Japan’s visa renewal process seems straightforward — but small mistakes can lead to refusals, delays, or in serious cases, having to leave Japan. Here are the most common issues foreigners encounter.
Mistake 1: Applying Too Late (or Too Early)
The rule: Apply 3 months before your visa expires (not after, not 6 months before).
- The immigration office will return your application if you apply too early
- Applying after expiry — even by one day — puts you in overstay status
- Set a calendar reminder 3 months before your expiry date
Where to find your expiry date: On your Residence Card (在留カード), back side.
Mistake 2: Not Paying Taxes
This is the biggest reason visa renewals are denied.
Immigration cross-checks with tax records. If you haven’t filed or paid:
- 住民税 (Residence tax) — pay at city hall or convenience store
- 所得税 (Income tax) — file 確定申告 if required
- 国民健康保険 (National Health Insurance) premiums — stay current
Get a 納税証明書 (tax payment certificate) from city hall before your application. This proves you’re paid up.
Mistake 3: Changing Jobs Without Notifying Immigration
If you change employers, you must notify the Immigration Bureau within 14 days.
- Failure to notify is technically a violation
- Immigration may ask about employment history during renewal — inconsistencies raise flags
- Report changes via the online notification system or at an immigration office
Mistake 4: Gaps in Employment
Immigration wants to see continuous, legitimate employment matching your visa category.
If you had a period of unemployment:
- Have a clear explanation ready (e.g., between jobs, illness, caring for family)
- Supporting documents help (e.g., job offer letter showing new role)
- Unemployment itself isn’t automatic grounds for refusal, but unexplained gaps concern officers
Mistake 5: Salary Below the Expected Range
For work visas (especially Engineer/Specialist in Humanities):
- Your salary should match the visa category and Japanese labor standards
- Being paid significantly below market rate for your role raises concerns
Check: Your salary should generally be at or above what a Japanese person in the same role would earn.
Mistake 6: Missing Documents
Required documents vary by visa type but typically include:
| Document | Notes |
|---|---|
| Passport | Valid for duration of requested period |
| Residence card (在留カード) | Both sides |
| Application form | Download from Immigration Bureau website |
| Photos (4cm × 3cm) | Recent, plain background |
| Certificate of employment | From your employer (在職証明書) |
| Tax documents | 住民税 payment proof, 源泉徴収票 |
| Residence certificate (住民票) | From city hall, recent |
For each visa type, check the Immigration Services Agency website for the complete checklist.
Mistake 7: Address Not Updated
Your registered address (住民票) must match your actual residence.
If you’ve moved and didn’t update:
- Update at city hall immediately (required within 14 days of moving)
- Get a fresh 住民票 showing current address before applying
Mistake 8: Overstaying — Even by Accident
If your visa expires before your renewal is processed, you’re in overstay.
Prevention: Apply 3 months early. If your application is pending when your visa expires, you’re generally protected — but only if you applied before expiry.
If you realize you’re overstaying:
- Go to immigration immediately with a genuine explanation
- Don’t try to hide it — voluntary disclosure is treated far better than being caught
Mistake 9: Not Using a Professional When Needed
For complex cases (denied application, gaps in history, visa category change), consider hiring:
- 行政書士 (gyosei shoshi) — registered immigration administrative scrivener
- 弁護士 (bengoshi) — immigration lawyer for serious cases
Fees: ¥50,000–200,000 depending on complexity. Worth it if your renewal is at risk.