What to Do If Your Visa Application Is Denied: Steps for Reapplication in Japan (2025 Edition)

Basic Steps After a Visa Application Is Denied

It is not uncommon for applications to the Immigration Services Agency—whether for visa changes, renewals, permanent residency, or naturalization—to be denied.
The most important step is to understand why your application was denied and use that knowledge to prepare a stronger reapplication.
When you receive a denial notice, carefully review its contents. If necessary, request an oral explanation from the immigration office to understand the reasons in detail.

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“Denial” vs. “Rejection” (Terminology)

In practice, the term most commonly used is “denial notice” (fukyoka tsuuchisho 不許可通知書).
By contrast, “rejection” (kyakka 却下) is usually used when there are formal deficiencies—such as missing documents—or when the applicant does not meet the basic eligibility requirements.

In other words:

• Denial = a substantive review was made, but the application was not approved.
• Rejection = the application was dismissed due to procedural or eligibility deficiencies.

For visa and residency applications, “denial” is by far the more common term.

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Process for Reapplication After a Denial

The reapplication process generally follows these steps:

1. Review the denial notice
   → Identify the stated reasons for the decision.
2. Request an oral explanation (if needed)
   → Ask the immigration officer for specific points of concern.
3. Analyze the reasons for denial
   → For example: insufficient income, lack of stability, missing documents, inconsistencies.
4. Prepare additional evidence and an explanation letter
   → Provide supporting documents and written explanations to address the weaknesses.
5. File a new application
   → Reapplication is possible immediately, but only with substantive improvements.

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Common Reasons for Denial

Typical reasons include:

• Insufficient income or stability (e.g., below income thresholds, recent job changes raising concerns about stability)
• Unpaid taxes or social insurance (e.g., delinquency in municipal tax, national tax, or pension contributions)
• Insufficient proof of marital or family life (for spouse visas, weak evidence of cohabitation or shared finances)
• Document deficiencies or contradictions (missing tax certificates, inconsistent employment records)
• Conduct issues (criminal fines, repeated traffic violations, etc.)

The key to a successful reapplication is showing how you have improved or supplemented these points.

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Required Documents for Reapplication

In addition to the basic set of documents submitted with the initial application, it is critical to prepare supplementary evidence for reapplication.

Category	Examples	Key Points
Basic docs	Application form, Residence Card, passport, photo, guarantor letter	Must be resubmitted even if identical to the first application
Income	Tax certificates, tax payment records, withholding slips	Clearly show recent annual income and full tax compliance
Employment	Employment certificate, contract, payslips	Demonstrates stable employment
Supplementary	Written explanation, supporting statement, household records, family/life photos	Specifically address the reasons for denial

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Timing and Key Considerations

• In principle, reapplication is possible immediately after denial.
  However, submitting the same content without improvements is very likely to result in another denial.
• In some cases, waiting is beneficial.
  For example, if the denial was due to a very recent job change, it may be better to build several months of employment history before reapplying.

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Benefits of Professional Support

When an immigration lawyer (gyoseishoshi) assists with a reapplication, the following advantages are clear:

• Accurate analysis of the reasons for denial and preparation of a supporting explanation letter
• Guidance on obtaining the correct supporting documents
• Representation in communications with the immigration office, including supplemental requests
• A revised strategy tailored to the applicant’s circumstances

The key role of a professional is to identify precisely what improvements are needed to move the application toward approval.

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Conclusion

A visa denial does not mean all possibilities are lost.
What matters most is to understand the reasons clearly, make improvements, and prepare for a strong reapplication.
If you receive a denial notice, do not face it alone—consider consulting a professional to build a stronger strategy for your next application.

No Additional Fees – Clear and Transparent Pricing

Our fees at Gyoseishoshi Ishinagi Office are exactly as listed on our website.

Even if you have a complex case, such as frequent overseas travel, past visa denials, or unstable income, we will never charge additional fees. We offer our services under a transparent and reliable fee system.

If your application is denied, we offer unlimited reapplications free of charge until approval is granted.

If an application submitted by Gyoseishoshi Ishinagi Office is unfortunately denied, we will continue to support you with free reapplications as long as there is a reasonable chance of approval.
We are committed to helping our clients obtain their visas as quickly as possible. Should your application be denied, we will continue to assist you at no extra cost until it is approved.