How to Renew Your Visa in Japan: Tips and Timeline

Practical tips and detailed timeline for renewing your visa in Japan, including required documents and common rejection reasons.

Updated October 2026: renewal fees went up on 1 October 2026 and now depend on how long a stay you're granted (¥10,000 to ¥75,000 at the counter, a bit less online for most stays). The new "How Much Does It Cost Now?" section has the full table, and the document lists below follow the Immigration Services Agency's current pages.

When to Start Your Visa Renewal

Oh boy, visa renewal in Japan (在留期間更新許可申請, zairyu kikan koshin kyoka shinsei) – you're gonna run into this at least once as an expat here, guaranteed! But hey, good news: if you're organized and, you know, not causing any trouble, it's usually a total breeze! The magic trick? Start early and get your documents lined up like little soldiers.

If your current period of stay is 6 months or longer, you can submit your renewal application from 3 months before it ends. The Immigration Services Agency's standard processing time for a renewal is 2 weeks to 1 month (busy offices can take longer), so applying early gives you this lovely, stress-free buffer.

Uh Oh, My Visa Expired While I Waited?

Okay, deep breaths! If you got your application in before your period of stay ended and there's still no decision on the expiry date, you can legally stay in Japan under your current status until the decision comes, or until 2 months after that expiration date, whichever happens first (the "special period", 特例期間). You can keep doing the same activities as before. The back of your Residence Card gets marked to show you've applied (online applications are the exception), so that's your proof you're not an overstayer. Still, seriously, don't procrastinate, apply early!

Okay, What Docs Do I Actually Need?

Work Visa Warriors, Listen Up!

Alright, work visa warriors (Engineer/Specialist in Humanities/International Services, the most common one), here's your battle plan. Your company's "category" decides how much paperwork you carry:

Application form — Extension of Period of Stay (在留期間更新許可申請書), downloadable from the ISA website, plus a photo
Passport and Residence Card (在留カード, zairyu card) — shown at the counter
Proof of your company's category:
- Category 1 (listed companies, public bodies and similar): a copy of the Japan Company Handbook (会社四季報) page or other proof of listing
- Category 2 (withholding tax of ¥10 million or more on last year's salaries): a copy of the company's annual withholding tax summary (法定調書合計表)
- Category 3 (other companies that filed that summary): the same summary
- Category 4 (everyone else, e.g. brand-new companies): documents explaining why the summary can't be provided
Categories 1 and 2 — in principle, that's it. Lucky you!
Categories 3 and 4 — add your resident tax assessment and payment certificates (住民税の課税・納税証明書, juminzei no kazei shomeisho and nozei shomeisho) from your city office, and a declaration about the company's representative (required since 15 April 2026)
Just switched to a category 3 or 4 company? For your first renewal there, also bring your working conditions document, the company registration, a company profile and its latest financial statements (a business plan if it's brand new)

Student Life Still Going Strong? Visa Renewal Time!

The documents your school type requires (the ISA list differs for universities, vocational schools and Japanese language schools, and by the school's rating) — your school's international office knows the drill
Proof of how you pay your living costs (a declaration, bank or scholarship documents)
Good attendance and grades: immigration looks at them, so no slacking!
If you work part-time, stay within your permission: 28 hours a week, or 8 hours a day during school's long holidays. No sneaking extra shifts!

Spouse Visa Holders, Here's Your Checklist!

Your Japanese spouse's family register (戸籍謄本, koseki tohon) showing the marriage
Resident tax assessment and payment certificates of whoever pays for your living costs
A letter of guarantee (身元保証書, mimoto hoshosho) signed by your Japanese spouse
A residence record (住民票, juminhyo) listing everyone in your spouse's household

One rule for everyone: certificates issued in Japan must be less than 3 months old when you submit them.

Why Do Visas Get Rejected? Don't Be That Guy!

Nobody, and I mean NOBODY, wants that dreaded rejection letter! So, let's get the real talk out of the way. Here's the lowdown on what can seriously trip you up and make you that guy:

Tax trouble (滞納) — Seriously, this is like the number one no-no. Not paying your residence tax (住民税) or health insurance premiums? Huge red flag. Immigration reads your tax record as proof that you play by Japan's rules. Pay your dues!
Ghosting Japan — If you've been globetrotting more than actually living in Japan during your visa period, they might wonder if you really reside here and do the job your visa is for.
Sneaky Job Changes — Quit or switched employers but forgot to tell immigration within 14 days? Big oops. Always file that notification about your employer (所属機関に関する届出). Don't let them catch you off guard!
Uh-oh, Bad Record — Offences count, and drunk driving is something Japan takes super seriously. Keep it clean, folks!
Mixed Messages — If your application says one thing, your tax records another, and your company's info is totally different, you're basically asking for extra scrutiny. Double-check everything!

Okay, How Do I Actually Do This Thing? A Step-by-Step Guide!

