Documents needed to renew visa in Japan (2025 Guide)

If you live in Japan, you need to renew your visa someday to keep living and working legally, since the period of the visa is usually 1 year / 3 years / 5 years. Today, I will introduce the documents needed to renew visa in Japan and how to prepare for the documents.

This post is especially focused on the “Engineer / Specialist in Humanities / International Services” visa, the most common type of visa for the foreigners working in Japan.

In my case, I have 4 times of experiences to renew my visa by myself including changing the status of residence. You don’t need any agency because I’m going to guide you perfectly about how to prepare the documents for your new visa. 😊

🧾 Required Documents to Renew your Visa in Japan (2025 Guide)

To renew the visa in Japan can feel overwhelming — I felt exactly same for the first time — especially when you’re not sure what documents are needed to prepare. So let’s check in detail with me.

All the information here is based on the official website of Japanese Immigration office, reflecting the latest information. (2025 May) And since I have renewed my visa for 4 times and helped my friends to renew the visa for 2 times by myself without any problem with this information, so you can trust me.😄

📌First step: Check your company’s category.

First of all, you should check which category your company belongs to, because the documents needed to renew your visa in Japan change depending on your company’s category (1~4). Your HR department or employer usually know your company’s category, so you can ask them directly! That is the fastest way.

Basically, the higher your company’s category, the less documents that you have to prepare, since it’s considered as the trusted company. (For example, if your company belongs to Category 1, you prepare much less document than Category 4 companies.)

📌Second step: Prepare the required documents for your company’s category.

Once you get the information of your company’s category, please follow the step of that category below! You need to prepare the documents for “Documents Needed for Every Category”+ “Category X(Your company’s category)” in total.

⚪ Documents Needed for Every Category to Renew the Visa

1. Application Form for Extension of Period of Stay
2. Picture of yourself
3. Passport & Current Residence Card

About 1. Application Form for Extension of Period of Stay, you can download the template from the immigration office website.

For your convenience, I attach the website link below:

• PDF version: https://www.moj.go.jp/isa/content/930004094.pdf
• Excel version: https://www.moj.go.jp/isa/content/930004095.xlsx

There are some pages that you have to write down by yourself and ask for your company to write down. You can check which page should be written by you or your company on the left top of each page, like the below.

🟢 Category 1

Get this document ↓ from your company

You should submit the document to prove that your company belongs to Category 1. You need to get either one of the documents below from your HR department or your employer. (It’s not prepared by yourself.)

1. A copy of the quarterly report or a document certifying that the company is listed on a Japanese stock exchange (copy)
2. A copy of the document certifying that the company has been approved by the competent authority
3. Documents verifying that the company is an eligible company (innovation-creating company) for the special allowance in the table of each item of Article 1, Paragraph 1 of the Ministerial Ordinance on Highly Skilled Professionals (e.g., a copy of the subsidy grant decision notice)
4. Documents proving that the company meets certain conditions (e.g., copies of certifications, etc.)

🟡 Category 2

Get this document ↓ from your company

You need to submit the document to prove that your company belongs to Category 1. You need to get either one of the documents below from your HR department or your employer. (It’s not prepared by yourself.)

1. Copy of statutory report such as withholding slip for employee’s salary income for the previous year
2. Documents proving that the application to use the online residence application system has been approved (e.g., notification email of approval of application) [Only for institutions that have submitted documents proving that they fall under Category 3 and have had their application to use the online residence application system approved.]

🟠 Category 3

Get this document ↓ from your company

You need to get the document below from your HR department or your employer. (It’s not prepared by yourself.)

• Copy of statutory report such as withholding slip for employee’s salary income for the previous year

Prepare this document ↓ by yourself

• Resident tax (or non-tax) certificate and tax payment certificate (stating total income and tax payment status for the year)
  • It will be issued by the city hall of where you live as of January 1st.
  • Either one of the certificates that shows both your total income for the year and your tax payment status (whether you have paid taxes or not) is acceptable.
  • If you have just entered the country or have moved and your ward office, city hall or town hall has not issued a visa, please contact your nearest regional immigration bureau.

Plus, if applicable, prepare these documents

If this is your first time to renew your visa after moving to the company of Category 3, you need to prepare all the documents below. Otherwise, you can skip these documents.

