Guide to Renewing Residence Status for IT Engineers in Japan

Properly renewing your residence period is essential if you want to continue working in Japan as an IT engineer.

Especially for engineers with the “Engineer/Specialist in Humanities/International Services” residence status, there are specific considerations regarding renewal timing, required documents, and verification of job duties.

This article provides a practical explanation of everything from the required documents for residence status renewal to application methods and troubleshooting strategies.

1. Basic Knowledge About Residence Status Renewal

For foreign engineers working in Japan, renewing your residence status is essential. Proper completion of this procedure enables you to continue working without interruption.

Below, we explain important basic knowledge about residence status renewal.

What is Residence Period Renewal?

Residence period renewal is the procedure for foreign nationals to extend their stay in Japan. It’s an essential process that must be completed before the expiration date listed on your residence card if you wish to continue staying in Japan.

Many IT engineers hold the “Engineer/Specialist in Humanities/International Services” residence status, which allows a maximum period of stay of 5 years. If you wish to continue working in Japan beyond this period, you must complete the renewal procedure.

Reference: Immigration Services Agency: Engineer/Specialist in Humanities/International Services

When You Can Apply for Renewal

You can apply for residence period renewal starting 3 months before your current period expires. Applications must generally be submitted by the individual in person, and applications after the expiration date are not accepted, risking illegal residence status.

The review process typically takes 2 weeks to 1 month. If you have applied for renewal, a 2-month grace period is granted even after your residence period expires.

Therefore, we recommend applying as early as possible, specifically from 3 months before expiration. This is particularly important during busy periods when reviews may take longer, so allowing ample time is crucial.

Renewal Procedure Flow

The renewal procedure progresses in three main stages

1. Prepare the residence period renewal application form, passport, residence card, and other necessary documents
2. Submit the application to the regional immigration bureau with the application fee, after which the 2-week to 1-month review period begins
3. Receive the approval notification postcard and collect your new residence card at the immigration bureau

Recently, online applications have become available, and if you have a My Number card, you can use the Immigration Services Agency’s electronic application system to reduce waiting time at counters.

However, even with online applications, you must still collect your residence card in person at an immigration bureau counter.

Reference: Immigration Services Agency: Online Applications

2. List of Documents Required for Residence Status Renewal

To ensure a smooth residence status renewal process, it’s important to prepare all necessary documents without omission. Here, we provide a detailed explanation of the documents required for IT engineers to renew their residence period.

Passport and Residence Card

A valid passport and current residence card are essential for residence period renewal applications.

Passport and Residence Card

• Always check the validity period and consider renewal if expiration is approaching
• Must bring the original documents. If there are any changes to the information, documents certifying the updated information must also be submitted.

Residence Period Renewal Application Form

The residence period renewal application form can be downloaded from the immigration bureau’s website.

The application requires attaching a photo of specified dimensions: 4cm height × 3cm width, taken within the last 3 months.

For the documents to be completed by the affiliated organization, you need to request your employer to fill them out. Accuracy is important when completing the application form, so it’s vital to carefully prepare it with reference to the sample forms.

Reference: Immigration Services Agency: Renewal Application Form

Photo (Specifications and Notes)

Strict specifications are defined for photos used in applications

• Size must be 4cm height × 3cm width
• Background must be plain white
• Must be taken within the last 6 months
• Must be facing forward without a hat
• Must be clear with no shadows, etc.

Photos that do not meet these requirements may not be accepted, so consider having them taken at a professional photo studio.

Reference: Immigration Services Agency: Photo Specifications

Preparing a Certificate of Employment

The certificate of employment is an important document that verifies your current employment status.

Employment type, work location, etc. must be clearly stated. The certificate can be downloaded from the immigration bureau’s website and requires the company name, address, signature and seal of the HR manager.

For IT engineers in particular, it’s important to clearly demonstrate that your job duties align with the “Engineer/Specialist in Humanities/International Services” residence status.

Reference: Immigration Services Agency: Certificate of Employment

Pay Slips and Withholding Tax Statement

Pay slips and withholding tax statements are required to demonstrate financial stability. Prepare copies of the last 3 months’ pay slips and a copy of last year’s withholding tax statement.

