Immigration Procedures

Update date: November 1, 2024

Your Residence Card

The alien registration system was abolished with the start of the new residency management system beginning July 9th, 2012. A Residence Card is now issued instead of the old Alien Registration Card for all foreign nationals residing legally in Japan for over three months and for their families if their stay in Japan extends for the same period.

Obtaining the Residence Card

All foreign nationals entering Japan for more than three months will receive their Residence Card at their port of entry, if they enter through the Narita, Haneda, Chubu, Kansai, Shin-Chitose, Hiroshima, or Fukuoka airports. Once you have settled into your place of residence, please notify your municipal/ward office within 14 days.
For those entering via other ports, their Residence Card will be mailed to the address they report to their municipal/ward office upon arrival. When reporting, please be sure to fill in the “notification of moving in” within 14 days after you move in. For more details, please refer to “Moving In & Out Procedures”.

Notification of a Change

If you change your name, date of birth, gender, or nationality/region (e.g., name change in the case of marriage) be sure to notify the Ministry of Justice of the change at your Regional Immigration Bureau within 14 days of the change.

Required documents:

• Passport
• Application for Change of Status of Residence Card
• Residence Card
• Document verifying the changes such as a Statutory Declaration or affidavit.
• Photograph (with dimensions as displayed below)

Note:

• You are required to carry your Residence Card with you at all times (especially when re-entering Japan) and to present it to immigration inspectors, immigration control officers, police or other officials if requested.
• Anyone who fails to comply with the laws outlined for medium to long-term residents may face imprisonment or fines of up to 200,000 yen.

Re-issuing of the Residence Card

In the event your Residence Card is lost, stolen, or severely damaged, please apply for a new card within 14 days (or on the day you re-enter Japan) at a Regional Immigration Office.

Required documents:

• Passport
• Residence Card (if damaged)
• Application to re-issue the Residence Card
• A document issued by the police upon reporting the loss or theft to them or a disaster victim certificate issued by the Fire Department in place of your Residence Card
• Photograph
• Permission to engage in remunerative activities (if you are permitted to do so)

You may apply for a replacement Residence Card even if it is not severely damaged at your Regional Immigration Office (however you are required to pay a fee of ¥1,600 for re-issuance.)

Required documents:

• Passport
• Residence Card
• Application to reissue the Residence Card
• Photograph

Immigration Bureau

(In Sapporo)
Sapporo Regional Immigration Bureau

Sapporo Dai-san Godo-Chosha 7F Odori W12, Chuo-ku, Sapporo
TEL: 0570-003-259
（Enter 120 followed by the pound key） Office Hours: Weekdays 9 a.m. to 4 p.m. Closed on Saturday, Sunday, National Holidays and New Year Holidays.

(in Hakodate)
Hakodate Branch Office
24-4, Kaigan-cho, Hakodate
TEL: 0138-41-6922
Office Hours: Weekdays 9 a.m. to 12 p.m., 1 p.m. to 4 p.m.
Closed on Saturday, Sunday, National Holidays, and New Year Holidays.

Please refer to the website below for information about other branch offices in Hokkaido.

•  Immigration Services Agency 

Extension of Period of Stay

If you are employed for a period that extends beyond your authorized period of stay, you are required to apply for permission to extend your period of stay at your local Immigration Bureau.

Required Documents:

• Application Form for Extension of Period of Stay (the university will fill out part of this form)
• Photograph
• Passport
• Residence Card
• Permission to Engage in Remunerative Activities
• National Health Insurance Card
• ¥4,000 fee (Once permission is received) (Purchase a revenue stamp at your local Immigration Bureau and put it on the form prior to submission.)

*Japanese translations must be attached where documents are written in foreign languages.

Note:

• Please refer to https://www.moj.go.jp/isa/applications/procedures/16-3.html?hl=en when applying.
• You must apply before your visa expires. Applications are accepted from three months prior to your visa’s expiration date.
• The Regional Immigration Bureau may ask you to submit additional documents to the required ones listed above. Please contact the Immigration Bureau for further details.

Re-entry Permits

Foreign nationals in possession of a valid passport and a Residence Card (or a certificate showing application for a Residence Card) who will be reentering Japan within one year of their departure to continue their activities in Japan will, in principle, not be required to apply for a re-entry permit (no fees will be charged.)

Please Note:

• If your period of stay expires within one year after your departure, you must re-enter Japan before the expiration of your period of stay.
• You will lose your residence status if you fail to re-enter Japan within one year of your departure.
• When you leave Japan, be sure to present your Residence Card and tick the box indicating your intention of re-entry on the Embarkation card for Re-entry and Departure.
• If you have departed from Japan while on a special re-entry permit, you are not able to extend that permit while abroad.

You must apply for a re-entry permit if you do not plan to re-enter Japan within one year.

Required documents:

• Application for Re-entry Permit (one application form is needed for each member of your family.)
• Passport
• Residence Card (or a certificate showing application for a Residence Card)
• ¥3,000 fee for single re-entry or ¥6,000 fee for multiple re-entries.
  *Please purchase a revenue stamp at the Immigration Bureau prior to submitting your application.

If you rent an apartment, you must also inform your landlord or real estate agency of your absence. Please pay all rent covering the period of absence prior to your departure.

Visas for Your Family

If you wish to bring members of your immediate family to Japan (spouse or children), you must obtain a Certificate of Eligibility for each family member to obtain each visa. Only those family members who will be staying in Japan for 90 days or longer are eligible to apply. A “Certificate of Eligibility” is not required for a period of 90 days or less.

Required Documents:

• Application for Certificate of Eligibility (One application form is needed for each member of your family.)
• Proof of relationship (e.g., copy of marriage certificate or birth certificate)
• Passport or Residence Card (or a certificate showing application for a Residence Card)
• Proof of ability to support your family (e.g., Japanese Government Scholarship Certificate, receipt of other scholarships, proof of existing savings or funding sources from your home country)
• Certificate of Enrollment provided by Hokkaido University.
• Photographs of each family member
• Self-addressed and stamped envelope (stamps are required for Simple Registered Mail if you would like it to be delivered by post)

Note:

• Japanese translated documents must be provided where documents are written in foreign languages.
• The Regional Immigration Bureau may ask you to submit supplementary documents in addition to the required documents above. Please contact the Immigration Bureau for further details.
• Generally, applications are processed within one month although we advise you to apply well in advance.
• You must make the application in person.