1. Any of the following documents that clarify your activities:
   • (1) When concluding a labor contract: A document clearly stating the working conditions to be issued to the worker in accordance with Article 15, Paragraph 1 of the Labor Standards Act and Article 5 of the Enforcement Regulations of the same Act.
   • (2) When taking up the post of director of a Japanese corporation: A copy of the articles of incorporation prescribing the remuneration for directors or a copy of the minutes of the general meeting of shareholders where the remuneration for directors was resolved (or the minutes of the remuneration committee, if the company has one)
   • (3) When transferring to a Japanese branch of a foreign corporation or taking up a position as an officer of an organization other than a company, document from the organization that clarifies the position (job responsibilities), period and amount of remuneration to be paid 
2. Certificate of registration (In Japanese, 登記事項証明書)
3. Any of the following documents that clarify the business details:
   • (1) One copy of a detailed profile detailing the company’s history, officers, organization, business activities (including major business partners and business performance)
   • (2) One copy of a document equivalent to (1) above prepared the employer
4. A copy of the most recent financial statements. If it is a new business, a business plan.

I know it’s quite complicated, but based on my experience, I could prepare the documents like this:

1. documents that clarify your activities: Contract which contains my roles and responsibilities, as well as work condition (salary, working hours, etc.)
2. Certificate of registration: I could get from the HR department.
3. documents that clarify the business details: The company’s brochure or screenshots of website was accepted.
4. The most recent financial statements: I could get from the HR.

🔴 Category 4

Prepare this document ↓ by yourself

• Resident tax (or non-tax) certificate and tax payment certificate (stating total income and tax payment status for the year)
  • It will be issued by the city hall of where you live as of January 1st.
  • Either one of the certificates that shows both your total income for the year and your tax payment status (whether you have paid taxes or not) is acceptable.
  • If you have just entered the country or have moved and your ward office, city hall or town hall has not issued a visa, please contact your nearest regional immigration bureau.

Plus, if applicable, prepare these documents

If this is your first time to renew your visa after moving to the company of Category 4, you need to prepare all the documents below. Otherwise, you can skip these documents.

1. Any of the following documents that clarify your activities:
   • (1) When concluding a labor contract: A document clearly stating the working conditions to be issued to the worker in accordance with Article 15, Paragraph 1 of the Labor Standards Act and Article 5 of the Enforcement Regulations of the same Act.
   • (2) When taking up the post of director of a Japanese corporation: A copy of the articles of incorporation prescribing the remuneration for directors or a copy of the minutes of the general meeting of shareholders where the remuneration for directors was resolved (or the minutes of the remuneration committee, if the company has one)
   • (3) When transferring to a Japanese branch of a foreign corporation or taking up a position as an officer of an organization other than a company, document from the organization that clarifies the position (job responsibilities), period and amount of remuneration to be paid 
2. Certificate of registration (In Japanese, 登記事項証明書)
3. Any of the following documents that clarify the business details:
   • (1) One copy of a detailed profile detailing the company’s history, officers, organization, business activities (including major business partners and business performance)
   • (2) One copy of a document equivalent to (1) above prepared the employer
4. A copy of the most recent financial statements. If it is a new business, a business plan.
5. Any of the following documents that explain the reason why you cannot submit a statutory report such as a tax withholding slip for employee salary income for the previous year:
   • (1) Institutions exempt from withholding tax: One copy of a certificate of exemption from withholding tax for foreign corporations or other documents stating that withholding tax is not required
   • (2) For institutions other than those listed in (1) above:
     • A copy of the notice of establishment of a salary payment office, etc.
     • Any of the following documents:
       (a) One copy of the income tax statement for the last three months (including salary income, retirement income, etc.) (with date stamp)
       (a) If a special delivery date has been granted, one document certifying that approval has been granted

💡 Mochi’s Extra Tips to prepare the documents needed to renew your visa in Japan

Visa renewal can look very complicated, but with the correct document preparation, it is totally manageable without any agency’s help.

Here are some extra tips that I want to share based on my experience:

• Always prepare extra copies of each document.
• If you are unsure about your company’s category or legal documents, ask your HR team as soon as possible.
• Make sure your residence card is not expired when you apply.
• Apply within 3 months before your visa expires.

Please feel free to leave a comment when you have doubt or question about your visa procedure.

And please check my another posts to find out more useful information for your daily life in Japan!