Japan Immigration Office Guide (2025)
Not sure where to go to submit your Japan visa application? This guide explains how to find your nearest Immigration Bureau, what to bring, and exactly what happens when you walk in.
Step 1: Find Your Nearest Immigration Bureau
In Japan, visa applications must be submitted to the Regional Immigration Services Bureau (出入国在留管理局) that has jurisdiction over your current address.
Major Regional Bureaus (地方出入国在留管理局)
| Bureau | Covers | Phone |
|---|---|---|
| Tokyo | Tokyo, Kanagawa, Saitama, Chiba, Yamanashi, Ibaraki, Tochigi, Gunma | 0570-034-259 |
| Osaka | Osaka, Kyoto, Nara, Shiga, Wakayama, Hyogo | 0570-064-276 |
| Nagoya | Aichi, Mie, Shizuoka, Gifu | 0570-046-277 |
| Sapporo | Hokkaido | 011-261-9211 |
| Sendai | Miyagi, Aomori, Iwate, Akita, Yamagata, Fukushima, Niigata | 022-256-6076 |
| Hiroshima | Hiroshima, Okayama, Tottori, Shimane, Yamaguchi | 082-221-4411 |
| Takamatsu | Kagawa, Ehime, Kochi, Tokushima | 087-822-5852 |
| Fukuoka | Fukuoka, Saga, Nagasaki, Kumamoto, Oita, Miyazaki, Kagoshima, Okinawa | 092-623-2400 |
Find your exact branch: Visit https://www.moj.go.jp/isa/region/index.html
Branch Offices (支局・出張所)
Most bureaus have branch offices (支局) and satellite offices (出張所) in cities throughout each region. For example, the Tokyo Bureau covers Shinjuku, Tachikawa, and Yokohama branches.
Check which office handles your address using the Ministry of Justice portal above.
Step 2: Operating Hours
Most Immigration Bureaus are open:
- Monday to Friday: 9:00 AM – 4:00 PM (last ticket issued around 3:30 PM)
- Closed: Saturdays, Sundays, national holidays, and year-end (December 29 – January 3)
Arrive before 3:00 PM to ensure you have time to complete your submission. Some busy offices (especially Tokyo Shinagawa) stop issuing numbers as early as 2:30 PM due to heavy queues.
Step 3: What to Bring
Bring all documents in the correct order. Missing even one document may result in your application being returned.
For Period of Stay Extension (在留期間更新許可申請):
- ✅ Completed application form (Form #5) — generated by NipponVisa
- ✅ Passport (original + copy of personal information page)
- ✅ Residence card (original + front/back copies)
- ✅ Photo (4cm × 3cm, taken within 3 months, white background)
- ✅ Employment certificate from employer (在職証明書)
- ✅ Recent tax withholding certificate (源泉徴収票) or pay stubs
- ✅ Employer's corporate registration (登記事項証明書) — for first-time renewals
For Change of Status (在留資格変更許可申請):
- ✅ Completed application form (Form #6)
- ✅ Passport + residence card (originals and copies)
- ✅ Photo (same specifications)
- ✅ Job offer letter or employment contract (in Japanese)
- ✅ Degree certificates or qualifications documents
- ✅ Employer documentation
Pro tip: Prepare 2 copies of everything — keep one set for your records, submit the other.
Step 4: The Day of Your Visit
Arrive Early
Tokyo Shinagawa bureau is notoriously busy. Arrive by 9:00 AM if possible, especially on Mondays or the first week of the month.
At the Entrance
- Enter through the main entrance
- Proceed to the application submission area (申請受付)
- Take a number ticket from the machine
- Wait for your number to be called
At the Counter
- Hand over your complete document package
- Staff will review documents at the counter
- If anything is missing, they'll tell you on the spot (you may need to return another day)
- If complete, you'll receive a receipt slip (受付証) — keep this carefully!
Receipt Slip
The receipt slip contains:
- Your application receipt number (受付番号)
- The bureau's contact information
- Instructions for checking your application status
Step 5: Collecting Your New Residence Card
When your application is approved:
- You receive a postcard (ハガキ) by mail — usually arrives within 2–3 weeks of approval
- The postcard tells you to come to the bureau on a specific date
- Bring:
- The postcard
- Your passport
- Your current residence card
- Revenue stamps (収入印紙) for ¥4,000 (for renewal/change) or ¥8,000 (permanent residency) — buy at the post office
- Hand everything to the counter → receive your new residence card
Tips to Make Your Visit Go Smoothly
Use the Online Pre-submission Check
Some bureaus offer online appointments or pre-submission document checks. Check your bureau's website.
Bring Someone Who Speaks Japanese
If your Japanese is limited, bring a bilingual colleague, friend, or your employer's HR representative. Immigration staff may not speak English fluently.
Use Certified Mail (簡易書留) for Postal Submission
For renewal applications only, you can mail your documents by certified mail to the Immigration Bureau. The bureau will mail back your postcard. This avoids the queue entirely — check if your bureau accepts postal submissions.
Bring a Book or Download Shows
Tokyo Shinagawa can have 2–3 hour waits. Plan accordingly.
Online Application Option (Immigration Bureau Web System)
The Immigration Bureau launched an online application system for certain visa types:
- Website: https://www.isa.go.jp/en/applications/
- Available for: renewal, change of status, permanent residency (in some cases)
- Requires: My Number Card (マイナンバーカード) with IC chip for identity verification
The online system is still limited and can be confusing — many applicants still prefer in-person submission.
Frequently Asked Questions
Q: Can my employer submit the application on my behalf? A: Yes. An employer (or their representative) can submit on behalf of the employee. They'll need an authorization letter.
Q: Can I submit at any Immigration Bureau, or only my local one? A: You must submit at the bureau that covers your current registered address. Submitting at the wrong bureau will result in rejection.
Q: Do I need an appointment? A: Most bureaus are walk-in. Some offer pre-appointments for certain services — check your bureau's website.
Q: What if I forgot a document? A: The staff will tell you what's missing. You'll need to come back with the missing documents — your application will not be submitted until it's complete.
Q: Can I submit the application if my Japanese language skills are limited? A: Yes. You can bring a translator or ask a bilingual person to help. The application forms can also be submitted in English for certain visa types.
Prepare Your Forms Instantly with NipponVisa
Filling out Japan's visa application forms by hand is error-prone and time-consuming. NipponVisa scans your residence card and passport, then auto-fills the official forms (Form #5 for renewal, Form #6 for change of status) in under 5 minutes.