[Latest for 2026] Required Documents and New Requirements for Engineer/Specialist in Humanities/International Services Status of Residence Extension

For individuals residing in Japan under the “Engineer/Specialist in Humanities/International Services” Status of Residence—commonly known as “Gijinkoku“—the extension of their Period of Stay (Application for Extension of Period of Stay) is an essential procedure for continuing their employment. Many individuals often wonder, “Which documents should I prepare?” or “Do the required documents change depending on the company’s size?” Furthermore, for applications submitted on or after April 15, 2026, additional documents are required in some cases. In this article, an Administrative Scrivener will clarify the approach to necessary documents for Gijinkoku visa extensions, including company “category” classifications and new submission requirements from 2026, from the perspectives of both the foreign national and the accepting company’s representative.

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1. Basics of Extending the Period of Stay for Gijinkoku Visas

The Engineer/Specialist in Humanities/International Services Status of Residence is a Work Visa for individuals engaged in jobs requiring specific expertise, such as engineers, interpreters/translators, international business professionals, designers, and language teachers. To continue residing under this Status of Residence, it is necessary to file an Application for Extension of Period of Stay and obtain permission before the expiration of the Period of Stay.

• 🗓️ Period of Stay: The Period of Stay for Engineer/Specialist in Humanities/International Services will be determined as either “5 years, 3 years, 1 year, or 3 months.” Individuals who previously had a 1-year Period of Stay may be granted a longer period next time, based on their work performance and other factors.
• ⏳ Application Period: It is generally possible to apply for an extension of the Period of Stay approximately three months before its expiration date. Avoid last-minute applications and start preparations with ample time.

During the extension review, it will be confirmed whether past activities were consistent with the Status of Residence and whether the prerequisites for continuing similar activities in the future are met (e.g., continued employment, relevance of job duties to major/career). For those who have changed jobs, it is particularly important to ensure that the job duties at the new workplace fall within the scope of Gijinkoku.

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2. Approach to Required Documents by Category

The documents required for a Gijinkoku extension vary depending on which “category” the workplace (affiliated organization) falls into. The Immigration Services Agency publishes “Document Checklists” for each category. Generally, listed companies and companies above a certain size (Categories 1 and 2) require fewer documents, while smaller companies and sole proprietorships (Categories 3 and 4) tend to require more documents.

Category	Primary Target Image	Document Submission Tendency
Category 1	Listed companies, national/local public bodies, certain organizations, etc.	Few (mainly documents indicating classification)
Category 2	Companies with a certain amount or more of withholding tax for the previous year, etc.	Relatively few
Category 3	Companies other than the above that submitted a total statutory record table for the previous year	More
Category 4	Newly established companies/individuals not falling into any of the above	Most

Documents universally required for all applicants include the Application for Extension of Period of Stay, photograph (specified size), and presentation of passport and Residence Card. In addition to these, depending on the category, documents proving employment, company registration certificates, financial statements, and resident tax assessment/payment certificates may be requested. It is advisable to first confirm which category your workplace falls into and then gather the necessary documents using the corresponding checklist.

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3. [From April 15, 2026] New Additional Required Documents

For applications submitted on or after April 15, 2026, the following documents are additionally required for cases falling under Category 3 or Category 4. This indicates a more thorough review process than before, a point that individuals and companies preparing for extensions should note.

1. Declaration Form Regarding the Representative of the Affiliated Organization (Reference Format): Required for cases falling under Category 3 or 4. A reference format is provided, so it will be prepared by the workplace.
2. Documents Proving Language Proficiency Equivalent to CEFR B2: For cases falling under Category 3 or 4 where the applicant is “primarily engaged in interpersonal duties using language skills” (e.g., interpretation/translation, interpersonal services using language), documents proving language proficiency equivalent to CEFR B2 for the language used in those duties must be submitted. However, for an extension, the documents are not required if you have been continuously engaged in the same or similar duties as before (they may still be requested during examination). If you newly become primarily engaged in interpersonal duties using language due to a change of duties or a job change, they must be submitted at the extension.

If you are unsure whether you are subject to these requirements, please check your workplace’s category and job duties.

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4. Key Points for Foreign Nationals to Note

To ensure a smooth extension process, here are some points for foreign nationals to keep in mind.

• 📅 Check your Period of Stay expiration date early: Applications for extension can generally be submitted from approximately three months before the Period of Stay expires. Since reviews can take time during busy periods, prepare with ample time before the deadline.
• 🔄 If you have changed jobs, confirm your job duties: If your employer has changed since your last application, it is important to confirm whether your new job duties align with the scope of Engineer/Specialist in Humanities/International Services (specialized and technical duties). Duties primarily involving simple tasks may not be approved.
• 🧾 Payment status of resident tax, etc.: Non-payment of taxes or social insurance premiums may be negatively evaluated during the review. Since you may be asked to submit tax certificates, it is important to pay them appropriately on a daily basis.
• 📮 Notification of Residence Card particulars: Also confirm whether you have submitted notifications for changes in your place of residence or employer.

