A “Permit to Extention of Period of Stay” is required when a foreign national residing in Japan wishes to continue staying under the same status of residence.
Many statuses of residence have set expiration dates, and the renewal process is essential for continuing to stay in Japan beyond those dates.
For companies that employ foreign workers and for the foreign nationals themselves, failing to apply for a residence period extension can have a significant impact on maintaining their status of residence and their ability to work; therefore, a thorough understanding and appropriate action are essential.
This article provides a detailed explanation of the extention of period of stay, covering everything from an overview of the process to application procedures and practical considerations.
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Definition and Overview of Applications for Extension of Period of Stay
An application for a Permit for Extension of Period of Stay is the procedure for extending one’s period of stay in Japan while retaining the current status of residence.
By submitting an application to the Immigration Services Agency and receiving approval, the applicant is authorized to continue their activities in Japan.
Extension of the period of stay is not granted automatically; your current activities, income status, and compliance with laws and regulations are all subject to review.
In practice, it is not merely a matter of extending the period; the key point is to prove that “your current activities are consistent with your status of residence and that you are living in Japan appropriately.”
Timing of the Application for Extension of Period of Stay
You may apply for an extension of your period of stay starting three months before your current period of stay expires.
If the application is accepted before the current period of stay expires, the applicant may legally remain in Japan for two months after the expiration date.
This is generally referred to as the “special grace period.”
However, applying immediately before the deadline may result in insufficient time to address document deficiencies or requests for additional materials; therefore, it is essential to allow ample time for preparation.
It is important for employers to establish a system to track and manage the periods of stay for their foreign employees.
Failing to complete the renewal process can have significant consequences not only for the individual but also for the company.
Certified Social Insurance and Labor Consultants and Certified Administrative Scriveners can also provide support in establishing systems for managing residence period deadlines.
Required Documents and Preparation Tips
The documents required for the application vary depending on the status of residence, but generally, the following documents are required:
- Application for Extension of Period of Stay
- Passport
- Residence Card
- Photo (4×3cm)
- Documents related to the employer
- Tax assessment certificate, tax payment certificate
For residence statuses granted for employment purposes, it is important to provide documentation demonstrating that your current job duties fall within the scope of your residence status.
For the first renewal after changing jobs, you may be asked to provide a detailed explanation of your job duties and the stability of your employer.
In practice, administrative scriveners often do more than simply submit documents; they frequently prepare supplementary explanatory notes to help examiners better understand the application.
Key Points Verified During the Review
During the review of an application for permission to extend the period of stay, the following items are primarily verified:
First, the review examines whether the applicant’s current activities comply with the terms of their status of residence.
Next, the existence of a stable income is a key factor in the decision. If the applicant’s livelihood is unstable, it may be difficult to obtain approval.
Furthermore, tax payment status is rigorously verified. In recent years, there has been an increase in cases where unpaid resident taxes or health insurance premiums have significantly impacted renewal reviews.
It is important to verify your tax payment status and residence status before applying, and to consider corrective measures in advance if any issues are found.
Practical Measures Companies Should Take
We recommend that companies employing foreign nationals keep track of their periods of stay to ensure stable employment.
First, it is advisable to have a system in place to check the expiration date listed on the Residence Card and to confirm whether renewal procedures have been completed when the renewal period approaches.
It is also important to have a system in place to promptly issue the Certificate of Employment and employment contract required for renewal applications.
It is common for companies to miss application deadlines due to delays in preparing documents.
Furthermore, when hiring employees who have changed jobs, companies must verify at the time of hiring whether the current status of residence matches the actual job duties.
If a foreign national is assigned to inappropriate work, not only may the renewal be denied, but the situation may also be viewed as illegal employment.
From the perspective of corporate compliance, managing the employment of foreign nationals has become a critical issue.
Main Cases Where Renewal Is Denied
The following are examples of cases where a residence period renewal permit may be denied:
- Engaging in activities not permitted under the current status of residence
- Income is significantly low
- Outstanding tax or other payments
- Violations of permitted activities
- Submitting a false application
- Failure to engage in the intended activities for an extended period
In recent years, in particular, there has been a growing emphasis on tax compliance and social insurance enrollment status.
Not only the foreign national themselves but also the host company’s management practices may influence the review.
If there is a risk of denial, it is advisable to consult with an administrative scrivener before applying to prepare corrective measures and supporting documentation.
Summary
Applying for the extention of period of stay is an essential procedure for foreign nationals to continue living and working in Japan.
This application involves a comprehensive review of factors such as the alignment between the status of residence and job duties, income status, and tax payment history.
For companies, it is important to establish systems for managing the residence periods of foreign employees and preparing the necessary documents.
Furthermore, foreign nationals themselves must be mindful of complying with laws and regulations and fulfilling their tax obligations on a daily basis.
In complex cases—such as when there are concerns about the application details or when applying for the first renewal after changing jobs—consulting with a professional, such as an administrative scrivener, can help ensure the process proceeds smoothly and appropriately.
To maintain a stable status of residence, it is important to prepare early and ensure proper practical management.