How to Apply for a Spouse Visa at Osaka Immigration: Online, Mail, or In-Person (2025 Guide)

Introduction｜How Your Application Method Affects Processing Speed

When applying for a Spouse Visa (Spouse or Child of a Japanese National), you can choose from three submission methods: online, by mail, or in person at the immigration office.
Each option affects how quickly your application is processed, how corrections are handled, and how your documents are treated.

This guide explains the differences between these three methods, focusing on the Osaka Regional Immigration Services Bureau, so you can choose the most efficient option for your situation.

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Application Methods Overview (as of 2025)

Type	Online Application	Mail Application	In-Person (Walk-in)
Main Applicable Procedures	Extensions, Changes (limited to listed categories)	Mainly extensions and changes (COE not accepted by mail)	All procedures including COE and Permanent Residency
Submission Format	Electronic data (PDF)	Paper copies (no originals)	Originals + copies
Original Verification	May be requested later	May be requested if needed	Done immediately
Start of Processing	Upon acceptance confirmation	Upon acceptance confirmation	Same day as submission
Best For	Busy or remote applicants	Those avoiding crowded offices	Those prioritizing speed and accuracy

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Online Application System Overview

Online applications are submitted through the Immigration Services Agency’s official “Online Residence Application System.”
Applicants use their My Number Card or an electronic certificate to submit documents via the internet.
(See Official Website)

However, not all procedures are eligible.
Applications not listed in the system — such as Permanent Residence Applications — cannot be submitted online.

Advantages

• No need to visit the immigration office
• Administrative scriveners can submit applications on behalf of clients
• Correction notices and status updates are received online
• Submission date is fixed upon upload, even during busy periods

Disadvantages

• Not all procedures are supported (e.g., permanent residence)
• PDF file limit: 10MB per file
• Photo data often requires re-upload due to strict format rules
• Original documents may still need to be shown later
• Payment of fees (upon approval) must still be made in person or by mail

💡 Practical Tip
Completely online completion is still rare.
For example, family register (Koseki) or marriage certificates often require original verification at the immigration office.

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Mail Application Overview

Osaka Immigration still accepts certain applications by postal mail.
However, this option is generally limited to status extensions and changes —
Applications for a Certificate of Eligibility (COE) cannot be submitted by mail anywhere in Japan.

How to Apply by Mail

Step	Description	Note
① Prepare Documents	Prepare copies of all required documents	Do not send originals
② Include Reply Envelope	Attach a self-addressed, stamped envelope	Avoid missing stamps or incorrect addresses
③ Send to Osaka Immigration	Mail to the official postal submission address	Clearly write the procedure name on the envelope
④ Confirmation	Immigration stamps and returns the acknowledgment copy	Usually within 1–2 weeks
⑤ Corrections	Additional document requests are sent by mail	May take 2–3 weeks

Pros and Cons

Type	Details
✅ Advantages	Convenient for those who cannot visit. Avoids crowds.
⚠️ Disadvantages	Processing and corrections take longer.
📎 Administrative Submission	Accepted with a copy of the scrivener’s ID (no power of attorney needed).

💡 Practical Tip
Mail applications are best treated as a supplemental method.
If the deadline is near or accuracy is critical, in-person submission is recommended.

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In-Person Application (Walk-in) at Osaka Immigration

As of 2025, the Osaka Regional Immigration Bureau does not require advance reservations for most applications.
Processing is done on a first-come, first-served basis, and tickets are distributed in the morning (around 8:30 AM on busy days).
Note: the “Result Collection Reservation System” is separate and does not apply to initial submissions.

Basic Information

Item	Details
Acceptance Method	Walk-in (ticket number system)
Hours	Weekdays 9:00–12:00 / 13:00–16:00
Procedures Accepted	COE, Extensions, Changes, Permanent Residence, etc.
Administrative Submission	Available through the official “Application Proxy (Toritsugi)” system
Priority Lanes	None (handled in general order)

Advantages

• Originals and photos are verified on the spot
• Errors can be corrected immediately
• Same-day submission = start of review
• Proxy submission by administrative scrivener allowed (no applicant attendance required)

Points to Note

• Mondays, Fridays, and days before holidays are particularly crowded
• Afternoon sessions may close early
• Missing or incomplete documents require re-submission
• Number of accompanying family members may be limited (children allowed)

💡 Practical Tip
Prepare all originals and copies together, separated by document type in clear folders — this greatly speeds up review at the counter.

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Applications Not Accepted Online or by Mail

Application Type	Online	Mail	Reason
Permanent Residence	❌ Not Supported	✅ Accepted	Requires detailed document review
Certificate of Eligibility (COE)	❌ Not Supported	❌ Not Supported	Nationwide rule
Certificate of Employment Eligibility	❌ Not Supported	❌ Not Supported	Requires employment verification
Refugee Recognition	❌ Not Supported	❌ Not Supported	Requires interview and statement

💡 Summary
Procedures that require original verification or interviews must be submitted in person.

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Recommended Submission Routes by Situation

Situation	Recommended Method	Reason
Busy or living far from Osaka	Online Application	Easiest to submit remotely
Recently moved / address not yet updated	Mail Application	Flexible and convenient
Need fast processing	In-Person	Same-day submission = immediate start
Uncertain about documents	Through Administrative Scrivener	No personal visit, professional review

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Summary｜Choose the Best Method for Your Situation

Spouse Visa applications can be submitted online, by mail, or in person,
but the processing speed, correction risk, and overall workload differ significantly.

Method	Key Feature
Online	No visit required, limited to certain procedures
Mail	Avoids crowds but takes longer for corrections
In-Person	Fastest processing and most reliable
Administrative Proxy	No personal attendance, minimizes mistakes

If you want the fastest and most reliable result, in-person submission remains the best option.
For those living far away or too busy to visit, online submission or proxy filing by an administrative scrivener offers a safe and efficient alternative.
Choosing the right method for your situation ensures a smoother and faster approval process.

Ishinagi Administrative Scrivener Office

“If you would like to obtain a spouse visa quickly and reliably, or if you feel uncertain about renewal or changing your residence status, 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 experience in dealing with the Immigration Bureau.

If you wish to proceed with your spouse visa application smoothly and with confidence, please do not hesitate to contact us.

▶ Click here to see our fee schedule”

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