How to Renew a Work Visa in Japan (2026 Guide)

Renewing a work visa in Japan is a routine but important step for foreign residents employed in the country. Whether you work as an engineer, teacher, researcher, or in another professional field, renewing your visa on time ensures you can stay in Japan legally and continue working without interruptions.

This 2026 guide explains who needs to renew, when to apply, required documents, the application process, and tips for smooth processing.

1. Who Needs to Renew a Work Visa?

All work visas in Japan require renewal before expiration. Visa holders must apply to the Immigration Services Agency of Japan (出入国在留管理庁 – Nyūkoku Zairyū Kanri-chō).

Common work visa categories include:

• Engineer / Specialist in Humanities / International Services (技術・人文知識・国際業務)

• Instructor / Language Teacher (教育)

• Skilled Labor (技能)

• Intra-Company Transferee (企業内転勤)

• Business Manager / Executive (経営・管理)

• Researcher (研究)

Tip: Even if your job category isn’t listed above, check your visa type—if it’s employment-based, renewal is mandatory before your current status expires.

2. When to Apply

You can submit your renewal application up to three months before your visa expires.

Important points:

• Avoid waiting until the last minute—processing can take several weeks, especially during busy seasons.

• Late applications may require a special extension period (特例期間 – Tokurei Kikan) or lead to complications.

Key term:

• Expiration date (在留期限 – Zairyū Kigen): The date your current visa becomes invalid.

3. Where to Apply

Applications are submitted in person at the Regional Immigration Office covering your residential area.

Major offices include:

• Tokyo

• Osaka

• Nagoya

• Fukuoka

• Sapporo

• Kyoto

For addresses, opening hours, and procedures, visit the official website: Immigration Services Agency of Japan

4. Required Documents (Standard Checklist)

Your documents may vary depending on your visa type, employer changes, or salary adjustments, but the core requirements include:

Identity Documents:

• Passport (original)

• Residence Card (在留カード – Zairyū Kādo, original)

• Visa Renewal Application Form (在留期間更新許可申請書 – Zairyū Kikan Kōshin Kyoka Shinseisho)
  Download PDF

• One Recent Photo (4cm × 3cm, taken within 3 months)

Employment Documents:

• Certificate of Employment (在職証明書 – Zaishoku Shōmeisho)
  Includes job title, employment period, and continuation status

• Copy of Work Contract (if updated)

Tax & Income Documents:

• Withholding Tax Slip (源泉徴収票 – Gensen Chōshūhyō)

• Income Tax & Resident Tax Certificates (所得・住民税課税証明書 – Shotoku / Jūminzei Kazei Shōmeisho)

• National Tax Payment Certificate (納税証明書 – Nōzei Shōmeisho)

Company Documents (if required):

• Corporate Registration Certificate (登記事項証明書 – Tōki Jikō Shōmeisho)

• Business License or Company Outline

Additional documents may include:

• Detailed employment history

• Proof of specialized work or academic certificates

• Explanation of job duties

5. Special Notes for 2026 Updates

• Increased Fees: Visa renewal fees have risen for many residence statuses.

• Digital Pre-Submission: Some offices accept partial document submissions online, but originals must still be presented in person.

• Stricter Document Review: Immigration emphasizes stable employment, long-term intention to stay, and alignment between job duties and visa category.

6. Step-by-Step Renewal Process

1. Gather all required documents.

2. Organize papers and translations (Japanese preferred).

3. Visit your local immigration office in person.

4. Submit application and pay the fee.

5. Receive a receipt with a processing number.

6. Wait for a decision (usually 2–4 weeks, but can vary).

7. If approved, collect your new Residence Card with updated period of stay.

7. Common Renewal Outcomes

• Approved: Visa extended for 1–5 years, depending on category and stability

• Shortened Period of Stay: Granted when job stability is uncertain

• Denial: Rare if documents are complete; may require clarification

Note: Even if delayed or pending, you remain legally in Japan until a decision is finalized.

8. Tips for a Smooth Renewal

• Start the process early (3 months before expiry)

• Bring certified translations for non-Japanese documents

• Prepare multiple copies of all documents

• Have your employer’s contact info ready

• Use the Immigration Agency website for the latest forms

9. After Your Renewal

Once approved, your Residence Card will reflect:

• New Period of Stay

• Updated Visa Status

• Existing Work Permissions

Always check your conditions, including employment scope and employer changes, to ensure compliance.

Summary:

Renewing a work visa in Japan requires careful preparation, timely submission, and accurate documentation. By understanding requirements, fees, and processing steps in 2026, you can avoid delays, reduce stress, and stay legally employed in Japan.