New Online Residence Application System

(From January 2026)

Important Notice for Foreign Residents in Japan

From January 2026, Japan’s Online Residence Application System has been significantly upgraded.

Based on feedback from many users, the system has been redesigned to be more user-friendly, efficient, and convenient for foreign nationals applying for residence-related procedures.

Online applications allow you to complete immigration procedures without visiting an Immigration Services office, depending on your case.

Key Improvements for Individual Applicants

1. Easier Document Uploads

• You can upload multiple files at the same time

• The total upload size has been expanded to 25MB (including ID photos)

• This replaces the previous limitation of a single file with a smaller size limit

This improvement makes it much easier to submit applications that require multiple supporting documents.

2. Temporary Save Function During Application

• You can now save your application data temporarily as an XML file

• Saved data can be uploaded later to restore your input

• This allows you to pause and resume your application at any time

Ideal for applicants who need time to prepare documents or confirm information.

3. Confirmation After Submission

After submitting your application, you can now:

• Review your entered information
• Check uploaded supporting documents

This feature was not available in the previous system and provides greater peace of mind.

Improved Application Screens and Input Items

Online input items are now aligned with paper application forms in terms of:

• Item names
• Order of questions

All monetary amounts are standardized and entered in Japanese yen (JPY).

Batch application templates have been improved to:

• Display errors more clearly
• Make corrections easier

These changes reduce mistakes and make the application process more intuitive.

User ID and Identity Verification Updates

Unified User ID

A single User ID can now be used for:

• The Online Residence Application System
• The Electronic Notification System

No need to manage multiple IDs anymore

Easier My Number Card Authentication

IC card readers are no longer required.

Authentication can be completed using: A smartphone with the My Number Portal APPs.

Please note:

• While smartphone authentication is supported,

• PC use is recommended when submitting online residence applications

Advantages of Online Residence Applications

1. Apply from your home or office

2. Available 24 hours a day, 365 days a year

3. No system usage fees

4. Residence cards can be received by mail

5. Fewer visits to Immigration Services offices (depending on the application)

Who Should Use the Online System?

This system is especially suitable for:

Foreign residents applying for:

• Extension of period of stay
• Change of status of residence

Applicants with multiple supporting documents.

Those who have difficulty visiting Immigration offices due to work, childcare, or distance.

Important Notes

Some applications may still require additional procedures or in-person confirmation.

In complex cases, professional assistance may be beneficial to avoid errors or delays.

Important Limitations of the Online Application System

Please note that not all residence procedures are eligible for online submission, even under the new system.

The following applications cannot be submitted online and must still be filed through the appropriate Immigration Services office:

• Permanent Residence applications

• Change of status from short-term stay to a long-term status of residence
  (e.g., Temporary Visitor → Work, Student, or Family-related status)

• Applications for Special Status of Residence
  (e.g., special humanitarian or exceptional cases)

If your application falls under one of these categories, online submission is not available, and separate procedures will apply.

For complex or exceptional cases, professional guidance may be advisable to ensure proper filing and avoid delays.

Applications Eligible for Online Submission

(As of January 5, 2026)

Under Japan’s Online Residence Application System, the following application types and statuses of residence are eligible for online submission, provided the applicant falls within the designated scope.

1. Eligible Application Types

The following application categories can be submitted online:

1. Certificate of Eligibility (COE) Application

2. Change of Status of Residence

3. Extension of Period of Stay

4. Acquisition of Status of Residence

5. Certificate of Authorized Employment

6. Re-entry Permit Application (when submitted together with items 2–4)

7. Permission to Engage in Activity Other Than That Permitted “Shikakugai“(when submitted together with items 2–4)

Important: Applicants holding or seeking the following statuses are not eligible:

• Diplomatic

• Temporary Visitor

• Designated Activities (Departure Preparation Period)

2. Statuses of Residence Eligible for Online Application

The following main categories of status of residence are eligible, subject to individual conditions:

Work-Related Statuses *Only if there is a sponsoring company within Japan.

• Professor

• Artist

• Religious Activities

• Journalist

• Legal / Accounting Services

• Medical Services

• Instructor / Education

• Nursing Care

• Entertainer

• Skilled Labor

• Specified Skilled Worker

• Technical Intern Training

• Highly Skilled Professional

• Business Manager

• Researcher

• Engineer / Specialist in Humanities / International Services

• Intra-Company Transferee

Study, Family, and Long-Term Residence

• Student

• Dependent

• Spouse or Child of Japanese National

• Spouse or Child of Permanent Resident

• Long-Term Resident

Designated Activities (Selected Examples)

Online submission is available only for designated activities explicitly listed by the Immigration Services Agency, including but not limited to:

• Job-hunting after graduation

• Startup / Entrepreneur activities

• Future Creation Individual (J-FIND)

• Internships

• Working spouses of Highly Skilled Professionals

• Nikkei Fourth-Generation (Yonsei)

• Specific research and innovation programs

• Certain family-related designated activities

Designated Activities not listed in the official scope are not accepted online.

3. Important Notes for Online Applications

• If supporting documents exceed the system’s upload limit, applicants must submit a Declaration Regarding Attached Documents to indicate no omission.

• When submitting documents by mail after online filing, the application receipt number must be clearly indicated.

• For Change of Status applications, applicants must select the desired new status, not their current one, on the online system screen.

4. Clearly Excluded (Reminder)

Even if not listed above, the following remain outside the scope of online applications:

• Permanent Residence applications

• Change from short-term stay to long-term residence

• Special Status of Residence applications

Need Help with the Online Application?

While smartphones and online systems have made residence procedures more convenient, online applications can still be challenging for many people.

In practice, we often hear that:

• Completing applications on a smartphone screen is difficult

• The My Number Portal app can be confusing or hard to operate

• Applicants are unsure whether their input or uploaded documents are correct

• Online procedures feel stressful, especially when Japanese forms are involved

If you are not confident with online applications, or if you simply want peace of mind, you are very welcome to visit our office.

Our office provides professional support to ensure:

• Your application is completed accurately

• Required documents are properly prepared and uploaded

• The online system is used correctly and efficiently

Even in the digital age, face-to-face support still matters. If you feel unsure, let us help you complete your application smoothly.

Please feel free to contact us for advice!

First, please call +81-3-6264-9388 or leave a message on our website with your inquiry. (Please contact us by phone or consultation page.)

TEL: +81-3-6264-9388

WeChat: visa_hengshan

Line ID: visa_yokoyama

Email: info@lawoffice-yokoyama.com