Hello, this is Tetsu Kou from IMS.
Today, I would like to explain how information on foreign residents in Japan is communicated to the Immigration Office.
The Japanese government requires foreign residents and their affiliated institutions to submit notifications through various systems to manage and monitor foreign residents' status and employment situations.
Some notifications are mandatory, while others are voluntary. Failure to fulfill mandatory notifications or submitting false information can result in fines and may negatively impact future residence applications, so careful attention to these obligations is essential.
Currently, the following main types of notifications apply:
Notifications from Foreign Residents (Mid- to Long-Term Residents)
- Notification of Residence Address [Mandatory]
Mid- to long-term residents who newly arrive in Japan, change residences, or obtain mid- to long-term residency due to changes in status must complete this notification within 14 days of establishing residence. This notification must be submitted to the city or ward office where the new residence is located. No separate notification to Immigration office is necessary.
- Notification of Changes to Registered Information on the Residence Card (Excluding Address) [Mandatory]
If a mid- to long-term resident’s name, date of birth, gender, nationality, or region changes, they must notify the authorities within 14 days of the change.
Note: Residents holding dual citizenship sometimes inquire about changing their nationality on their residence card to a different nationality. However, such changes cannot be made while maintaining dual citizenship.
- Notification Regarding Affiliated Institutions (Contracts, Activities) or Spouse [Mandatory]
This notification is required when there is a change in affiliated institutions (e.g., leaving a company or transferring to a new company) or in cases of family separation, such as divorce, for those on a dependent visa. This notification must be submitted to Immigration Office within 14 days of the occurrence.
Notifications from Affiliated Institutions
- Notification of Acceptance of Mid- to Long-Term Residents [Voluntary]
Institutions employing mid- to long-term residents with work visas (e.g., Engineer/Specialist in Humanities/International Services or Professor visas) or receiving students with student visas are asked to notify Immigration Office of employment, dismissal, resignation, enrollment, graduation, withdrawal, etc., within 14 days of the event.
Although penalties are not imposed if the institution does not fulfill these notifications, Immigration Office may proceed with careful examination of the facts when processing residence period renewals or other applications for the foreign residents concerned.
Note: Notifications are mandatory for specified skills visas.
Note: Institutions mandated to report employment status under the Comprehensive Promotion of Labor Policy Law are excluded from these voluntary notifications.
Note: Separate reporting obligations apply to Japanese language educational institutions as required by law.
- Notification of Foreign Employment Status [Mandatory]
Under the Act on Comprehensive Promotion of Labor Measures, employment stability, and the improvement of employment quality for workers, employers who hire or terminate foreign employees (excluding those on diplomatic, official visas, and special permanent residents) are required to submit notifications on foreign employment status. This notification can be submitted electronically via “e-Gov” for those covered by employment insurance or through the “Foreign Employment Status Notification System” for those not covered by employment insurance.
For further details, please refer to the Ministry of Health, Labor, and Welfare's page on Notification of Foreign Employment Status.
Particularly for foreign residents, failing to fulfill these notification requirements may be considered non-compliance with residence conditions, potentially impacting future residence or permanent residency applications.
Therefore, in cases of job changes, resignation, or school withdrawal, please ensure that the necessary notifications are submitted in a timely manner.
