I am Teruyoshi Yoneda, the representative of Yoneda Legal Servives and a certified immigration procedures specialist. My office specializes in international matters such as visa and naturalization applications. Based mainly 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 a foreign national(company employee) applies for permanent residency.
To apply for naturalization, applicants are required to prepare and obtain a large number of documents. The specific documents needed vary depending on the applicant’s occupation, family situation, assets, nationality, and other individual circumstances. Generally, the required documents can be categorized into four groups: documents that must be created by the applicant, documents already in the applicant’s possession, documents to be obtained from government offices or public institutions, and other supplementary documents. Although the necessary documents differ from person to person, this section explains the typical documents required when the applicant is a company employee.
1. Documents That Must Be Prepared by the Applicant
① Application for Naturalization
It must be prepared using the designated form provided by the Legal Affairs Bureau.
② Statement of Reasons for Naturalization
The applicant must handwrite an explanation of why they wish to acquire Japanese nationality and continue living in Japan. It is generally recommended to keep the statement concise and summarize it on a single A4 page, rather than writing at excessive length.
③Personal History Form
Form (1) requires the applicant to provide information on their residence history, educational background, employment history, and family relationships. Form (2) requires the applicant to list their travel history, skills and qualifications, as well as any awards or penalties.
④ Oath Statement
There is no need to prepare the Oath Statement in advance. The form is provided at the Legal Affairs Bureau, and the applicant must sign it by hand in the presence of the officer when the application is formally accepted.
⑤ Family Relationship Overview Form
This document provides an overview of the applicant’s relatives. Separate forms must be prepared for relatives residing in Japan and those residing abroad. The relatives to be listed include the applicant’s spouse and former spouse, parents (including adoptive parents), children (including adopted children), siblings, the spouse’s parents, a common‑law husband or wife, and a fiancé or fiancée.
⑥ Overview of Financial Situation
The form is divided into two sections: Form (1) and Form (2).Form (1) requires detailed information on the income, expenses, and liabilities of the applicant, the spouse, and any relatives who share the same household finances. Form (2) requires information on real estate, bank deposits and savings, stocks, corporate bonds, and other valuable movable assets.
⑦ Sketch Maps of the Applicant’s Residence, Workplace, and Nearby Area
Maps of the applicant’s addresses and workplaces for the past three years must be prepared. Therefore, if the applicant has moved or changed workplaces within the last three years, maps of the previous address and previous workplace must also be created.
2. Documents Already in the Applicant’s Possession
① Copy of Residence Card
② Copy of Passport
③ Copy of Driver’s License
④ Copy of Certificate of Graduation from the Highest Level of Education
⑤ Copy of Bankbook
⑥ Real Estate Lease Agreement
This document must be submitted if the applicant is living in a rental property.
⑦ Copy of Income Tax Return (Certified Copy / Tax Filing Record)
This document must be submitted if the applicant has income other than employment income and has filed a tax return.
3. Documents to Be Obtained from the City or Ward Office
① Certificate of Resident Tax Payment
Certificates for the most recent year are required, including those for family members living in the same household.
② Certificate of Resident Taxation (Taxation Certificate)
Certificates for the most recent year are required, including those for family members living in the same household. Naturalization cannot be approved if there are any unpaid resident taxes, so if you have any outstanding payments, be sure to pay them before obtaining the tax payment certificate.
③ Certificate of Non-Taxation
This certificate is required only if you are classified as non‑taxable.
④ Certificate of Residence or Removal from Residence Registry
● Additional Documents Required if the Applicant’s Spouse, Fiancé(e), or Child Is Japanese
① Family Register (Koseki Tohon), Removed Family Register (Joseki Tohon), and Koseki Supplementary Record (Koseki Fuhyo)
4. Documents to Be Obtained from the Legal Affairs Bureau
① Certificate of Registered Matters for Land and Buildings
This document must be obtained if you own a condominium, land, or other real estate.
5. Documents to Be Obtained from the Tax Office, Metropolitan/Prefectural Tax Office, or Municipal Tax Office
① Certificate of Income Tax Payment for Individuals (Types 1 and 2)
This document is required if you are a salaried employee who files an income tax return. This applies to situations such as receiving salaries from two or more employers, having a side job, or engaging in real estate investment.
6. Documents to Be Obtained from the Pension Office and Related Agencies
① Copies of Pension Insurance Premium Receipts for One Year
This document is required if you are a salaried employee who is not enrolled in Employees’ Pension Insurance.
② Certificate of National Pension Premium Payment
This document is required if you are a salaried employee who is not enrolled in Employees’ Pension Insurance.
7. Documents to Be Obtained from Your Employer
① Withholding Tax Certificate (Gensen Choshuhyo)
The original documents for the most recent year are required.
② Certificate of Employment and Salary
This document is issued by your employer. You must submit the certificate for the month prior to the month of application.
8. Documents to Be Obtained from Your Home Country
The required documents vary depending on your nationality. Below are examples of documents required for individuals of Korean nationality.
● For Korean Nationals
① Basic Certificate (Gibon Jeungmyeongseo)
② Certificate of Family Relations (Gajok Gwangye Jeungmyeongseo)
③ Certificate of Marriage Relations (Honin Gwangye Jeungmyeongseo)
④ Certificate of Adoption Relations (Iryang Gwangye Jeungmyeongseo)
⑤ Certificate of Parent–Child Adoption Relations (Sinyangja Iryang Gwangye Jeungmyeongseo)
⑥ Removed Family Register (Jejok Deungbon)
9. Other Documents
① Closed Alien Registration Record
You can obtain this document by submitting a personal information disclosure request to the Immigration Services Agency of Japan.
② Immigration Records
You can obtain this document by submitting a personal information disclosure request to the Immigration Services Agency of Japan.
③ Driving Record Certificate
The Driving Record Certificate provides information on traffic violations, accidents, and administrative actions related to your driver’s license for up to the past five years. If any applicable incidents exist, the certificate will list the details, including the date, description, and point deductions.
④ Driver’s License History Certificate
It certifies information such as previously expired licenses, revoked licenses, and the types and dates of issuance of any licenses you currently hold.
⑤ Snapshot Photograph
2–3 photographs taken with family or friends
In addition to the documents listed above, you may be asked to submit additional materials depending on your individual circumstances. Our office specializes in naturalization applications, and we will carefully review your situation to provide guidance and prepare the necessary documents tailored to each applicant.If you are considering applying for naturalization in the Chugoku region (Hiroshima, Yamaguchi, Okayama, Shimane, Tottori) or elsewhere in Japan, we offer free consultations. Please feel free to contact us. We will fully support you throughout the process until you obtain Japanese nationality.
