provide support for clients from all over Japan, making use of our extensive experience in dealing with the Immigration Bureau.

If you wish to proceed with your work visa renewal or change of status smoothly and with confidence, please do not hesitate to contact us.

▶ Click here to see our fee schedule

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