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The Immigration Application Online System is a mechanism that allows applications such as Application for Extension of Period of Stay and Application for Change of Status of Residence to be submitted online without visiting the regional Immigration Services Agency office. From January 5, 2026 (Reiwa 8), the system was updated to a new system, improving long-requested features such as increased data capacity for attachments and temporary saving during input. However, there are still important points to be aware of, such as “applications cannot be submitted on the final day of the Period of Stay” and “Application for Permission for Permanent Residence is not covered,” which could lead to missed deadlines if not known in advance. In this article, an Administrative Scrivener organizes the eligible procedures, eligible users, and common pitfalls based on primary information from the Immigration Services Agency. This content will be useful for foreign nationals themselves and HR professionals at companies employing foreign talent.
For specific required documents for Extension of Period of Stay, please refer to “Required Documents for Extension of Engineer/Specialist in Humanities/International Services,” and for how to respond if a Certificate of Eligibility is not issued, please refer to “Non-issuance of Certificate of Eligibility and Subsequent Actions.” Both articles provide detailed explanations. Please refer to them as well.
Official sources (Immigration Services Agency)
*This site is an explanatory page by an Administrative Scrivener Corporation. It is not the official website of the Online Application System for Status of Residence.
The Immigration Application Online System is a system provided by the Immigration Services Agency that allows various applications related to Status of Residence to be submitted via the internet. This eliminates the need to visit an office and wait for long periods, reducing the burden for both foreign nationals who are employed and companies that process multiple applications simultaneously.
The Immigration Services Agency lists the following as advantages of this system:
Reception hours are stated to be 24 hours a day, 365 days a year. However, the system may be unavailable due to maintenance, etc., in which case an announcement will be made on the system’s top screen.
💡 Point: “No system usage fees” means that the use of the online system itself is free. The fee required upon permission is separate and, as described later, electronic payment is not supported.
The Immigration Services Agency updated the system based on frequently requested items from user surveys, etc., and the new Immigration Application Online System became available from January 5, 2026 (Reiwa 8). The announced changes are as follows:
| Change | Details | Beneficiary |
|---|---|---|
| Increased attachment data capacity | Expanded capacity for attached data | All applicants with many documents |
| Multiple file attachments | Multiple files can be attached for supporting documents | Companies with many financial statements, etc. |
| Temporary save function | Ability to temporarily save during application input | All applicants who take time to input |
| Extended user ID validity period | Extended the validity period of user IDs for affiliated organizations, etc., from 1 year to 3 years | Personnel in charge at companies, Registered Support Organizations, etc. |
⚠️ Cases applied for before December 2025 (Reiwa 7) will no longer be displayed on the application information list screen (excluding cases that were pending at the time of system modification). Therefore, if you wish to retain past application information after January 5, 2026 (Reiwa 8), it is necessary to print and save the application information list screen or take similar measures.
If a company manages the application history of foreign talent, transitioning without knowing this point will make it impossible to confirm past reception numbers and application dates. It is recommended to check whether internal records are separately saved or to do so at this opportunity.
The online system does not support “all immigration procedures.” Checking which procedures can and cannot be applied for first is the shortest way to avoid detours.
Please note that Applications for Re-entry Permit and Applications for Permission to Engage in Activity Other than that Permitted under the Status of Residence can be submitted online only when filed concurrently with applications 2 to 4, not as standalone applications.
Furthermore, there are exclusions regarding Status of Residence. Individuals holding the Status of Residence of “Diplomat,” “Temporary Visitor,” or “Designated Activities (Period for Departure Preparation),” or those wishing to change to these Statuses of Residence, are not eligible. Additionally, some Statuses of Residence are not covered by the online system, so please be sure to check the “Application Types and Statuses of Residence Eligible for Online Application (Scope)” published by the Immigration Services Agency before actually applying.
The online system’s usage categories vary depending on the applicant’s position.
| Category | Specific Example | Prior Procedure |
|---|---|---|
| Staff of Affiliated Organization | HR personnel of accepting company | Application for Use (Approval required) |
| Attorney or Administrative Scrivener | Specialist handling immigration procedures | Application for Use (Approval required) |
| Staff of Public Interest Corporation | Public interest corporation facilitating smooth acceptance of foreign nationals | Application for Use (Approval required) |
| Staff of Registered Support Organization | Organization providing support for Specified Skilled Workers | Application for Use (Approval required) |
| Foreign National (Applicant) | The applicant themselves | User Registration |
| Legal Representative | Parental authority holder, etc. | User Registration |
| Relative (Spouse, Child, Father, or Mother) | Family member | User Registration (with restrictions below) |
📌 Individuals with a Period of Stay of “3 months” cannot use the online system despite having a high need for extension. In such cases, procedures must be completed at the counter of the competent local Immigration Services Agency office, so please plan your schedule early.
