What Is a Residence Status in Japan? – Visa vs. Residence Status, Card System, and Immigration Procedures Explained

To work or live in Japan as a foreign national, it is necessary to obtain a “residence status.” This is often confused with a “visa,” but technically, they are separate systems. On this page, we will explain the structure, types, and procedures of residence statuses from the perspective of a certified immigration lawyer (gyoseishoshi).

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Difference Between Residence Status and Visa

The terms “visa” and “residence status” are often confused, but under Japan’s immigration system, they serve clearly different purposes. Below is a simple explanation of their differences.

◾ What is a Visa?

• A document issued by a Japanese embassy or consulate allowing a foreigner to enter Japan
• It serves as a recommendation that the individual is likely to be granted a residence status suitable for their purpose of entry
• In short, a visa is like a “letter of recommendation” to gain permission to enter Japan

◾ What is a Residence Status?

• A legal status granted to foreign nationals that defines what activities they are permitted to engage in (or their status of residence) while staying in Japan
• It is granted by immigration or landing examiners based on the visa and the individual’s circumstances
• Examples include “Engineer/Specialist in Humanities/International Services” and “Spouse or Child of Japanese National”

◾ Common Misunderstanding

Many people believe that having a visa allows them to work in Japan, but this is incorrect. In reality:

• Visa → Required to enter Japan
• Residence Status → Determines what activities are permitted after entry

◾ Some Countries Do Not Require a Visa

Nationals of countries that have visa exemption agreements with Japan may enter without a visa for short-term stays such as tourism. However, this does not mean they are exempt from obtaining a residence status. Upon landing, a “Temporary Visitor” status will still be granted, so be aware of this distinction.

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Main Types of Residence Statuses

1. Work-Related Categories

• Engineer/Specialist in Humanities/International Services: Engineers, interpreters, marketers, finance professionals, etc.
• Business Manager: For foreigners who establish or manage companies in Japan
• Skilled Labor: Professions requiring advanced skills, such as chefs and construction craftsmen
• Specified Skilled Worker: For securing labor in designated fields like caregiving, construction, and agriculture
• Technical Intern Training: A program aimed at technology transfer (planned to be phased out in the future)

2. Status-Based Categories

• Spouse or Child of Japanese National: Stay based on marriage or family relationship
• Spouse or Child of Permanent Resident: Family members of permanent residents
• Permanent Resident: For foreign nationals who have resided in Japan stably for a long time
• Long-Term Resident: Granted to Nikkei (people of Japanese descent) and those with special circumstances

3. Others

• Student: Universities, vocational schools, Japanese language schools, etc.
• Dependent: Family members supported by a residence status holder
• Cultural Activities / Temporary Visitor: Unpaid research, tourism, etc.

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Residence Card and Notification System

The residence card is an identification document issued to foreign nationals staying in Japan for a medium to long term (more than 3 months). It states information such as residence status, period of stay, and work eligibility. Once landing permission is granted through immigration inspection, the card is generally issued at the airport. It is an essential document for daily life in Japan.

◾ Information Shown on a Residence Card

• Name, nationality, date of birth, gender
• Residence status, period of stay, work restrictions (if any)
• Residence card number, photo, IC chip

◾ Who Is Required to Hold a Residence Card?

Those classified as “mid- to long-term residents” are required to hold a residence card. Foreign nationals staying short-term (90 days or less) or with diplomatic/official residence statuses are not eligible to receive one.

◾ Major Notification Obligations Related to Residence Card

The residence card must always reflect the latest information. If any of the following events occur, notification is generally required within 14 days.

• Address change: Submit a move-in notification at the city/ward office with your residence card
• Change in name, gender, nationality, etc.: Report to the regional immigration office after updating your passport
• Change of workplace or institution: In cases of job change, resignation, school admission, or withdrawal
• New or renewed passport: Notify the immigration bureau within 14 days after renewal

◾ If You Lose, Damage, or Have Your Residence Card Stolen

You must promptly apply for a replacement at the regional immigration office. The following documents are typically required:

• Passport (or other identification document)
• ID photo (4cm × 3cm)
• Written explanation (describing the circumstances of loss or theft)
• Lost or stolen item report receipt number from the police

Failure to complete the procedures may result in being considered illegally staying in Japan, so please take proper action.