If you receive bonuses, attaching bonus statements can help demonstrate more stable income. These documents are important evidence to prove that the applicant has a stable financial foundation.

Resident Tax Payment Certificate

A resident tax payment certificate for the past year is required as proof of tax payment status. This certificate can be obtained from your local city/ward/town office. It’s particularly important to prove that there are no unpaid taxes.

Proper tax payment history serves as proof of fulfilling social responsibilities and is an important factor in the review of residence period renewals.

Copy of Employment Contract

A copy of your employment contract is required to certify your current employment conditions. If you’re a permanent employee, submit a copy of your employment contract; if you’re a contract employee, submit a copy of your current valid contract.

The contract must clearly state job duties, salary, work location, etc. For IT engineers in particular, it’s important to have descriptions showing that you’re engaged in specialized technical work.

Company Registration Certificate

A company registration certificate is required to show the official registration information of your employer. This document must be issued within the last 3 months and proves the company’s existence and business content.

Available from the Legal Affairs Bureau, it’s an important document that verifies basic company information, business purposes, and executive composition.

Company Financial Statements

A copy of the company’s most recent financial statements is required to demonstrate the company’s financial condition. This document shows sales, profits, and other business conditions, serving as important material to prove the company’s size and stability.

For IT companies in particular, demonstrating a stable business foundation can prove employment continuity.

Revenue Stamps for Application Fee

Revenue stamps worth 4,000 yen are required at the time of application. Revenue stamps can be purchased at post offices or authorized sellers and must be affixed to the application form.

Fee payment is essential for application acceptance, so it’s important to prepare this in advance.

3. Important Points for IT Engineers

There are specific considerations for IT engineers’ residence status renewals that differ from general renewal procedures. Here, we explain important points that technical professionals should be particularly aware of.

Considerations for the Engineer/Specialist in Humanities/International Services Residence Status

IT engineers with the Engineer/Specialist in Humanities/International Services residence status need to pay special attention to the consistency of their job duties.

The alignment between permitted activities under the residence status and actual job duties is important, and you need to clearly demonstrate that your work involves system development, programming, IT technical support, etc.

Continuous verification of educational and employment history requirements is also important, and you need to prepare materials showing the relevance between your major field of study and current job duties.

If you obtained qualification through practical experience, documentation proving years of experience is important, and it’s recommended to also attach certificates of new qualifications or technical skills if available.

Additional Documents for Freelancers or Those with Side Jobs

IT engineers who work as freelancers or have side jobs require more documents than the standard renewal procedure.

• Proof of contractual relationships
  Copies of service contracts with all clients, documents showing the reality of work such as purchase orders, documents specifying remuneration amounts and payment terms.
• Proof of income
  Copy of tax return, income tax payment certificate, payment statements from clients. Also, to prove business reality, business plans, performance reports, recommendation letters from major clients, and detailed business content documents may be required.

These documents serve as important evidence of stable income and legitimate business activities.

Reference: Immigration Services Agency: Permission to Engage in Activity Other Than That Permitted

Response When Planning to Change Jobs

Special consideration is necessary if you’re considering or planning to change jobs.

Verify the alignment between the timing of residence period renewal and job change, and recommend job changes after completing the renewal procedure if possible. Consider consulting with immigration in advance if unavoidable.

Coordination with the new employer is also important, including obtaining a certificate of employment or employment conditions notification from the prospective employer, and confirming that the new job duties are within the scope of the residence status.

Also prepare materials that clearly explain changes in salary conditions, work location, etc.

When preparing documents, you may need materials from both your current and new company, and it’s also important to prepare a statement of reasons for changing jobs and materials explaining that the job change aligns with your career plan.

4. Checklist for Smooth Renewal

Systematic preparation and verification are important for a smooth residence period renewal. Here, we provide a detailed explanation of items to check at each stage, from pre-application preparation to post-application considerations.

Pre-Application Preparation Checklist

At the preparation stage before application, it’s important to comprehensively check the status of document preparation.