Online applications cannot be submitted “immediately on the day you decide to.” Since the weight of prior procedures differs depending on your position, please start with ample time.
Relatives (Spouse, Child, Father, or Mother, etc., excluding legal representatives) should select “Legal Representative, etc.” as their user category.
Please note that the user category cannot be changed later. If you register incorrectly, you will need to perform the User ID deletion procedure (Online Status of Residence Application System User Information Deletion Request Form, Annex Form No. 12) and re-register. Please make your initial selection carefully.
Staff of affiliated organizations, public interest corporations, and Registered Support Organizations require an “Application for Use” and its approval in addition to user registration.
In addition to online submission, an Application for Use can also be submitted by appearing in person or by mail at a local Immigration Services Agency office. Applications for Use submitted in person or by mail are accepted at the local Immigration Services Agency office with jurisdiction over the location of the affiliated organization, public interest corporation, or Registered Support Organization (they are not accepted at offices that only handle immigration examinations or at immigration detention centers).
Approval takes a certain period of time. There is a risk that submitting an Application for Use “just before the renewal deadline” will not be timely, so companies using the system for the first time should start the procedure early, calculating backward from their actual application schedule.
In practice, this is the point most likely to lead to issues. The online system has a rule that applications cannot be submitted on specific days.
If you wait until the expiration date, thinking that “even at the last minute, I can submit it online 24/7,” your application will not be accepted online on that day, and you will have no choice but to rush to the counter. Similarly, if you try to submit an Application for Extension of Period of Stay immediately after moving and on the same day as your move-in notification, it will be rejected. Both situations occur when there is no buffer of even a single day, so please set your application date with a buffer of several days or more.
It is possible to depart Japan with a Re-entry Permit or Special Re-entry Permit after submitting an online application. However, it is necessary to re-enter Japan and receive permission, etc., by the day two months after the Period of Stay expires. Furthermore, if the applicant is outside Japan, as a general rule, they cannot receive their Residence Card, etc. When receiving it, please confirm in advance that the applicant is not outside Japan.
The acceptance date for an online application is the day the application was submitted online. Numbers are notified in the following order:
The regional Immigration Services Agency office that accepts the application is determined based on the residence, etc., of the foreign national applicant.
| Item to be Issued | Receipt Method |
|---|---|
| Certificate of Eligibility | Select either email or mail |
| Residence Card | Select either mail or Immigration Services Agency counter |
| Certificate of Authorization for Employment | Select either mail or Immigration Services Agency counter |
However, for Residence Cards, mail cannot be selected in the following cases:
The Application Fee at the time of permission cannot be paid electronically. Even if you apply online, the payment of the Application Fee will be by Revenue Stamp. Please note that it is not “entirely completed online from start to finish.”
Furthermore, a revised proposal for an increase in Immigration Services Fee related to Status of Residence has been presented. This point is explained in “Immigration Services Fee Increase Proposal“, but please note that the revised proposal is not yet finalized, so please check the latest information from the Immigration Services Agency’s public announcements.
For companies accepting multiple foreign nationals, the benefits of utilizing the online system are greater than for individuals.
The Immigration Services Agency lists the following as one of the system’s advantages: When applying for a Status of Residence (such as Engineer/Specialist in Humanities/International Services) where the affiliated organization is categorized, even if the affiliated organization falls under Category 3, if the applicant expresses a desire to apply with attached documents similar to Category 2 at the time of the application for use, submits the necessary documents, and receives approval for the application for use, the required documents for the application are said to be significantly simplified (excluding the Business Manager Status of Residence).
✅ For Category 3 companies, this is an important mechanism that can potentially lighten the burden of application documents each time. However, since it is necessary to express this desire and submit the required documents at the time of the application for use, retroactive application is not possible. Please consider this at the stage of making the application for use.
The validity period of the application for use is 3 years from the date of approval (extended from 1 year in the new system). If you wish to continue using the system, you will receive an email regarding the expiration date, and you must submit a regular report one month before the expiration date.
If an email is overlooked due to a personnel change or resignation, the system may not be available when needed. We recommend registering the regular report deadline in your company calendar and including it in the handover items during personnel changes.
Q1. Will online applications result in faster or more favorable processing?
A. Online application is an option for the “method of application” and does not change the criteria for the review itself. The advantages cited by the Immigration Services Agency are that there is no need to visit a government office, applications can be made 24 hours a day, documents can be received by mail in certain cases, there are no usage fees, and required documents are simplified if certain conditions are met. If the submitted content is insufficient, there is a possibility of requests for additional documents or Denial, similar to counter applications.
