Lost Residence Card During Permanent Residence Application: Re-issuance and Reporting Procedures#

Applying for Permanent Residence (PR) in Japan is a lengthy process, often taking several months to over a year. During this waiting period, unforeseen incidents can occur, such as losing your Residence Card (Zairyu Card). Since the Residence Card is the primary form of identification for foreign residents in Japan, losing it can cause significant anxiety, especially when you are under scrutiny for a permanent visa.

A common concern among applicants is whether losing the card will negatively affect the PR examination results. Generally speaking, the loss of the card itself is not grounds for rejection. However, how you handle the situation after the loss is critical. Failure to follow proper legal procedures or neglecting to report the change to the Immigration Bureau can lead to complications.

This article provides a comprehensive guide on the necessary steps to take if you lose your Residence Card while your Permanent Residence application is pending, ensuring that your application remains on track.

1. Immediate Action: Reporting to the Police#

Before contacting the Immigration Services Bureau, your first priority must be to report the loss to the police. This step is mandatory to validate the reason for requesting a new card later.

Filing a Lost Property Report#

Visit the nearest police station (Keisatsusho) or police box (Koban) where you think you lost the card or near your residence.

Lost Property Report (Ishitsu-todoke): File this if you simply lost the card.
Theft Report (Tonan-todoke): File this if you believe the card was stolen.

Once the report is accepted, the police will issue a Receipt Number (Juri-bango). In some cases, you may request a “Certificate of Lost Property Report” (Ishitsu-todoke Juri Shomeisho). Crucial: You must write down this Receipt Number, the name of the police station, and the date of the report. The Immigration Bureau will require this information to process your re-issuance application. Without proof of a police report, the Immigration Bureau may question the validity of your request.

2. Re-issuance at the Immigration Services Bureau#

According to the Immigration Control and Refugee Recognition Act, you must apply for a re-issuance of your Residence Card within 14 days of the day you became aware of the loss. Failure to do so is a violation of the law and can negatively impact your “good conduct” requirement for Permanent Residence.

Where to Apply#

You must visit the Regional Immigration Services Bureau that has jurisdiction over your place of residence. Note that this is a counter for “Residence Card Procedures,” which is often different from the “Permanent Residence Inspection” counter.

Required Documents#

To apply for a new card, you will generally need the following:

Application for Re-issuance of a Residence Card: Available at the bureau or downloadable from the Immigration website.
Photograph: A photo (4cm x 3cm) taken within the last 3 months.
Passport: You must present your original passport.
Proof of Loss: The Certificate of Lost Property Report issued by the police, or a document stating the Receipt Number of the report. (In case of fire, a Victim Certificate is required).

Processing Time and Fees#

Unlike visa renewal applications, the re-issuance of a lost card is usually processed on the same day. You will receive a new Residence Card with a new card number immediately. There is typically no handling fee for re-issuance due to loss.

3. Reporting to the Permanent Residence Inspection Department#

This is the step most frequently overlooked by applicants. Once you have your new Residence Card, your legal obligation regarding the card itself is fulfilled. However, regarding your pending Permanent Residence application, there is one more vital step.

You must inform the department examining your PR application that your Residence Card details have changed.

Why is this necessary?#

When a Residence Card is re-issued, the Residence Card Number (found on the top right of the card) changes. The last character of the ID number will be different to indicate that it is a re-issued card. While the Immigration Bureau’s internal systems are linked, the physical file being reviewed by the PR examiner contains a photocopy of your old Residence Card. If the examiner needs to verify your status or print your new residence card upon approval, a discrepancy in the card numbers can cause confusion or administrative delays.

Furthermore, proactively submitting updated information demonstrates your sincerity and compliance with rules—traits highly valued during the PR review.

How to Submit the Update#

You should submit the new information as “additional documents” (Tsuika Shiryo) to the PR inspection department. This can be done via mail or in person.

Items to Submit:

Photocopy of the New Residence Card: Both front and back sides.
Cover Letter (Statement of Explanation):
- This does not need to be a formal legal document. A simple letter is sufficient.
- Header: Date, and “To the Permanent Residence Inspection Department.”
- Identification: Your full name, Date of Birth, and the Application Receipt Number (Uketsuke-bango) given to you when you applied for PR.
- Message: “I am writing to inform you that I lost my Residence Card and have received a re-issued one. I am enclosing a copy of the new card for your records. Please update my application file accordingly.”

Mailing Instructions#

If sending by mail, write the following on the envelope in red ink to ensure it reaches the right file immediately: “CONTAINS ADDITIONAL DOCUMENTS FOR PERMANENT RESIDENCE APPLICATION (Receipt No: [Your Number])”

4. Impact on the Permanent Residence Review#

Does losing the card mean your application will be rejected? No. Losing a personal item is not a crime. It does not reflect a lack of “good behavior” required for Permanent Residence, provided you handle it correctly.

However, the following actions can lead to rejection or legal penalties:

Ignoring the 14-day rule: If you delay the re-issuance process for weeks or months without a valid reason, you are violating the Immigration Control Act. This violation directly affects the “compliance with laws and regulations” aspect of the PR review.
Lending the card: If it is discovered that the card was not lost but lent to others, this is a serious crime that will lead to deportation and denial of PR.
Failing to report: While less severe than the above, failing to update the inspection department can be seen as a lack of cooperation or negligence.

Therefore, the key to protecting your PR application is speed and transparency. By following the legal procedures promptly, you prove that you are a responsible resident who understands and respects Japanese administrative rules.

Conclusion#

Losing a Residence Card during the Permanent Residence application process is a stressful event, but it is a manageable administrative issue, not a fatal error for your application.

To summarize the correct workflow:

Report to the Police: Obtain a Receipt Number or Certificate.
Visit Immigration within 14 Days: Apply for and receive a re-issued Residence Card.
Notify the PR Department: Send a copy of the new card and a cover letter referencing your application number.

By executing these steps calmly and correctly, you demonstrate the reliability expected of a permanent resident. Do not try to hide the loss; instead, use the proper procedures to show your adherence to Japanese law.