Confirm the expiration date of your residence card and the remaining validity period of your passport, and check that the application form entries and photo specifications are appropriate.

For employment-related documents, verify that you have obtained a certificate of employment, prepared pay slips for the last 3 months, copies of withholding tax statements, copies of employment contracts, and that all necessary documents are complete.

Check your resident tax payment status and properly prepare tax payment certificates or income certificates as tax-related documents.

Items to Check When Applying

On the day of application, you need to carefully conduct a final check of the submission documents.

■ Examples of points to check in detail

• Are all necessary documents complete?
• Are the document validity periods appropriate?
• Is the distinction between originals and copies clear?
• Are there any missing signatures or seals?
• Preparation of 4,000 yen in revenue stamps as the fee
• Confirmation of the proper placement for affixing to the application form, etc.

For items to bring on the day, in addition to the application form set, residence card, and passport, it’s wise to also prepare any documents that might be additionally requested.

With thorough preparation, a smooth application process becomes possible.

Post-Application Considerations

After application, proper management of the review status becomes important.

Regarding the review period: Understand that it typically takes 2 weeks to 1 month, carefully store the notification card, and be prepared to respond immediately to requests for additional documents.

Regarding continued employment: Ensure application before expiration, accurately understand the period during which you can work while under review, and appropriately report the status to your company to coordinate smooth continued employment.

When receiving the result: Prepare necessary documents such as passport, residence card, and notification postcard, check the times when pickup is possible, and also prepare any fees that might be required.

5. Troubleshooting and Solutions

Various problems may arise during the residence status renewal process. Here we explain anticipated problems and specific countermeasures.

With appropriate responses, many problems can be avoided or resolved.

Reference: Immigration Services Agency: Notes on Residence Applications

How to Handle When Required Documents Cannot Be Prepared in Time

If you find yourself in a situation where you cannot prepare documents in time, it’s important to first consult with the immigration bureau in advance.

Clearly explain the reason for the delay and present a specific schedule for document acquisition, which may increase the possibility of accommodation.

Also consider whether similar documents can be submitted, and prepare supplementary explanations, which may allow for provisional response in some cases.

If there are unavoidable circumstances, consider consulting about submitting some documents later, and submit a written pledge clearly indicating when they can be submitted.

For particularly important documents, it’s advisable to start preparation early, anticipating that they may take time to obtain.

Response When Approaching Residence Period Expiration

In situations where the residence period expiration is approaching, immediate action is necessary.

First, conduct an emergency consultation with the immigration bureau and prioritize preparing the minimum necessary documents. At the reception counter, it’s important to politely explain the pressing situation.

Also consider the possibility of special application, and prepare materials explaining unavoidable circumstances and documents proving the urgency.

At the same time, it’s advisable to be prepared to present a future improvement plan.

Cooperation with the company is also important: make emergency contact with the HR department, request immediate issuance of necessary documents, and actively seek advice from the person in charge.

Reference: Immigration Services Agency: What is the Special Period?

Countermeasures When Application Might Be Denied

If you anticipate the risk of denial, it’s important to take preventive measures.

First, confirm the anticipated reasons for denial and prepare additional explanatory materials addressing them. Consider consulting with experts such as administrative scriveners as needed.

Specific improvement measures to avoid denial

• Detailed explanation of job duties
• Present future career plans
• Enhance certification of technical skills and performance materials
• Obtain recommendation letters as needed

To avoid denial, it’s particularly important to provide sufficient proof regarding income standards and job content eligibility.

Also prepare detailed explanations about the company’s situation to demonstrate a stable work environment.

It’s also wise to simultaneously proceed with preparations for reapplication in case of denial.

Reference: Immigration Services Agency: Examples of Denials

6. Secure Required Documents for Smooth Renewal of Japanese Residence Procedures

Renewal of residence period is an extremely important procedure for continuing your career as an IT engineer in Japan.

From preparing necessary documents to application procedures and countermeasures for anticipated problems, proceeding in a planned manner is the key to success.

Pay attention to engineer-specific requirements such as certification of job duties as a technical professional, additional documents for freelancers or those with side jobs, and approach the renewal procedure with ample time.