Q2. Can I apply for Permanent Residency online?
A. No, you cannot. The Immigration Services Agency states that Application for Permission for Permanent Residence and procedures related to Residence Cards (such as notification of changes to items other than residence, and Application for Extension of Period of Stay for Residence Cards) cannot be performed using the online Status of Residence application system. Application for Permission for Permanent Residence must be processed at the counter.
Q3. Can I apply online on the day my Period of Stay expires?
A. No, you cannot. Online applications cannot be made on the final day of the Period of Stay (the day of expiration of the Period of Stay); applications must be made at the regional Immigration Services Agency office with jurisdiction. Furthermore, if the Period of Stay has already expired, online applications are not possible, so please consult the competent office promptly.
Q4. Can I apply online immediately after moving?
A. Online applications cannot be made on the same day that a change of residence notification (moving-in notification) is submitted. Please apply on the following day or later. If moving and an Application for Extension of Period of Stay coincide, please allow ample time in your schedule.
Q5. Can I pay the Fee online?
A. No, you cannot. The Immigration Services Agency states that electronic payment of the Application Fee upon approval is not possible. Even for online applications, the Fee must be paid with a Revenue Stamp.
Q6. What happens to the User ID if the company’s person in charge changes?
A. The validity period of the application for use is 3 years from the date of approval, and if you wish to continue, a regular report is required one month before the expiration date. Since the user category cannot be changed later, if registered under an incorrect category, you will need to go through the procedure to delete the User ID and re-register. When a person in charge changes, please ensure that ID management and the regular report deadline are handed over without fail.
Q7. Can I apply for the issuance of a Specific Residence Card online?
A. No, you cannot. The Immigration Services Agency states that “applications for Specific Residence Card issuance are not supported by online application” (as of June 2026). Please check the official website of the Immigration Services Agency for the latest status.
The online Status of Residence application system, with its renewal to a new system on January 5, 2026, has incorporated practical improvements such as increased attachment capacity, multiple file attachments, temporary saving, and a 3-year validity period for User IDs. The advantage of being able to apply 24 hours a day without visiting a counter is significant, and the system is particularly beneficial for companies handling multiple individuals.
On the other hand, there are still restrictions that, if not understood, can lead to rework, such as Application for Permission for Permanent Residence and procedures related to Residence Cards being excluded, applications not being possible on the final day of the Period of Stay, after the Period of Stay has expired, on the day of a moving-in notification, or while abroad, and Fees not being payable electronically. The more convenient a system is, the safer it is to understand “when it cannot be used” beforehand.
Considering the time it takes for approval of the application to use the system for companies using it for the first time, and the possibility that even Category 3 may be eligible for simplified documentation, we recommend starting preparations early, working backward from the planned application date.
Our office accepts consultations regarding both online applications and counter applications from both foreign nationals themselves and accepting companies.
Please feel free to use our free consultation service.
📩 Contact us here
📞 Book a phone consultation here
Before you submit, let us take a look.
Free Immigration Pre-Submission Check ›
For those who will apply for a status of residence at the Immigration Services Bureau by themselves. Before you submit, we check your application form and supporting documents and tell you about any missing documents and points to watch. We accept checks online (Google Meet, about 20 minutes) or via LINE.
・Eligible: applications for a Certificate of Eligibility, change of status of residence and extension of period of stay (applications for permanent residence are accepted only from residents of Miyazaki Prefecture). Naturalization is not covered.
・Online (Google Meet): once per application. Replies via LINE: available for the same application until you submit it.
・Our guideline for replies via LINE is, in principle, within 2 business days (we are closed on Saturdays, Sundays and public holidays; replies may take longer when we are busy).
・Please send copies of your documents by LINE or email. For your residence card, send the front side only; please do not send the side showing your My Number.
・What we tell you is our office’s opinion. It does not guarantee approval; the outcome depends on the decision of the Immigration Services Bureau.
・We only point out missing documents and points to watch. We do not prepare or rewrite your application documents for you or draft text for them, and we do not tell you whether your application is likely to be approved (if you would like to engage us, we will introduce the Self-Prep Course, the Light Plan and the Standard Plan).
・If we find that a document contains information that is not true, or that the application is not your own (or a family member’s), we will decline the check.
This article is written based on publicly available information as of July 2026. Details and operation of the system may change in the future. For actual applications, please confirm with the official information from the Immigration Services Agency or our office.
Author of this article: Administrative Scrivener Satoshi Nakayama
Representative, Administrative Scrivener Corporation Miyazaki International Legal Office
Location: Miyazaki City, Miyazaki Prefecture