◾ Validity Period and Renewal of Residence Card

• You can apply for renewal starting approximately 3 months before the expiration date of your period of stay
• Permanent residents and special permanent residents must renew their cards every 7 years

◾ Support by Ishinagi Administrative Scrivener Office

Our office also provides support for residence card notifications and reissuance. We assist with required documents, drafting of explanations, and reviewing submissions to the immigration bureau — ensuring a smooth and accurate process.

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Main Immigration Procedures

To continue residing in Japan, foreign nationals must complete various immigration procedures depending on their residence status and purpose of stay. Below are the main types of applications.

1. Certificate of Eligibility (COE) Application

This procedure is required when inviting family members or employees from overseas to Japan. You must apply for an appropriate residence status based on the purpose of invitation (e.g., work, marriage, dependent), and the Immigration Bureau will issue a Certificate of Eligibility.

Once issued, this certificate can be submitted to a local Japanese embassy or consulate for visa (entry permit) application.

• Application location: Regional Immigration Bureau near the inviting party (in Japan)
• Standard processing time: About 1 to 3 months

2. Extension of Period of Stay Application

If you plan to continue your current residence status and activities, you must apply for an extension before the expiration date. For work and student statuses, the review will focus on documents showing activity results, such as employment certificates or academic transcripts.

• When to apply: From 3 months before the expiration of your period of stay
• If not renewed, your residence status will expire, so please be careful

3. Change of Status of Residence Application

If your activities change while staying in Japan (e.g., a student starts working), you must apply for a change of status, as you cannot engage in different activities under your current status.

• Examples: Student → Engineer/Specialist in Humanities/International Services, Dependent → Spouse of Japanese National
• Approval depends on the legitimacy and stability of your activities and your living situation

4. Permission to Engage in Activity Other Than That Permitted

This procedure is necessary when engaging in activities beyond your permitted scope. For example, a student who wants to work part-time or a foreign worker engaging in a side job must obtain permission in advance.

• Example: Student → Permission for part-time work up to 28 hours per week
• Engaging in such activities without permission is considered unauthorized employment and is subject to penalties

5. Re-entry Permit Application

If you temporarily leave Japan and plan to return under the same residence status, you can usually use the “special re-entry permit” system. However, if you will be abroad for more than one year or are ineligible for this system, you must apply for a formal re-entry permit.

• Special re-entry: Show your residence card and passport before departure and declare your intent to return (valid for up to 1 year)
• Formal re-entry: Requires prior application at the Regional Immigration Bureau

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Our Support Services

• Selection of appropriate residence status based on your case
• Guidance and support for preparing required application documents
• Translation review and formatting of necessary documents
• Quick response to correction requests from immigration
• Free preliminary consultation via LINE or email

We provide friendly and clear guidance, even for first-time applicants, so you can proceed with confidence.

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Frequently Asked Questions (Q&A)

What should I do if I lose my residence card?

You must apply for a reissuance at the competent Regional Immigration Bureau. Bring your photo, explanation letter, and passport.

What if I move to a new address?

You must notify the new address at the city or ward office within 14 days. Your residence card will also be updated.

What if my name or nationality changes?

You must notify the Immigration Bureau within 14 days after the change.

What if I leave or change my job?

Changing your affiliated institution may affect your residence status. Prompt notification is required.

What if I renew my passport?

You must notify the Immigration Bureau within 14 days after obtaining the new passport.

What if the expiration date of my residence card is approaching?

You can apply for renewal from 3 months before the expiration date. Prepare early.

What if my child is born in Japan?

You must submit a birth report and apply for a residence status within 30 days after birth.

Contact Us for a Free Consultation

We offer free consultations to confirm your eligibility. Even if it seems difficult to prepare everything by yourself, we’re here to help.

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