I am Teruyoshi Yoneda, the representative of Yoneda Legal Services and a certified immigration procedures specialist. My office focuses on international matters such as visa and naturalization applications. Based primarily in Hiroshima Prefecture, we support foreign nationals living in Japan with various immigration procedures, including work visas, spouse visas, permanent residency applications, and naturalization. In this article, I will explain the documents required when applying for permanent residency from a work visa status (such as Engineer/Specialist in Humanities/International Services).
To obtain permanent residency in Japan, it is necessary to prepare various required documents.
The final decision to grant or deny permanent residency in Japan is made at the discretion of the Minister of Justice, and therefore no strictly defined criteria exist. However, the Ministry of Justice has published guidelines regarding the requirements for permanent residency. According to these guidelines, applicants must:
①Demonstrate good conduct,②Possess sufficient assets or skills to maintain an independent livelihood, ③Be recognized as having permanent residence that is in the interests of Japan.Applicants are required to prepare documents that prove they meet these requirements and submit them with their application. The necessary documents vary depending on the type of visa currently held
Basic Required Documents
① Application for Permanent Residence
The designated form prescribed by the Immigration Services Agency must be used.
②Photograph (4 cm × 3 cm)
As a general rule, the photograph must have been taken within the past three months. If you use the same photo as the one on your previous residence card or passport, the immigration office may instruct you to retake it and attach a different one, so please be careful.
③Residence Card
It is necessary to present your Residence Card.
④Passport
It is necessary to present your passport.
⑤Chronological Record
You will need to provide information on your residence history, educational background, employment history, and any changes in your personal status.
⑥Statement of Reasons
You should describe the reasons why you are applying for permanent residency. The key point is to explain how you meet the requirements by following the structure of the Permanent Residency Guidelines. If there are any aspects of the requirements or supporting documents that may raise questions, you should provide a detailed explanation in the statement. If there are documents that you are unable to submit, you must also explain the reasons for that.
⑦Certificate of Residence (Jūminhyō)
You must obtain a full version of the Certificate of Residence for all household members, with no omissions.Only the Resident Code and Individual Number (My Number) may be omitted.
⑧Copy of the Residential Lease Agreement
If you are renting your residence, you must submit a copy of your lease agreement.
⑨ Photographs of Your Residence
You must submit photographs of the exterior of your residence, the entrance, the kitchen, the living room, and the bedroom.
⑩Certificate of Registered Matters for Land and Buildings (if you own real property)
This document is required regardless of whether the property is used as a residence or for investment purposes, and it must be submitted not only when the applicant owns the property but also when any cohabiting family member is the owner.
⑪Copies of Bank Passbooks or a Bank Balance Certificate
These documents are submitted as proof of your financial assets. They help demonstrate your economic stability.
⑫Certificate of Graduation or a Copy of Your Diploma from Your Highest Level of Education
If you graduated from a university or other institution in your home country, a translation of your graduation certificate is required.
⑬Copies of Certificates for Any Qualifications You Hold
You should submit this document if it applies to you.
⑭Snapshot Photographs
You must submit at least three snapshot photographs showing you together with your family members, colleagues, or your guarantor.
⑮Letter of Guarantee
You should ask a Japanese national or a permanent resident to serve as your guarantor. Ideally, the guarantor should complete the entire form by hand.
⑯Documents Related to the Guarantor
You must submit documents that verify the identity of your guarantor, such as a copy of their driver’s license or My Number card. It is preferable to provide documents that include their name, date of birth, current address, and a photograph.
⑰Letter of Consent
A Letter of Consent is a document in which you agree to promptly report to the immigration office if there are any changes in your employment, family situation, tax status, or other relevant circumstances during the period between submitting your application and receiving the result. The form can be obtained from the Immigration Services Agency’s website.
Tax-Related Documents
①Certificate of Municipal Taxation (or Non‑Taxation) for the Past Five Years
The latest year’s municipal tax certificate becomes available around June each year. If your application period overlaps with this timing, you may also be required to submit the certificate for the newest fiscal year. Certificates for all family members living with you are also required. These documents can be obtained at your city or ward office.
②Certificate of Resident Tax Payment for the Past Five Years
If you have any outstanding resident tax payments (excluding those not yet due), your application will not be approved. Therefore, if there are any unpaid taxes, be sure to complete all payments before obtaining the tax payment certificate.
③納税証明書その３
This document certifies that you have no outstanding taxes for the following five tax categories:①Withholding income tax and special reconstruction income tax②Self‑assessed income tax and special reconstruction income tax③Consumption tax and local consumption tax④Inheritance tax ⑤Gift tax.It can be obtained at the tax office.
Social Insurance Documents
① Copies of the Health Insurance Cards for All Household Members (front and back)
Please make a copy of your health insurance card.
②Certificate of National Health Insurance Tax Payment (Past Two Years)
You need to obtain this document only if you are enrolled in the National Health Insurance program. It is not required if you are covered by your company’s health insurance.
③Copies of Receipts for National Health Insurance Premium Payments (Past Two Years)
You need to obtain this document only if you are enrolled in the National Health Insurance program. It is not required if you are covered by your company’s health insurance.
④“Nenkin Teikibin” or the Pension Record for Each Month from Nenkin Net (for Employees Enrolled in Employees’ Pension Insurance, etc.)
You must submit a document that shows your complete pension record for the entire period of your enrollment. Although a postcard‑style “Nenkin Teikibin” exists, it does not display your full history and therefore cannot be used as a submission document. You can obtain the required record by registering on the Japan Pension Service website.
⑤Copy of Receipts for National Pension Premium Payments (for those enrolled in the National Pension)
This document is required if you were enrolled in the National Pension at any time during the past two years.
Additional Required Documents
●For Company employee
①Certificate of Employment
It must be issued within the past three months. Please have your company issue the certificate.
②Withholding Tax Certificate
Prepare the withholding tax certificates for the past three to five years.
③Pay Slips
Prepare the pay slips for the most recent three months.
●For Company Owners
①Company Profile
Submit the company profile of the business you manage.
②Certificate of Registered Corporate Information
This document must be submitted if you operate a company. It is also required when someone living in the same household operates a company. You can obtain it from the Legal Affairs Bureau.
③Copy of the Articles of Incorporation
Submit a copy of the Articles of Incorporation for the company you manage.
④Copy of the Business License
Submit a copy of the business license required for your operations.
⑤Copies of Corporate Tax Returns (for the most recent three fiscal years)
Submit copies of the corporate tax returns (taxpayer’s copies) for the company you manage.
⑥Copies of Receipts for Health Insurance and Employees’ Pension Insurance Premiums
This document is required when the applicant is the owner of a business covered by social insurance. You must submit receipts for the most recent two years.If you are unable to provide these receipts, you must submit either a Certificate of Social Insurance Premium Payment or Application for Confirmation of Social Insurance Premium Payment instead.These documents can be obtained from the Pension Office.
To obtain permanent residency, it is essential to demonstrate that you meet the required criteria by submitting these documents, which address the key points of the examination process.At our office, we carefully assess each applicant’s situation through thorough consultations and provide guidance on the necessary documents tailored to individual circumstances.
