A D M I N
How to Renew Your Visa in Japan: Step-by-Step (2026)
Renew your Japanese visa (status of residence) at Shinagawa Immigration or online. Documents, fees, processing time, and common rejection reasons.
Quick Answer
- This guide is for residents. Tourists on a 90-day visa cannot renew — you must leave before it expires.
- Exception: Some nationalities can extend a temporary visitor visa to 180 days. Apply at your regional Immigration Bureau before the 90-day expiry. Approval is rare.
- Need to stay longer? Look into changing your status of residence (student visa, work visa) — that’s a different application entirely.
- Apply 3 months before your visa expires. Go to Shinagawa Immigration Bureau (品川) or apply online at rasens-immi.moj.go.jp with your My Number card.
- Key documents: application form (from isa.go.jp), passport, residence card, certificate of employment (在職証明書), tax certificates (課税・納税証明書 from your ward office), and a 4×3 cm photo.
- Processing: 2–4 weeks. Fee: ¥6,000 in person / ¥5,500 online (as of April 2025). Pay with revenue stamps (収入印紙).
- Pay all taxes and pension on time — unpaid obligations are the top reason for renewal denial in 2025–2026.
- Ask your employer about 代理申請 (proxy application) — many HR departments handle the entire process for you.
What This Article Covers
✅ What you’ll be able to do:
- Renew your status of residence (在留期間更新) without getting rejected
- Prepare the correct documents for your visa type (work, spouse, student, HSFP)
- Use the new online system to skip the Shinagawa line
⏱️ Time needed: 30 min to prepare documents / 2–6 hours at immigration (in person) / 20 min (online)
💰 Cost: ¥6,000 (in person) or ¥5,500 (online) for the revenue stamp
⚠️ Watch out for:
- Unpaid taxes or pension → denial
- Applying too late → panic and potential overstay
- Missing documents → sent home, come back another day
When to Apply
Apply 3 months before your current visa expires. Not 3 weeks. Not “when I get around to it.” Three months.
Processing takes 2–4 weeks on average, but can stretch to 6–8 weeks during busy periods (March–April and September–October). If your visa expires while the application is pending, you can stay legally — you can continue your permitted activities for up to 2 months past the expiry date.
But you cannot leave Japan while the application is pending without a re-entry permit, or your application is void.
The hard deadline: You must apply before the expiration date on your residence card. Even one day late = overstay = criminal offense in Japan.
Where to Apply
In Person: Shinagawa Immigration Bureau
Tokyo Regional Immigration Services Bureau (東京出入国在留管理局) Address: 5-5-30 Konan, Minato-ku, Tokyo (港区港南5-5-30) Access: 10-min bus from JR Shinagawa Station (港南口/Kōnan Exit), or 15-min walk
Hours: 9:00–16:00 (Mon–Fri). Closed weekends and holidays.
Reality check: Shinagawa is brutal. Expect 2–6 hour waits. Arrive before 9 AM if going without a reservation. The Tachikawa branch office (立川出張所) is less crowded if you live in western Tokyo.
What to say at the counter: You: 「在留期間の更新をしたいのですが」 (Zairyū kikan no kōshin o shitai no desu ga — “I’d like to renew my period of stay”)
Online: Immigration Online System (January 2026 Update)
The online system was overhauled in January 2026 and is now actually usable. No more card readers, no PDF merging nightmares, no browser extensions.
Requirements:
- My Number card (マイナンバーカード) with the 4-digit PIN
- Smartphone with NFC (to scan your My Number card)
- Digital photos of your documents
How it works:
- Create an account on the portal
- Scan your My Number card with your phone to verify identity
- Fill in the application form online
- Upload supporting documents (multiple files OK — no merging needed)
- Submit → wait for result notification by email
Fee: ¥5,500 online (¥500 less than in person, as of April 2025).
Pro tip: NFC scanning still has issues. Remove your phone case and press the My Number card firmly against the back of your phone. Usually works on the 2nd or 3rd try.
Required Documents by Visa Type
Work Visa (技術・人文知識・国際業務 etc.)
| Document | Where to get it | Notes |
|---|---|---|
| Application form (在留期間更新許可申請書) | isa.go.jp or counter | Download, print, fill in |
| Passport | — | Original |
| Residence card (在留カード) | — | Front and back |
| Photo (4×3 cm) | Photo booth at convenience stores / stations | Within 3 months, white background |
| Certificate of employment (在職証明書) | Company HR | Request 2–3 weeks in advance |
| Tax certificate (課税証明書) | Ward office (区役所) | Shows your income |
| Tax payment certificate (納税証明書) | Ward office | Proves you paid taxes |
| Company registration (法人登記簿謄本) | Company provides | Category 3/4 companies only |
| Financial statements | Company provides | Category 3/4 companies only |
What to say at the ward office: You: 「課税証明書と納税証明書をお願いします」 (Kazei shōmeisho to nōzei shōmeisho o onegai shimasu) Cost: ¥300–¥400 each. Takes 5 minutes.
