Visiting the Immigration Office in Japan: Appointment and Paperwork Tips
A clear, step-by-step guide to planning your visit to a Japanese immigration office: when you actually need to go, how to book appointments, what to bring, fees, photo rules, and smarter alternatives like online filingโplus day-of tips and checklists.
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Do you really need to visit the immigration office?
Not every immigration task in Japan requires a trip to a Regional Immigration Services Bureau. Before you block a morning, check where your task belongs:
| Your task | Where to go | Notes |
|---|---|---|
| Extend your period of stay or change status | Immigration office (or onlineโsee below) | Counter hours are typically weekday daytime; many offices also accept applications via Japanโs Online Residence Application System for eligible users. |
| Apply for a regular re-entry permit (staying abroad over 1 year, or youโre not eligible for the โspecialโ option) | Immigration office | Fees and who can apply are set by the Immigration Services Agency (ISA). |
| Use the โSpecial Re-entry Permitโ (leaving Japan and returning within 1 year) | Airport on departure | No prior office visit is needed; declare special re-entry at departure and submit the re-entrant ED card. |
| Register or change your residential address | Your city/ward office | Address updates are a municipal (not immigration) procedure and must be reported within 14 days. |
| General visa questions | Immigration Information Center / FRESC | Phone and counter support in multiple languages. |
| Airport arrival formalities | Use Visit Japan Web (optional convenience) | This is for arrival procedures and tax-free shoppingโnot for booking immigration office visits. |
Office hours, locations, and how to pick the right counter
Regional Immigration Services Bureaus and their branches publish their location, access, and counter hours on ISA pages. As a rule of thumb, counters are open on weekdays and receive applications roughly 9:00โ12:00 and 13:00โ16:00 (closed weekends and national holidays). Always verify your specific office. Examples:
- Yokohama Branch (Tokyo Regional Bureau jurisdiction): lists counter reception 9:00โ16:00 on weekdays.
- Official regional pages for Tokyo, Nagoya, and Osaka provide addresses, access, and notices (parking limits, access tips).
Tip: Choosing the correct office usually depends on your registered address (or your employer/school for certain procedures). Your bureauโs page will state its jurisdictions and branches.
Appointments in Japan: how the visit reservation systems work
Many high-traffic bureaus (e.g., Tokyo) run an online visit reservation system for selected counters. Itโs simple:
- Open the bureauโs reservation page (for Tokyo: tokyoimmi-yoyaku.moj.go.jp).
- Pick your office, then your procedure (e.g., Extension, Change of Status, Re-entry).
- Choose a date/time, enter your name and contact, and confirm your booking.
- Screenshot or note your reservation number and bring it on the day.
Not every branch uses online reservations for all procedures. If you donโt see slots, the bureau may handle that procedure by walk-in ticket or a different booking method. Check your bureauโs page for local instructions.
Smarter alternative: apply online (when possible)
Japanโs Online Residence Application System lets eligible users submit certain applications without visiting the counter:
- Who can use it: registered staff of host organizations (companies/schools), approved immigration attorneys/administrative scriveners, and some individuals (with prerequisites, e.g., My Number Card and account).
- What it covers: major procedures like extension of period of stay, change of status, and some related permissions; scope is expanding.
- How to start: complete user registration, then file and monitor your case online as instructed by ISA.
If you file online, collection/issuance steps can still require in-person action or mailing of originals, depending on the case. Follow the instructions in your result notice.
The paperwork you should prepare (and why)
1) Correct application form
Download the exact form for your procedure (e.g., Application for Extension of Period of Stay). Print on A4, complete all pages, and donโt forget any employer/school sections if applicable.
2) Visa photo that meets ISA standards
ISAโs photo rule is strict: 4 cm ร 3 cm, color, front-facing, no shadows or background, taken within the last 6 months. Photos that fail these specs get rejected. Write your name on the back if youโre attaching a printed photo.
3) Passport and Residence Card
Bring originals. If a proxy is applying for you, theyโll often need copies and evidence of their authority per ISA rules for that procedure. (See the re-entry and activity-outside-status pages for examples of who can submit.)
4) Supporting documents
These vary by status: proof of enrollment/employment, tax and income documents, bank statements, or employer letters. University pages link back to ISA for the latest listsโuse your status-specific page.
5) Application fee (paid after approval)
Immigration fees are paid by revenue stamp (ๅๅ
ฅๅฐ็ด), not by cash at the counter. You attach the stamp to a fee sheet when you collect your result or as instructed. Post offices and some convenience stores sell revenue stamps.
Photo rule at a glance
| Requirement | ISA standard |
|---|---|
| Size | 4 cm ร 3 cm |
| Background | Plain, no shadows |
| Pose | Front facing, no hat, full face visible |
| Recency | Taken within 6 months |
| Quality | Sharp, unedited; no filters or face retouching |
What to expect on the day
- Arrival & ticketing: If you booked, show your reservation number at the indicated counter. Otherwise, take a number ticket for your procedure and wait to be called. Check posted notices for any โdocuments checkโ desk.
- Submission & checks: An officer reviews your form, photo, and supporting documents; they may ask quick questions or request additional papers.
- After you file: For many cases, you donโt receive a decision the same day. Instead, youโll get a postcard or email when the result is ready.
- Picking up your result: Bring your passport, residence card, the notification, and revenue stamps for the fee. Some offices have stamp vendors on site; otherwise, buy at a post office beforehand.
