【2026 Latest】What to Do If You Lose Your Residence Card? Explaining Reissuance

When a Residence Card is lost due to loss, theft, destruction by fire, or other reasons, Mid- to long-term residents must apply for reissuance at the Regional Immigration Services Bureau with jurisdiction over their place of residence within 14 days from the day they became aware of the fact. In this article, an Administrative Scrivener will clearly organize the reissuance procedures for loss or theft, required documents such as police report acceptance numbers and statements, the presence or absence of a Fee, and the differences from reissuance due to “defacement or damage” or “request for exchange,” all based on primary sources and from the perspectives of both For Foreign Nationals and For HR Professionals. First, remain calm and proceed with the procedures correctly within the deadline.

For information on the “Specific Residence Card,” which integrates the Residence Card and My Number Card, please refer to our separate article “What is a Specific Residence Card? An Administrative Scrivener Explains its Benefits and Application Methods.” For residence planning with a view toward Permanent Residence, please also see “An Administrative Scrivener Explains the Requirements for Permission for Permanent Residence.”

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1. If You Lose Your Residence Card – First, Apply for Reissuance within 14 Days

The Residence Card is an important identification document that proves you are a Mid- to long-term resident. If it is lost due to loss, theft, or destruction (such as by fire), leaving it as is could result in a violation of legal obligations and potentially affect your residence.

According to the Immigration Services Agency, the target individuals are “Mid- to long-term residents who have lost possession of their Residence Card due to loss, theft, destruction, or other reasons.” In such cases, an application for reissuance must be filed within 14 days from the day they became aware of the fact. If the fact of loss, etc., was learned while the individual was abroad, the starting date for the 14-day period is within 14 days from the first day of entry into Japan thereafter.

Even if you lose it, you can receive a reissuance if you follow the correct procedures. The key is the “deadline” and “correct documents.” It’s important to act promptly but without panic.

First, clarify whether your case is a “loss/theft type,” a “defaced/damaged type (unreadable due to dirt or damage),” or an “exchange request type (not particularly damaged but wishing to exchange).” The next chapter explains these differences.

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2. Three Types of “Reissuance” – Differences in Loss, Defacement, and Exchange Request

There are actually three main types of Residence Card reissuance, and they differ in application deadline, Fee, and required documents. The first step is to choose the one that matches your situation.

Type	Applicable Situation	Application Deadline	Fee
Loss, theft, or destruction	Residence Card is not in possession due to loss, theft, destruction by fire, etc.	Within 14 days from the day the fact was known	Not required (Free)
Defacement or damage	Significantly defaced, damaged, IC chip broken, etc. (Card is in possession)	Generally anytime (※If ordered to apply for reissuance, within 14 days from the date of the order)	Not required (Free)
Request for exchange	No particular damage, but the applicant wishes to exchange for a new card	No deadline (Optional)	1,900 yen

The most common mistake here concerns the Fee. Reissuance due to loss, theft, destruction, or defacement/damage is free, but only for a “request for exchange” where there is no damage but the applicant wishes to exchange it for personal reasons, a Fee of 1,900 yen is required (Immigration Services Agency). However, even for a request for exchange, this 1,900 yen is not necessary if the applicant also receives the “Specific Residence Card (Residence Card integrated with My Number Card)” as described later.

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3. Who Can Apply? – Applicant Themselves, Proxy, or Authorized Representative

As a general rule, the Application for Reissuance is filed by the applicant themselves. However, handling differs depending on age and position, as follows:

• 👤 Applicant themselves: Individuals aged 16 or older must apply in person.
• 👶 Individuals under 16 years old: Instead of the applicant themselves, a cohabiting relative or similar person acts as a proxy to apply.
• 🏠 Proxy: A cohabiting relative aged 16 or older can apply on behalf of the applicant.
• 📋 Authorized Representative: Attorneys or Administrative Scriveners registered with the Director of a Regional Immigration Services Bureau, or staff of accepting organizations, among other qualified individuals, can file applications on behalf of the applicant.

If it is difficult for foreign nationals themselves to visit the office on weekdays due to work or other reasons, there are cases where the burden of visiting the office can be reduced by requesting an Administrative Scrivener or other authorized person to file applications on their behalf.

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4. List of Required Documents – Police Acceptance Number is Key

Particularly important for reissuance due to loss or theft are documents that objectively prove the circumstances of the loss. Simply stating “I lost it” is not sufficient. Typical required documents are as follows:

Document	Content/Key Points
📝 Application for Reissuance of Residence Card	Prescribed form. Available at the Immigration Services Agency counter or website.
📷 One Photograph	There are specifications (size, shooting date, etc.). Not required for individuals under 1 year of age on the date the card is issued. (Until June 13, 2026, photos were not required for those under 16, but for Residence Cards issued on or after June 14, 2026, a photo is required for those aged 1 and over.) For details, see “Children’s Residence Cards: Photo from Age 1 and Renewal.”
📋 Documents Proving Loss, Theft, etc.	Statement of Facts (a document explaining the circumstances of the loss) and the acceptance number of the report filed with the police (e.g., acceptance number for a lost property report or theft report).
🔥 Documents Proving Disaster Damage	In case of loss due to disaster such as fire, a Disaster Victim Certificate.
🛂 Passport	Or Certificate of Status of Residence. Presentation is required.
☑ Power of Attorney / Identity Verification Document	Required when an agent or authorized person to file applications on behalf of applicant files the application.