Spouse Visa (日本人の配偶者等)
Everything above, plus:
- Marriage certificate (戸籍謄本 — your spouse gets this)
- Questionnaire about your relationship (質問書)
- Joint photos, communication history
- Spouse’s tax certificates
Student Visa (留学)
- Application form + passport + residence card + photo
- Certificate of enrollment (在学証明書)
- Transcript (成績証明書)
- Financial support proof (bank statements, scholarship, sponsor docs)
- Below 80% attendance = high risk of denial
Highly Skilled Professional (高度専門職 / HSFP)
- Standard work visa documents
- Points calculation sheet (ポイント計算表) — 70+ points required
- Supporting documents (degrees, salary, publications, patents)
- Benefit: 5-year visa. Permanent residency in 1 year (80+ pts) or 3 years (70+ pts).
Don’t Get Denied: Common Rejection Reasons
#1: Unpaid Taxes or Pension
The biggest reason for denial in 2025–2026. Immigration cross-checks tax and social insurance records systematically.
They check:
- National Health Insurance (国民健康保険): Mandatory
- National Pension (国民年金): Mandatory — even if you plan to leave Japan
- Resident tax (住民税): Based on previous year’s income
Fix it before applying: Pay all outstanding amounts at your ward office. Can’t pay everything? Set up a payment plan (分納) and bring proof. Ignoring it is the worst option.
#2: Job Change Without Notification
Changed jobs? You were supposed to notify immigration within 14 days. Many people forget. File the notification before your renewal.
What to say: 「所属機関の変更届出をしたいのですが」 (Shozoku kikan no henkō todokede o shitai no desu ga)
#3: Overstay — Even by 1 Day
Visa expired and you didn’t apply? You’re in overstay. Criminal offense. Go to immigration immediately. Voluntary reporting is treated more leniently.
#4: Activities Outside Your Visa Status
Part-time work on a student visa without permission. Working in a field your visa doesn’t cover. Immigration checks this.
The Process: Step by Step
Step 1: Gather Documents (2–3 weeks before)
Get tax certificates from ward office. Request employment certificate from HR. Download and fill the application form. Get your photo taken.
Step 2: Submit
In person: Take a number, wait, submit documents, receive a receipt (申請受付票).
Online: Upload everything. Confirmation email arrives.
Step 3: Wait (2–4 weeks)
A notification postcard (通知はがき) arrives when a decision is made. Immigration contacts you if they need more documents.
Step 4: Pick Up Your New Card
Go to immigration with:
- Notification postcard
- Passport
- Current residence card
- Revenue stamp (収入印紙): ¥4,000 — buy at the counter inside
New residence card issued on the spot. Old card gets hole-punched and returned.
Online applicants: You still visit immigration once to pick up the physical card.
Change of Status vs. Renewal
| Situation | What to file |
|---|---|
| Same job, same visa type, period expiring | Renewal (更新) — this guide |
| Changed to a different job field | Change of status (変更) — different application |
| Married a Japanese citizen | Change to spouse visa |
| Student → starting work | Change to work visa — apply before graduation |
Key: Renewal = same activities, new period. Change = different activities, new visa type.
Getting a 3-Year or 5-Year Visa
Immigration decides your visa length. You can’t choose. But these factors help:
- Stable employment at a well-known or listed company
- Tax and pension fully paid — no gaps
- Address changes properly notified
- Consistent income at or above your initial application
- Long residence history — durations tend to increase each renewal
- HSFP 70+ points virtually guarantees 5 years
Typical: 1st renewal → 1 year. 2nd → 1–3 years. 3rd+ → 3–5 years if clean.
When Things Go Wrong
| Problem | Cause | Solution |
|---|---|---|
| Application returned at counter | Missing documents | Check docs list on isa.go.jp for your visa. Bring extras. |
| No result after 4+ weeks | Complex case or busy season | Call Immigration Info Center: 0570-013904 (Mon–Fri, 8:30–17:15) |
| Visa denied | Unpaid taxes, job mismatch, low attendance | You can re-apply. Fix the issue first. Consider an immigration lawyer (行政書士). |
| Visa expires while waiting | Applied late | Legal to stay up to 2 months past expiry while pending. Carry your receipt. |
| Need to travel while pending | Work trip or emergency | Confirm re-entry permit (みなし再入国) before leaving. Without it, application canceled. |
FAQ
Q: Can I work while my renewal is pending?
A: Yes. If you applied before expiry, continue your activities for up to 2 months past the expiry date. Carry your receipt.
Q: How much does renewal cost?
