Work Visa Renewal Documents in Japan (2026): Complete Checklist for Foreigners

Renewing a work visa in Japan is usually straightforward—as long as your documents are complete and accurate. Missing even one required paper can delay your application or, in some cases, lead to rejection.

This guide provides a complete, up-to-date checklist of work visa renewal documents in Japan, including required paperwork and optional documents that can significantly speed up processing.

Core Documents (Required for All Applicants)

These documents are mandatory for every work visa renewal, regardless of job type, employer, or visa category.

1. Application Form

在留期間更新許可申請書
(zairyū kikan kōshin kyoka shinseisho – Application for Extension of Period of Stay)

You can obtain this form from:

• Any immigration office in Japan

• The official Immigration Services Agency website

Fill it out carefully. Small mistakes often cause delays.

2. Passport

• Original passport required

• Must be valid at the time of application

3. Residence Card

• Original 在留カード (zairyū kādo)

Immigration will place a stamp on this card after submission.

4. Photograph

• Size: 4cm × 3cm

• Taken within the last 3 months

• Plain background, no hats or filters

Employment-Related Documents

These documents confirm that you are still working legally and appropriately under your current visa status.

5. Employment Contract or Offer Letter

Must clearly state:

• Job title

• Job description

• Salary

• Contract period

Your job description must match your visa category.

6. Certificate of Employment

在職証明書 (zaishoku shōmeisho)

• Issued by your employer

• Company stamp (印鑑) if applicable

This is one of the most commonly checked documents.

7. Company Information Documents

Required documents depend on company size and structure, but may include:

• Company registration certificate
  (登記事項証明書 – tōki jikō shōmeisho)

• Company brochure or business outline

• Financial statements (especially for small or new companies)

Tax & Income Documents (Very Important)

Many work visa renewals are delayed not because of job issues—but because of taxes.

8. Tax Payment Certificate

納税証明書 (nōzei shōmeisho)

Confirms that:

• All required taxes have been paid

9. Taxation Certificate

課税証明書 (kazei shōmeisho)

Shows:

• Your annual income

Issued by your local city hall.

10. Withholding Tax Slip (If Available)

源泉徴収票 (gensen chōshūhyō)

• Not always required

• Strongly recommended if you have it

Additional Documents (Case-Dependent)

These are not required for everyone but are often requested in specific situations.

11. Reason Statement

理由書 (riyūsho – Explanation Letter)

Needed if:

• Your job role changed

• Your salary decreased

• You had career gaps or unpaid leave

A clear explanation can prevent unnecessary suspicion or delays.

12. Pension & Insurance Records

Proof of:

• National pension payments

• Health insurance enrollment

While sometimes optional, these greatly improve approval smoothness.

Special Cases

If You Changed Jobs During Your Current Visa

Prepare:

• New employment contract

• Updated job description

• Explanation letter

Freelancers or Contractors

You may need:

• Multiple contracts

• Proof of income

• Client list

Freelancers are reviewed more carefully, so documentation matters.

What Commonly Causes Delays or Rejections?

Frequent issues include:

• Unpaid residence tax

• Job description not matching visa category

• Missing company documents

• Salary below industry standards

Most problems are avoidable with preparation.

Quick Checklist (Print-Friendly)

✔ Application form
✔ Passport
✔ Residence card
✔ Photo
✔ Employment contract
✔ Certificate of employment
✔ Company documents
✔ Tax certificates
✔ Pension / insurance proof
✔ Explanation letter (if needed)

Frequently Asked Questions (FAQ)

Can I submit copies?
Originals are required for ID documents. Copies are accepted for most others.

Can my company apply on my behalf?
Yes, with proper authorization.

How long does the review take in 2026?
Typically 3–6 weeks, depending on complexity.

Conclusion

A successful work visa renewal in Japan depends on accurate documents, tax compliance, and stable employment.

Preparing everything in advance not only reduces processing time—it also saves you stress and repeat visits to immigration.

Related Articles

• Work Visa Extension Processing Time in Japan (2026)

• How to renew a work visa in Japan (2026 guide)

• Visa renewal rejected — what to do next

• How to change jobs on a work visa in Japan