Step 1: Get Those Tax Docs (Start 2-3 Weeks Out!)

First things first, my friend: if your company is category 3 or 4 (or you're on a spouse visa), make a date with your local city or ward office (区役所, kuyakusho) to snag your resident tax assessment certificate (課税証明書) and tax payment certificate (納税証明書). These babies are your golden ticket, proving you've been a good taxpayer. And seriously, if you've got any outstanding taxes? Pay 'em NOW. Like, before you even think about applying. Don't risk it!

Step 2: Bug Your HR for Company Docs!

Time to put on your sweetest smile and bug your HR department! Ask nicely for the category proof and anything else your category needs. If you're lucky enough to be at a big company, they probably have an immigration support team that handles this stuff in their sleep, so it should be smooth sailing. Otherwise, be patient and persistent!

Step 3: Tackle That Application Form!

Okay, now for the main event: tackling that application form! You can download it from the ISA website or just grab a paper copy at the immigration office. Fill it out like your life depends on it – seriously, tiny mistakes can cause HUGE delays. Pro tip: If you've got a My Number card with its electronic certificates, you can apply through the ISA's online system instead (more on that below).

Step 4: The Big Day — Submitting at Immigration!

The day has come! Time to head over to the immigration office that covers your address. Some offices let you book, others are first-come, first-served. If it's the latter, get there EARLY! And I mean Tokyo-Shinagawa-level EARLY, unless you enjoy spending half your day waiting. Oh, and bring originals plus a copy of absolutely everything. Seriously, don't skip this. Trust me, I've been there.

Step 5: The Waiting Game & The Grand Finale!

Now for the hardest part: the waiting game. You'll get a little postcard (はがき) in the mail when they've finally made a decision, and that postcard tells you exactly how much to pay. When that puppy arrives, feel free to do a happy dance! Then grab the postcard, your passport, your Residence Card and the revenue stamps (収入印紙, shunyu inshi) for that amount, and go pick up your shiny new Residence Card. You did it! Congrats!

How Much Does It Cost Now? (Brace Yourself)

Here's the big change. Until September 2026, a renewal cost a flat ¥6,000 at the counter (¥5,500 online). For applications received from 1 October 2026, the fee depends on the period of stay you're granted:

Period granted	Counter	Online
3 months or less	¥10,000	¥10,000
Over 3 months, up to 6 months	¥18,000	¥15,000
Over 6 months, under 1 year	¥25,000	¥21,000
1 year	¥33,000	¥27,000
Over 1 year, under 3 years	¥48,000	¥42,000
3 years to under 5 years	¥64,000	¥56,000
5 years or more	¥75,000	¥65,000

You pay when it's approved, not when you apply. No permit, no fee.
Applied by 30 September 2026? You pay the old fee, even if the approval lands in October or later.
At the counter, you pay with revenue stamps. The shops inside immigration offices can run out, so ISA asks you to buy them beforehand at a big post office, in cash only.
Online, revenue stamps are out: after the "review complete" email, you get a payment email and pay at a convenience store or by bank (Pay-easy at an ATM or internet banking), plus a payment charge of ¥330 (¥550 for a stay of 3 years or more). No credit cards. Pay by the day before you pick up your card.
Struggling financially? People in serious hardship (living at around welfare level and in a humanitarian situation recognised by ISA — both conditions, not just one) can get the fee cut to ¥10,000, whatever the period. Apply at the counter with proof: the online system doesn't handle reductions.
Re-entry permits didn't change: ¥3,500 single, ¥6,500 multiple.

Pro Tips for a Smooth & Successful Renewal!

Pay your taxes and insurance on the dot — Seriously, set up automatic payments! No excuses for missed deadlines.
Keep your address current — Moved? Tell the city office within 14 days. It's super important.
Report job changes — Quit or joined a company? Notify immigration within 14 days, every time.
Write a cover letter (if needed) — If anything's changed since your last renewal (new job, salary bump, got married!), explain it clearly and proactively. No surprises!
Budget for the fee — With a 3-year permit at ¥64,000 at the counter, the fee is now a real line in your budget. Online saves you a few thousand yen.

The Super Convenient Online Renewal Option!

Okay, big news for the digital natives out there! You can apply for a renewal yourself through the Immigration Services Agency's online system (在留申請オンラインシステム), as long as you're 15 or older and have a My Number card with both of its electronic certificates. No queue, no trip, and since October 2026 the fee is lower than at the counter for any stay longer than 3 months. One catch: if you need the hardship fee reduction, you have to apply at the counter. Check the ISA website for the statuses covered and what you need to get started.

And hey, if navigating all this feels like trying to solve a Rubik's Cube blindfolded, no stress! Keigo can totally help you get your renewal documents in order and even chat with your employer's HR in polite, proper Japanese. We've totally got your back, so you can chill.