How to Write a Statement of Reason (Explanation Letter) for Japanese Visas

A Statement of Reason (also referred to as an Explanation Letter or Letter of Explanation) is a document written by a visa applicant to explain certain facts, circumstances, or intentions relevant to an immigration application in Japan.
This document is often required or recommended in addition to standard forms, particularly when:

• The immigration officer needs clarity on your situation

• Your financial history or employment record requires explanation

• Your status of residence change involves non-standard cases

• You are applying for renewal, change of status, extension of stay, or special visas

Statement of Reason to be submitted when applying for a visa

In this article, I would like to explain the “Statement of Reason” that is submitted with the application documents when applying for a Japanese residence status (visa).

Generally speaking, a “Statement of Reason” (Riyusho, in Japanese) is, for example, a letter explaining why the company employing the foreigner; or a “Statement of Reasons” explaining why the foreigner wishes to reside in Japan permanently, which is submitted when applying for permanent residence, are common patterns.

When are you need a Statement of reasons?

On the other hand, there may be people who have never submitted a “statement of reasons” when applying for a visa.

The Immigration Bureau of the Ministry of Justice’s page on the list of application documents shows that a “statement of reasons” is only listed as a required document when a foreigner with a work visa applies for permanent residence, and is not listed as a required document when applying for other work visas.

Then, you might think that you don’t have to write a Statement of Reasons. Certainly, there are some situations where you do not need to submit a statement of reasons.

For example, in renewal applications where no circumstances have changed since the previous application, a letter of reasons is not nessesary to obtain a permit.

So in what circumstances should you write a statement of reasons?

If you have changed in any way since your last application and this is a critical review point for your visa, you will need to explain this.

As well as a statement of reasons, you may also need to attach documents that explain them objectively.

People on marriage visas may have divorced and remarried someone else, people on work visas may have changed jobs, etc. Major changes in circumstances are easy for everyone to notice, but be wary of cases where this is not the case.

A common example would be a student who has not changed schools but whose attendance has dropped.

Should I ask a Gyoseishoshi lawyer for writing a statement of reasons?

As I am a Gyoseishoshi lawyer, I am often asked by foreigners, “Could you make a statement of reasons only?”

The statement of reasons does not have a specific format, so many foreigners may not know what or how to write it. And if you are writing in your own language, but in unfamiliar Japanese, it can be a very difficult task.

In such cases, it can be very beneficial to ask a professional Gyoseishoshi lawyer to prepare the documents.

An application handling Gyoseishoshi lawyer who is familiar with immigration law will be able to complete a statement of reasons in accordance with each type of visa, explaining precisely how it meets the conditions of the visa. I also put the most effort and serious thought into the preparation of the statement of reasons and other explanations in their visa application work. You will all have a smoother application if you ask more and more Gyoseishoshi lawyer to prepare your statement of reasons.

Of course, you can also write the statement of reasons yourself. In this case, it may convey more enthusiasm than a Gyoseishoshi lawyer letter would.

Why do you want to study at this school? Why do you want to work for this company? Why do you want to live permanently in Japan?

If you want to convey such personal thoughts and feelings, only you can write them. Even if your Japanese is a little less than perfect, you will be able to convey your passionate thoughts in a sentence.

However, if the foreigner himself/herself writes the letter of reasons, enthusiasm can be understood, but enthusiasm alone is not enough to be granted a visa. In order for the visa application to be approved, it is necessary to convince the applicant that he/she meets each and every condition or, if there are conditions that are not met, that there are special circumstances, while applying the legal requirements. In this sense, a statement of reasons should be requested from a Gyoseishoshi lawyer.

Case Studies: Renewal of Period of Stay in Japan

Case Study 1　Renewal of Spouse Visa for a Self-Employed Applicant (Reduced Income Case)

Background

A Chinese national married to a Japanese citizen with two children held a Spouse of Japanese National visa.
While employed by a Japanese company, he previously held a 3-year period of stay.

He later resigned and started a self-employed business. In the first year of self-employment, his annual revenue was approximately JPY 2,500,000, and taxable income was JPY 1,200,000.

When he applied for renewal of his period of stay, immigration granted only a 1-year period, instead of the previous 3 years.

Key Issues Identified by Immigration

• Low taxable income after deductions

• Uncertainty regarding income stability as a self-employed individual

• Insufficient explanation of business activities

Important Points for Self-Employed Applicants

When applying for renewal of status of residence, self-employed applicants should pay special attention to the following three points:

• Business Activities Must Be Clearly Explained

Income alone does not guarantee a longer period of stay. Applicants must explain the nature of their business, clients, and future prospects.

• Tax Return Is Mandatory

Immigration reviews taxable income based on resident tax certificates. Extremely low income may be interpreted as a lack of financial stability.

• A Statement of Reason Should Be Submitted

Although not always mandatory, a Statement of Reason is strongly recommended when requesting a longer period (e.g., from 1 year to 3 years). The letter should explain monthly revenue, business continuity, and client relationships. As such, the statement of reasons is important.

If a renewal is again granted for only 1 year, applicants are advised to ask the immigration office for the reason for the shorter period at the time of card issuance.

Case Study 2 Renewal of Long-Term Resident Visa with No Current Income (Caregiving Case)

Background

A Filipino national had held a Long-Term Resident visa (post-divorce status) for approximately 15 years. She lived with a Japanese partner (common-law relationship) who had financially supported her. For nearly two years, the Japanese partner had almost no income due to full-time caregiving responsibilities for his elderly mother.

The applicant was concerned whether she could renew her status and retain a 3-year period of stay.

Critical Points in the Application

In such cases, the most important principle is absolute honesty.

The application explained:

• The applicant depended financially on her partner

• The partner had temporarily lost income due to special reason

• Living expenses were covered by personal savings (bank statements submitted)

• The partner had resumed employment and income in the current year

• Resident tax certificate showed non-taxable status (no income)

As such, the statement of reasons is important. With detailed explanations and sufficient evidence, immigration may still grant a 3-year period of stay, although a 1-year period remains possible.

Case Study 3 Spouse Visa Renewal When Family Resides Mostly Outside Japan

Background

A Japanese man was married to a Filipino woman, and they had two children. All family members held a Spouse or Child of Japanese National visa.

Due to the children’s university education, the wife and children spent approximately two-thirds of each year in the Philippines.

As a result, their period of stay was reduced from 3 years to 1 year upon renewal.

Immigration’s Reasoning

For children of Japanese nationals, proof of parent-child relationship alone is sufficient. However, immigration evaluates the stability and continuity of residence annually when the family lives primarily overseas. Therefore, a 1-year renewal is often granted to allow yearly confirmation.

Important Practical Advice

• Even with a 1-year period, renewal is generally approved if explanations are consistent. As such, the statement of reasons is important.

• Skipping renewal will require a new Certificate of Eligibility (COE) application later

Difficulties in writing a statement of reasons.

Thus, the statement of reasons is a summary statement, persuasively explaining why you should be granted a visa.

For this reason, if you ask: “Could you please make me a statement of reasons only?” it is not as easy as if you were asked to do the whole thing, because the workload is only a few pages of a statement of reasons.

We carefully listen to the person’s circumstances, carefully examine the other submitted documents and, in some cases, conduct on-site investigations, before finally compiling them into a statement of reasons.

If there are inconsistencies between the content of the statement of reasons and the other documents, the statement of reasons itself loses credibility, so it is very important to check the whole process.

As everyone’s case is different, it is not always easy to prepare a statement of reasons. In such cases, please contact a visa specialist.

Other Question?

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