Many residence applications, such as extending your period of stay, can be made online instead of at a regional immigration office. The Immigration Services Agency runs the Online Residence Application System (在留申請オンラインシステム) for this. Here is what its pages say about who can use it and how to start.
Who can use it
You can use the system for your own application. Others who can use it include staff of an employer or school, lawyers and gyoseishoshi (行政書士), legal representatives, and relatives such as a spouse, child, father or mother.[1]
You cannot apply for yourself if you are under 15. The same goes if you are not a mid- to long-term resident, for example with the status "Temporary Visitor" or a period of stay of 3 months or less.[2]
A relative can, as a rule, apply only when the applicant is under 16 or cannot apply themselves because of illness or another reason.[2]
The agency lists which applications and which statuses of residence can be made online in PDF files on its page.[1]
Permanent residence applications and residence card procedures, such as notifying changes other than your address or renewing the card's validity, cannot be done in the system at present.[2]
Not on the last day of your period of stay
You cannot apply in the system on the last day of your period of stay (the day it expires). On that day, apply at the regional immigration office for your area.[1]
What to prepare
If you apply yourself, or as a legal representative or relative, you need a My Number Card (マイナンバーカード) ready before you start.[2]
To finish setting up your account you need the card and a smartphone with the Mynaportal app (マイナポータル) installed.[2]
You also need an email address that can receive mail from the domain @rasens-immi.moj.go.jp, so check your spam and blocking settings.[2]
The steps
- Register as a user (利用者登録). Enter your email address and you receive a link to the registration screen. The link works for 24 hours; after that you start again from your email address. When you finish, an email with your user ID arrives.[2]
- Apply to use the system (利用申出). This is the step that uses your My Number Card. If there is no problem, an email arrives within a few minutes and you can start using the system.[2]
- Make your application (在留申請). The agency asks you to read its notes for applicants (留意事項) first.[2]
Attaching documents
A face photo is required with every application.[2]
Documents go in as PDF files: up to 20 files at a time and 25 MB in total, including the photo.[2] If your files go over that limit, the agency's page explains how to add the rest later.
Files with a password, or with printing or copying blocked, are treated as error files. No error message appears, the agency cannot read them, and you then have to send those documents by post or bring them to a counter.[2]
The documents each status of residence needs are the same as for an application at the counter.[2]
Many statuses, including Engineer/Specialist in Humanities/International Services, Student and Dependent, need one more form when you apply yourself. It is the part filled in by your employer or school (所属機関等作成用の申請書) or by the person supporting you (扶養者等作成用の申請書).[2]
Who to ask
Questions about using the system go to its helpdesk, by phone or email. The agency's page lists the following.[1]
| Item | Details |
|---|---|
| Phone | 050-3786-3053 |
| Phone hours | Monday to Friday, 9:00 to 17:00, except public holidays and 29 December to 3 January |
| mjf.support.cw@hitachi-systems.com |
Questions about the application itself go to your nearest regional immigration office, by phone.[1]
If you are getting ready for an extension or a change of status, find your procedure in Clerfy to keep its checklist and dates in one place.