A: ¥6,000 (in person) or ¥5,500 (online), as of April 2025. Ward office certificates: ¥300–¥400 each extra.
Q: Can my employer apply for me?
A: Yes. Companies with registered staff for 取次申請 (proxy application) handle everything. Ask HR — saves you a full day at Shinagawa.
Q: I changed jobs. Renew or change status?
A: Same field (engineer → engineer)? Renew at expiry. But notify immigration within 14 days of the change. Different field? Change of status — apply before starting.
Q: Forgot to pay pension?
A: Pay now. Ward office or pension office (年金事務所). Bring proof of payment. Can’t pay in full? Set up a plan — even a plan beats ignoring it.
Related Guides
- Register at City Hall — Address updates after moving
- Open a Bank Account — For tax and pension payments
- File Your Taxes — Tax compliance is critical for renewal
- Get a My Number Card — Required for online applications
- Health Insurance — Mandatory for all residents
References and Official Sources
-
Immigration Services Agency (出入国在留管理庁)
“Application for Extension of Period of Stay” (在留期間更新許可申請)
https://www.isa.go.jp/en/applications/procedures/16-3.html
Accessed February 2026. Official ISA guidance on visa renewal procedures, required documents, application forms, and processing times for extension of period of stay. -
Immigration Services Agency
”Online Application System for Residence Procedures” (在留申請オンラインシステム)
https://www.rasens-immi.moj.go.jp/
Accessed February 2026. Official online application portal for visa renewals using My Number Card authentication. System was overhauled in January 2026 to improve usability and eliminate PDF merging requirements. -
Immigration Services Agency
”Application Forms and Required Documents by Status of Residence”
https://www.isa.go.jp/en/applications/guide/index.html
Accessed February 2026. Comprehensive list of required documents for each visa category (work visa, spouse visa, student visa, HSFP, etc.) for renewal applications. -
Immigration Services Agency
”Points-Based Preferential Treatment for Highly Skilled Foreign Professionals”
https://www.isa.go.jp/en/publications/materials/newimmiact_3_index.html
Accessed February 2026. Official information on the Highly Skilled Professional (高度専門職) visa point system, including the 70-point threshold and benefits such as 5-year visa periods and accelerated permanent residency pathways. -
Tokyo Regional Immigration Services Bureau (東京出入国在留管理局)
“Office Information and Access”
https://www.isa.go.jp/en/about/region/tokyo/index.html
Accessed February 2026. Location, hours, and contact information for the Shinagawa Immigration Bureau and Tachikawa branch office. Confirms operating hours of 9:00-16:00 Monday-Friday. -
Ministry of Health, Labour and Welfare
”National Health Insurance” (国民健康保険)
https://www.mhlw.go.jp/stf/seisakunitsuite/bunya/kenkou_iryou/iryouhoken/koukikourei/index_00002.html
Accessed February 2026. NHI enrollment requirements and payment verification, which immigration checks during visa renewal applications as part of social insurance compliance. -
Japan Pension Service (日本年金機構)
“National Pension for Foreign Residents”
https://www.nenkin.go.jp/international/english/nationalpension/nationalpension.html
Accessed February 2026. National Pension enrollment requirements for residents aged 20-59. Confirms the ¥16,980 monthly premium as of 2025. Payment compliance is verified during visa renewals.
Note on Application Fees: The ¥6,000 in-person fee and ¥5,500 online fee for visa renewal (在留期間更新) were updated in April 2025. Fees are paid via revenue stamps (収入印紙) purchased at immigration bureaus or designated locations. The ¥500 discount for online applications was introduced to incentivize digital filing.
Note on Processing Times: The 2-4 week standard processing time can extend to 6-8 weeks during peak periods (March-April when academic years end/begin, and September-October when company fiscal half-years occur). Processing times vary by visa category, applicant’s history, and immigration office workload.
Note on Tax and Pension Compliance: Immigration Services Agency systematically cross-checks National Health Insurance (国民健康保険), National Pension (国民年金), and resident tax (住民税) payment records during visa renewal screening as of 2025-2026. Unpaid obligations are the leading cause of visa renewal denials. Payment plans (分納) arranged with ward offices are generally acceptable if documented.
Note on Job Change Notification: Immigration law requires foreign workers to notify the Immigration Services Agency within 14 days of changing employers (所属機関の変更届出). Failure to file this notification can negatively impact visa renewal applications even if the job change itself is within the scope of the visa category.
Note on Visa Duration Determination: The Immigration Services Agency has discretion in determining renewal periods (1, 3, or 5 years). Factors include: employment stability, tax/pension payment history, previous visa compliance, salary level, and visa category. Highly Skilled Professionals with 70+ points typically receive 5-year renewals. Regular work visa holders typically start with 1-year renewals and progress to 3-5 years with clean compliance records.