The 23% of visa renewal applications in Japan face delays or requests for additional documents, and average processing time increases by around 40% during peak seasons.1 This statistic isn’t meant to scare you, but to help you prepare properly.
As a foreign resident with more than 9 years in Japan, I’ve gone through multiple visa renewals, starting with student and later work. Each process taught me lessons I want to share with you today, because visa renewal is that inevitable ritual that unites the 3.4 million foreigners who call Japan our home.
Expectation vs. Reality
Expectation: “Renewal will be a simple 30-minute errand.”
Reality: 6 hours in line, 3 immigration visits, and ¥20,000 in unexpected expenses.
Plot twist: The missing document was at home the whole time.
I completely understand that mix of anxiety and frustration as the renewal date approaches—especially if it overlaps with periods like Golden Week, when immigration offices close for several days. I’ve been there, sweating bullets at the Shinagawa offices, wondering if something would go wrong this time.
Many renewal problems arise from underestimating the process’s complexity. What looks “simple” on paper becomes a bureaucratic challenge when you realize—already in line—that you’re missing a document no one mentioned.
According to Ministry of Justice data, peak months (March and September) see up to three times the usual volume at immigration offices, with wait times easily reaching several hours if you go without an appointment.2
A lesson learned
An acquaintance lost a job offer because the renewal was delayed: they were missing a ¥8,000 tax payment receipt. That experience motivated me to create this guide so no one goes through something similar.
Here are specific renewal challenges for the most common visa types.
Student visa
Work visa
Spouse visa
Highly/Specially skilled visas
The philosophy of Japan’s immigration system
Over the years I’ve understood something key: immigration doesn’t seek to reject for the sake of rejecting. It prioritizes stability 安定性 and consistency. Every change in your situation (work, academic, family) is a signal that needs verification. Your task is to present a solid, consistent story.
The Immigration Services Agency implemented an online pre-application system to streamline certain cases.3 But it’s intended for “simple” renewals: if there were relevant changes, they’ll refer you to the physical office.
Your file “tells a story.” If there are gaps or inconsistencies among forms, receipts, contracts, and statements, the odds of additional requirements go up.
Myths vs. Reality
| Common myth | Reality based on documented cases |
|---|---|
| Changing jobs means automatic rejection | Not necessarily. The key is timely notification, explaining the change, and submitting complete documentation |
| You need a massive bank balance | A stable financial history is more convincing than a sudden deposit right before renewal |
| Divorced people can’t renew a spouse visa | You must change your status within the legal period, but renewal is neither automatic nor impossible |
| Online renewal is always faster | Only for simple cases with no changes. If there are updates, you’ll be asked to visit in person |
Preparation phase: 3 months before
Step 1: Collect documents (6–8 weeks before)
Universal documents for all categories:
| Visa type | Additional documents | Common error to avoid |
|---|---|---|
| Work | Certificate of employment 在職証明書, job description, last 3 pay slips | Company letter with an outdated date |
| Student | Certificate of enrollment, academic record, proof of financial resources | Attendance below your school’s criteria |
| Spouse | Koseki tohon 戸籍謄本, spouse’s income proof, cohabitation evidence | Weak proof of living together |
| Specialized skills | Current contract, certifications, recent tax return | Not reporting changes in role or duties |
Important: request all certificates at city hall on the same day. Ask for the complete set 全部セット to avoid extra trips.
My Number Card renewal
Your My Number Card 個人番号カード doesn’t update automatically when you renew your period of stay: it’s a separate procedure you must do at your 区役所/市役所. Since 2024, Japan has been advancing integration of the health insurance card with My Number; if you still can’t use the card, municipalities issue eligibility certificates for medical care.8
Essential info about the My Number Card:
Documents
Procedure
| Situation | Action required | Deadline | If not done |
|---|---|---|---|
| You renewed your visa less than 3 months ago | Update as soon as possible | Ideally within 3 months | Procedures become less efficient |
| You renewed your visa over 3 months ago | Go immediately | Already beyond the recommended window | You may need additional documentation |
| Expired My Number Card | You’ll need to reissue the card | N/A | Approx. 4–6 weeks of waiting |
Integration with health insurance
The transition to using the My Number Card as your health insurance card is progressing. If you still can’t use it at a clinic/hospital, request the corresponding eligibility certificate from your insurer or municipality.8
Additional recommendations:
Step 2: Submission-day strategy (2–3 weeks before)
Optimal timing for your visit:
Immigration office survival kit:
Step 3: Waiting period (2–8 weeks of processing)
| Visa type | Optimistic time | Average time | Worst case |
|---|---|---|---|
| Student | 2 weeks | 3–4 weeks | 6–8 weeks |
| Work (no changes) | 2 weeks | 4–5 weeks | 8–10 weeks |
| Work (job change) | 3 weeks | 5–6 weeks | 10–12 weeks |
| Spouse | 3 weeks | 4–6 weeks | 8–12 weeks |
During this period:
Mistake #1: Unresolved tax debts
Municipal taxes are paid in periods and can add up. Ignoring them seriously complicates renewal.
Prevention:
Mistake #2: Unreported job changes
You have 14 days to report relevant changes (employer, address, etc.). Failing to do so adds friction to the process.
Correct notification process:
Mistake #3: Procrastination and poor timing
Don’t leave it to the last day. If your visa expires on May 10 and you go on May 7, you might find huge lines, especially during peak periods.
Calendar of critical days to avoid
Mistake #4: False or concealed information
Never falsify data. They cross-check information across databases and it can carry serious consequences.
Mistake #5: Inadequate documentation
Keep evidence of:
When to hire a lawyer or administrative scrivener 行政書士?
Cases where it’s justified (indicative cost: ¥30,000–100,000):
Cases where it’s not necessary:
Documented special situations
Pregnancy or recent childbirth:
In some cases, mail-in submission with medical certification is accepted.
Serious illness or hospitalization:
A third party can handle it with power of attorney and official medical documents.
Job loss during renewal:
There’s usually a window to find new employment, but notify immigration immediately and document your job search.
Divorce during the process:
You must change your residence category within the applicable legal period. Don’t wait until the next renewal.
Important numbers:
Verified online resources:
Essential phrases for immigration:
After 9 years and multiple successful renewals (including student-to-work transitions), my message is clear: renewal doesn’t have to be traumatic if you prepare.
Immediate action timeline:
My personal evolution with renewals
Year 1: Extreme anxiety, multiple visits, chaotic process
Year 5: Manageable nerves, smooth process, one visit
Year 9: Confident enough to guide others through it
Lesson learned: Experience and preparation turn the impossible into routine
How far in advance can I renew my visa?
In general, you can start 3 months before expiration. In clearly justified cases (extended travel, scheduled surgery), some offices accept earlier applications.
What happens if my visa expires during processing?
If you applied before the expiration, you can remain in Japan under the same conditions until your case is decided.
Can I travel while my renewal is being processed?
No. Leaving the country usually voids the pending application.
What are my options if my renewal is rejected?
You have the right to request written reasons, appeal within the stated period, and reapply after addressing the issues. Consider legal advice if time is tight.
What’s the real total cost of the process?
How does a job change right before renewal affect things?
It’s not negative by itself, but it adds steps: letter from the former employer, contract from the new one, a brief explanation of the change, and notification within 14 days.
Does online renewal really speed things up?
Yes, but only for simple cases with no changes. If there were modifications, you’ll be asked to handle it in person.7