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5. Impact and Preparation for HR Professionals at Companies

For extensions of foreign employees, company-side documents often influence the outcome. HR professionals can feel secure by keeping the following points in mind.

• 🏢 Understand your company’s category: First, confirm whether your company falls under Category 1-4. For Category 3 or 4, an attestation regarding the representative will be required for applications submitted on or after April 15, 2026.
• 🗣️ If you have employees in language-related roles: If employees engaged in interpretation, translation, or interpersonal duties using language are applying for an extension under Category 3 or 4, documents demonstrating CEFR B2 equivalent (e.g., JLPT N2 or higher for Japanese) may be required. Promptly confirm the qualifications and test results of such individuals.
• 📑 Documents demonstrating continuity of employment: Documents that can only be prepared by the company, such as employment contracts, proof of employment, and descriptions of job duties, are key to the extension. It is desirable for the company to cooperate in the preparation process rather than leaving it solely to the individual.
• ⏰ Schedule management: It is important to manage employees’ Period of Stay expiration dates in a list to prevent interruption of employment (risk of illegal employment) due to missed extensions.

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6. How to Proceed with an Application for Extension (Steps)

Preparing for an Engineer/Specialist in Humanities/International Services visa extension will be easier if you follow these steps:

1. Confirm your Period of Stay expiration date and category: Check the expiration date on your Residence Card and understand which category your employer falls under.
2. Identify required documents using the checklist: Refer to the Immigration Services Agency’s category-specific checklist to confirm common documents and additional documents. For applications submitted on or after April 15, 2026, under Category 3 or 4, also confirm whether an attestation from the representative and language proficiency documents are required.
3. Collect and prepare documents: In addition to the application form and photo, gather documents related to employment and the company, tax certificates, etc. Request company-side documents early.
4. Apply to the competent Immigration Services Agency office: Submit your application to the office with jurisdiction over your place of residence, within your Period of Stay.
5. Await the result and receive your Residence Card: If approved, a new Residence Card will be issued. Depending on the review status, additional documents may be requested.

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7. Frequently Asked Questions (FAQ)

Q1. Are CEFR B2 documents now required for all Engineer/Specialist in Humanities/International Services extensions?

No. Additional documents are required only if you fall under Category 3 or 4 AND are “primarily engaged in interpersonal duties, etc., using language proficiency.” For duties using Japanese, JLPT N2 or higher, or BJT 400 points or higher, are said to be acceptable alternatives. Whether you are subject to this requirement is determined by your employer’s category and your job duties. Also, for an extension, the documents are not required if you have been continuously engaged in the same or similar duties as before (they may still be requested during examination).

Q2. Is it disadvantageous to apply for an extension if my company is small?

While the volume of submitted documents varies depending on the company’s size (category), being a small company itself is not a reason for denial. It is important to gather the necessary documents and carefully demonstrate your job duties and the continuity of your employment.

Q3. When can I apply for an extension?

Under general practice, you can apply for an extension approximately three months before your Period of Stay expires. Avoid applying close to the deadline and prepare with ample time.

Q4. I changed jobs, can I continue working with the same Period of Stay?

You can continue your Status of Residence within your Period of Stay, but after changing jobs, whether your job duties align with the scope of Engineer/Specialist in Humanities/International Services will be emphasized during the extension review. You may consider obtaining a Certificate of Authorization for Employment if necessary.

Q5. Can I consult about Engineer/Specialist in Humanities/International Services extensions in Miyazaki?

Yes. Our office, based in Miyazaki City, accepts consultations regarding Work Visa extensions. We provide support tailored to the circumstances of the individual and the accepting company, from confirming the company’s category and organizing necessary documents to addressing new submission requirements starting from April 2026. Please feel free to use our free consultation service first.

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8. Summary: Category Confirmation and Checking New Requirements are Key to Extensions

For the extension of Period of Stay for an Engineer/Specialist in Humanities/International Services visa, it is crucial to keep these three points in mind: (1) Confirm the Period of Stay expiration date early, (2) Understand the category of your employer and prepare the necessary documents, and (3) For applications submitted on or after April 15, 2026, confirm the necessity of a representative’s declaration for Categories 3 and 4, and documents equivalent to CEFR B2 for language-related interpersonal services. Preparing documents often requires the cooperation of your company, and starting early leads to peace of mind. If you are unsure, please consult with an expert early.

This article is written based on publicly available information as of July 2026. Details of the system and implementation dates may change in the future. For actual applications, please refer to the official information from the Immigration Services Agency or contact our office.

Author of this article: Administrative Scrivener Satoshi Nakayama
Representative, Administrative Scrivener Corporation Miyazaki International Legal Office
Location: Miyazaki City, Miyazaki Prefecture