Fees youโre likely to pay (as of November 5, 2025)
Japan revised several immigration fees on April 1, 2025. Here are the common ones youโll encounter:
| Procedure | Counter filing | Online filing | Notes |
|---|---|---|---|
| Change of Status / Extension of Period of Stay | ยฅ6,000 | ยฅ5,500 | Fee is paid by revenue stamp after approval. |
| Permanent Residence | ยฅ10,000 | โ | Fee amount revised in 2025. |
| Re-entry Permit (Single) | ยฅ4,000 | ยฅ3,500 | Use special re-entry for trips โค1 yearโno prior office visit. |
| Re-entry Permit (Multiple) | ยฅ7,000 | ยฅ6,500 | Validity cannot exceed your current period of stay. |
| Permission to Engage in Activities other than permitted (part-time/side job permit) | Free | May be bundled online with another application | ISA lists accepted submitters (self, legal rep, school/employer, approved attorney/scrivener). |
Why this matters: bring the right amount in revenue stamps when you collect your result. Many universities explicitly remind students to buy stamps at a post office or convenience store before pickup.
Appointment or walk-in? Common scenarios
| Scenario | Appointment recommended? | Where to start |
|---|---|---|
| You live in Tokyo and need to extend your work/student status | YesโTokyoโs online reservation improves wait times | Book via the Tokyo bureau reservation site, then prepare your photo and documents. |
| Youโre changing address after a move | Noโgo to city/ward office | This is a municipal process; bring your Residence Card and complete moving-in/change forms within 14 days. |
| Youโre flying out for a 2-week trip | No immigration visit required | Use the Special Re-entry Permit at the airport; mark the ED card accordingly. |
| Youโll be abroad for 18 months | Yes | Apply at your immigration office for a multiple re-entry permit and pay the fee by revenue stamp. |
How to book and breeze through your appointment
Booking basics
- Reserve only the procedure you actually need (e.g., Extension vs Change).
- If slots are gone, check again early morning or consider alternative branches in your bureauโs jurisdiction (if permitted).
Your day-of checklist
- Reservation number (screenshot is fine).
- Application form + ISA-compliant 4ร3 cm photo.
- Passport, Residence Card, and supporting documents (company/school letters, tax/income proof, etc.).
- If you expect same-day issuance (rare), locate a post office or stamp counter to buy revenue stamps. Otherwise, wait for your postcard/email, then buy stamps before pickup.
Collecting your result: what the postcard/email means
When your application is decided, immigration will typically send a postcard or email telling you what to bring for collection (passport, Residence Card, fee sheet with revenue stamps attached, etc.). This is standard practice noted across university guidance.
If you applied online, instructions may include mailing certain items (like the fee sheet with stamps) or visiting in person for card issuance. Follow the exact steps in the notice.
Quick answers to common questions
Can my employer or a professional submit for me?
Often, yes. ISA authorizes certain representatives to submit applications (e.g., staff of your employing or training institution; approved attorneys/administrative scriveners) for specific procedures. Check the rule for your procedure.
Where do I buy revenue stamps?
At post offices, legal affairs bureaus, and sometimes convenience/tobacco shops. Many offices also have a vendor nearby, but buying in advance avoids extra lines.
What are the official photo rules?
Exactly 4 cm ร 3 cm, recent (โค6 months), plain background, front-facing, no hats/shadows/filters. Non-compliant photos are rejected.
When can I apply to extend?
Universities commonly advise applying up to 3 months before expiry; check your own status page.
Do I need a re-entry permit for short trips?
Not if you qualify for Special Re-entry (generally, return within 1 year and you hold a valid passport and Residence Card). Declare it at the airport with the re-entrant ED card.
Which number should I call for official guidance?
The Immigration Information Center is 0570-013904 (IP/overseas: +81-3-5796-7112), weekdays 8:30โ17:15, with multiple languages. The FRESC one-stop center can also help (0570-011000).
Practical table: which channel fits your situation?
| Situation | Best channel | Why |
|---|---|---|
| Routine extension with a standard employer/school | Online (if eligible) | Skip the queue; organizations and some individuals can file online. |
| Change of status with new documents | Appointment + counter | Officers can review originals and ask quick questions. |
| Long trip (>1 year abroad) | Counter for re-entry permit | You need a regular (not special) re-entry permit. |
| Short trip (โค1 year) | Airport special re-entry | No office visit; mark ED card and tell the officer. |
| Address change after moving | City/ward office | Municipal procedure; not handled by immigration. |
Pro tips for a smoother visit
- Bring extra photocopies of key documents. Officers sometimes ask to keep a copy; having them ready speeds things up.
- Label your supporting papers (e.g., โTax certificate 2024,โ โCertificate of employmentโ).
- Check the officeโs latest notices the evening beforeโsome branches post counter-specific instructions or temporary changes.
- Avoid peak days: the first business day after long holidays tends to be crowded (true for phone lines, too). If possible, book a different day.
Internal resources you may like
- Japan eVisa & Visa Waiver Guide
- Overstaying Your Visa in Japan: Consequences & Solutions
- Japan Dependent Visa Bringing Your Family to Japan
- Japan Language Study Visa Guide
- Highly Skilled Professional Visa Points-Based Guide
- Visa Medical Exam Requirements for Japan
Final checklist (print this)
- Confirm which office handles your case and whether it needs an appointment.
- Download the correct ISA form and fill it completely.
- Prepare an ISA-compliant 4ร3 cm photo taken within the last 6 months.
- Gather supporting documents (employer/school/tax/bank, as applicable).
- Bring passport and Residence Card (and copies).
- On collection day, bring the postcard/email and the right revenue stamps for your fee.
- For quick questions, call the Immigration Information Center or visit FRESC.
Youโve got this. Plan your route, book if needed, print what mattersโand youโll walk in confident, walk out faster, and avoid a second trip.
Disclaimer
This article is for general informational purposes only and does not constitute professional advice. Laws, prices and regulations vary by location and change over time. Consult a qualified professional for guidance on your specific situation.