The key point here is that in cases of loss or theft, you must first report to the police and obtain an “acceptance number for the report”. In cases such as a stolen or lost wallet, file a lost property report or theft report at a police station or police box and keep a record of its acceptance number. This number, along with the statement of facts, will serve as supporting evidence for the reissuance application.

⚠️ Additional documents may be requested depending on the situation. It is advisable to confirm with the competent authority or the Immigration Information Center (0570-013904) before visiting the office.

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5. Flow from Application to Issuance

The general flow for reissuance due to loss or theft is as follows:

1. 📞 Report to the police: File a lost property report for loss or a theft report for theft at the nearest police station or police box. Record the acceptance number of the report.
2. 📝 Prepare a Statement of Facts: Describe when, where, and how it was lost.
3. 📷 Prepare a photograph and passport: Prepare a photograph that meets the specifications (not required for individuals under 1 year of age on the date of issuance) and your passport.
4. 🏢 Apply at the competent authority: Bring the required documents and apply at the regional Immigration Services Agency office with jurisdiction over your place of residence (weekdays 9:00-12:00, 13:00-16:00).
5. 🪪 Receive the Residence Card: After review, a new Residence Card will be issued.

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6. Points for Foreign Nationals Themselves to Note

Regarding the reissuance of a Residence Card, there are other points to note besides the deadline that are easily overlooked.

6-1. If the Old Card is Found, Return it Within 14 Days

After receiving a new Residence Card due to loss, if the old Residence Card that was presumed lost is found, you must return that old Residence Card within 14 days from the date of discovery. You cannot “keep it as is because it was found.” This is because holding two Residence Cards simultaneously in a valid state is not permitted.

6-2. The Obligation to Carry at All Times Continues

The Residence Card must be carried at all times (excluding individuals under 16 years of age, etc.). Even while awaiting reissuance, there may be situations where identity verification is requested. It is advisable to carry other forms of identification, such as a passport, and be prepared to explain that the reissuance procedure is underway.

6-3. Impact on Re-entry and Various Procedures

The Residence Card is used in various aspects of daily life, such as procedures for re-entry, various notifications at municipal offices, and contracts for banks and mobile phones. Since inconvenience will arise if the period without the card is prolonged, applying for reissuance promptly will ultimately protect yourself.

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7. What HR Professionals at Companies Should Know

For companies employing foreign nationals, the loss of an employee’s Residence Card is not someone else’s problem.

• 🏢 Record and store Residence Card numbers: Keeping a record of the Residence Card number and expiration date at the time of hiring will facilitate identity verification and understanding of the Status of Residence in case of loss. However, manage copies of cards and personal information appropriately and within the scope of the purpose.
• 📢 Inform employees about the procedure: By informing employees in advance that an application is required within 14 days of noticing a loss, and that they should first report it to the police and note the acceptance number, they will not panic in an emergency.
• ☑ Check ‘Card Number Invalidation Information’ for Residence Cards: The Immigration Services Agency has established a system to inquire about invalidated Residence Card numbers. Utilizing this for verification during hiring or employment can reduce the risk of being presented with an invalid card.
• 🤝 Consult a specialist as needed: If you have concerns about any aspect of a foreign employee’s immigration procedures (including extensions and changes), consulting an experienced Administrative Scrivener can reduce the practical burden.

Having the correct knowledge on the company’s part leads to both secure employment for foreign nationals and proper employment management.

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8. Frequently Asked Questions (FAQ)

Q1. I lost my Residence Card. Is there a fee for reissuance?
A. There is no fee (free) for reissuance due to loss, theft, or destruction. A fee of 1,900 yen is only charged for a ‘desired exchange’ when the card is not damaged but the individual wishes to replace it.

Q2. Can I apply even if I haven’t reported it to the police?
A. In cases of loss or theft, you will be asked for a police report acceptance number (such as the acceptance number for a lost property report or theft report) along with a written statement. The basic procedure is to first report it to the police, note the acceptance number, and then apply.

Q3. I missed the 14-day deadline. What will happen?
A. Reissuance applications are generally required within 14 days from the date of knowing the fact. Exceeding the deadline may result in a violation of legal obligations. Even if you are late, do not leave it unattended; promptly consult and apply to the government office.

Q4. My card is dirty and unreadable. Is this the same procedure?
A. In cases of significant defacement/damage or damage to the IC chip, it is a ‘reissuance due to defacement/damage,’ and there is no fee. However, in this case, you must present (submit) the damaged Residence Card you have.

Q5. After receiving my new card, I found the lost card.
A. Please return the old Residence Card within 14 days from the date of discovery. You cannot hold two valid cards simultaneously.

Q6. I cannot go to the Immigration Services Agency during weekdays. Can someone apply on my behalf?
A. You may be able to request an application from a cohabiting relative (16 years or older) or an authorized representative such as a registered Administrative Scrivener. Please consider consulting a specialist depending on your situation.

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9. Summary: Stay Calm, Within the Deadline, With Correct Documents

The loss or theft of a Residence Card is a problem that can happen to anyone, but by keeping in mind the three key points—‘within 14 days from the date of knowing the fact,’ ‘police report acceptance number,’ and ‘free (only desired exchange is charged)’—you can respond calmly. Do not forget the differences from defacement/damage or desired exchange, and the obligation to return the old card if found. If you are unsure about the procedure or find it difficult to visit the office on weekdays, please consult an experienced Administrative Scrivener.

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This article is written based on publicly available information as of July 2026. Details of the system and required documents may change in the future. For actual applications, please check 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