A Complete List of Documents Required for a Permanent Residence Application — Checklist by Category

A permanent residence application requires preparing a large number of documents without omissions. Deficiencies in documents can cause delays in screening or even denial. This article organizes the required documents by category and presents them in checklist form.

Before Preparing Documents

The documents required for a permanent residence application differ depending on the applicant’s residence status and personal status. On the official website of the Immigration Services Agency of Japan, required documents are set out under the following classifications.

Classification	Eligible Persons
Permanent Residence Application 1	Spouses of Japanese nationals, spouses of permanent residents, spouses of Special Permanent Residents
Permanent Residence Application 2	Those holding the residence status of “Long-Term Resident”
Permanent Residence Application 3	Those holding a work-related residence status (Engineer visa, Skilled Labor, Business Manager, etc.)
Permanent Residence Application 4	Those applying for permanent residence via the Highly Skilled Professional points calculation

Reference: Permanent Residence Application — Immigration Services Agency of Japan

Category 1: Application Documents

Document	Description	Where to Obtain
Application for permission for permanent residence	Fill in the prescribed form	Download from the Immigration Services Agency website
Photo (4 cm high × 3 cm wide)	Taken within the last 3 months, front-facing, no hat, no background	Photo booth or photo studio
Statement of reasons	States the reasons for desiring permanent residence	Prepared yourself (may be entrusted to an Administrative Scrivener)
Letter of guarantee	A Japanese national or permanent resident serves as guarantor	Fill in the prescribed form

Points on the Statement of Reasons

The statement of reasons is not a statutory document, but in practice it is virtually essential. It is recommended to include the following content.

• The circumstances of your arrival in Japan and your life history in Japan
• Your current work and future prospects
• Your family situation
• Specific reasons for wanting permanent residence in Japan
• Contributions to Japanese society (volunteering, community activities, etc.)

Category 2: Documents on Personal Status

Document	Description	Where to Obtain
Certificate of residence (all household members)	Without My Number, with nationality etc. stated	Municipal office
Certified copy of family register	Only where there is a Japanese spouse	Municipal office of the registered domicile
Marriage certificate	Marriage certificate issued by a foreign authority (only where applicable)	Home country embassy or consulate
Birth certificate	For a child’s application	Home country embassy or consulate

Category 3: Residence-Related Documents

Document	Description	Where to Obtain
Passport	Presented (a copy is usually not required)	—
Residence card	Presented	—

Note: The passport and residence card must be presented in original form. Please be sure to bring the originals, not copies.

Category 4: Employment Documents

Document	Eligible Persons	Where to Obtain
Certificate of employment	Company employees	Your employer
Employment contract (copy)	Company employees	Your employer
Copy of final tax return	Sole proprietors	Your own copy
Business license (copy)	Business operators	Your own copy
Certified copy of corporate registration	Company representatives and officers	Legal Affairs Bureau
Corporate financial statements (most recent 3 years)	Company representatives	Your own copy

Category 5: Income and Tax Payment Documents

These are the most important set of documents in a permanent residence application. Due to the Reiwa 8 revision of the Guidelines, payment within the deadline is checked strictly.

Resident Tax Documents (Most Recent 5 Years)

Document	What It Proves	Where to Obtain
Resident tax taxation certificate	Annual income amount and tax amount	Municipal office
Resident tax payment certificate	Payment status and payment dates for resident tax	Municipal office

Important: The most recent 5 years are required. If you have moved, you need to obtain them from the municipality of your address as of January 1 of each fiscal year.

National Tax Documents

Document	What It Proves	Where to Obtain
Tax payment certificate (Form 3)	Proof that there are no unpaid taxes	Tax office
Tax payment certificate for withholding income tax	Payment status of withholding income tax	Tax office
Tax payment certificate for self-assessed income tax	Income tax payment status of those who file final returns	Tax office
Tax payment certificate for consumption tax	Payment status of consumption tax (taxable enterprises only)	Tax office

Category 6: Pension Documents

Document	Eligible Persons	Where to Obtain
Nenkin Teiki-bin (pension record notice, most recent 2 years)	Everyone	Sent annually by the Japan Pension Service
Printout of the “monthly pension records” screen on Nenkin Net	National Pension subscribers	Nenkin Net
Reply form for inquiry into insured person records	Where detailed records are required	Pension office
Certificate of enrollment in the Employees’ Pension	Company employees	Your employer

Point: For those enrolled in the National Pension, it is checked that every month in the most recent 2 years is marked “paid.” If there are unpaid months, be sure to make back payments before applying.

Category 7: Health Insurance Documents

Document	Eligible Persons	Where to Obtain
Certificate of payment of National Health Insurance premiums	National Health Insurance subscribers	Municipal office
Copy of the health insurance card	Social insurance subscribers	Your own copy
Confirmation of payment of health insurance and Employees’ Pension insurance premiums	Company representatives (employer’s share)	Pension office

Category 8: Guarantor’s Documents

Document	Description	Where to Obtain
Letter of guarantee	Prescribed form	Download from the Immigration Services Agency website
Copy of the guarantor’s identification document	Both sides of a driver’s license, My Number Card, etc.	—
Guarantor’s certificate of employment	Proof of occupation	Guarantor’s employer
Guarantor’s taxation certificate	Proof of income (most recent 1 year)	Municipal office

Note: The guarantor must be a Japanese national or permanent resident. The guarantor’s responsibility is moral in nature and is not a legal joint guarantee.

Category 9: Additional Documents When Applying with Highly Skilled Professional Points

Document	Description
Points calculation sheet	Fill in the Immigration Services Agency’s form
Documents proving the points	Degree certificate, work history certificate, qualification certificates, JLPT pass certificate, etc.
Points calculation sheet as of 1 year (80 points) or 3 years (70 points) before the application date	Proof of past points

Schedule for Preparing Documents

Timing	What to Do
3 months before application	Check tax payment status and pension records. Pay any unpaid amounts
2 months before application	Begin obtaining taxation certificates and tax payment certificates
1 month before application	Request the certificate of employment and letter of guarantee. Prepare the statement of reasons
2 weeks before application	Final check of all documents. Obtain the certificate of residence (note the validity period)
Application day	Submit the full set of application documents to the Immigration Bureau

Point: There is no set validity period for certificates of residence or taxation certificates, but it is considered desirable to submit ones issued within the last 3 months.

Application Fee

Item	Amount
Permanent residence application fee	¥10,000 (revised as of April 1, 2025)
Payment method	Affix a revenue stamp to the application form (paid at the time of permission)

Reference: Permanent Residence Application — Immigration Services Agency of Japan

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