Changing Jobs While Your Permanent Residence Application is Pending: When and How to Notify Immigration#

The application process for Permanent Resident (PR) status in Japan can often take several months, sometimes over a year, to be finalized. It is not uncommon for applicants to change jobs during this long waiting period for reasons such as career advancement or personal circumstances. This situation naturally raises questions: “Do I need to report my job change to the Immigration Services Agency?” and “If so, when and how should I do it?”

The short answer is yes, if you change jobs while your PR application is being processed, you must promptly report this change to the Immigration Services Agency of Japan (ISA). This notification is not only a legal requirement but also a crucial step in the PR application review process. This article provides a detailed, objective explanation of the timing, methods, and potential impact of a job change on your permanent residence application.

Two Types of Reporting Obligations When Changing Jobs#

When you change jobs during your PR application, there are two distinct reporting procedures you must follow. It is important to understand the difference, as they serve different purposes and are submitted to different departments.

Notification of the Accepting Organization (A Legal Duty within 14 Days) This is a mandatory notification for all foreign nationals holding a work-related status of residence (e.g., “Engineer/Specialist in Humanities/International Services”), regardless of whether they have a pending PR application. You must report the change in your employer to the ISA within 14 days from either your last day at the old company or your first day at the new one. This can be done online, by mail, or in person at a regional immigration bureau. Failure to submit this notification can result in penalties and may negatively affect future applications for extension of your period of stay.
Report to the Permanent Residence Examination Department (Impacts Your Application) Separately from the above legal duty, you must also inform the examiners reviewing your PR application about this significant change. This report is essential for the examiners to make an accurate judgment based on your most current circumstances. Neglecting to provide this update could lead to your application being denied on the grounds that the information provided is inconsistent with your actual situation.

The Optimal Timing for Reporting to the PR Examination Department#

The best time to report your job change to the PR examination department is “promptly after you have started working at the new company.”

It is crucial to make the report after you have officially joined the new company and the employment relationship has begun, rather than at the stage of receiving a job offer or before leaving your previous job. This is because the ISA needs to confirm that your new employment is secure and has commenced.

A smooth workflow would be to first submit the mandatory “Notification of the Accepting Organization” within the 14-day window, and then, either concurrently or immediately after, submit the report to the PR examination department. It is highly recommended to complete this report within one month of starting your new job.

How to Report and What Additional Documents to Submit#

The report to the PR examination department should be made in writing, not verbally. You should prepare a formal document, typically called a “Notification of Document Submission” (資料提出通知書), clearly stating the application receipt number from your PR application.

On this form, you should state that you are submitting additional documents due to a change of employment during your PR application process. You will need to attach documents that prove your new employment status and the stability of your new employer. These documents should be submitted to the Permanent Residence examination section of the regional immigration bureau where you filed your application.

Examples of Key Supplementary Documents:

Documents from the New Company:
- A certified copy of the company’s registration (登記事項証明書).
- Materials showing the company’s size and business (e.g., company brochure, printouts from the official website).
- A copy of the company’s most recent financial statements (profit and loss statement, balance sheet).
Documents from the Applicant:
- A copy of the new employment contract.
- A copy of the written statement of employment conditions (雇用条件通知書).
- A certificate of employment issued by the new company.
- A letter explaining the reason for the job change (optional, but highly effective for explaining career consistency).

By submitting these documents, you can objectively demonstrate that you continue to meet the PR requirements, such as having a stable livelihood and good conduct, even after changing jobs.

How a Job Change Can Impact Your PR Application#

The act of changing jobs itself will not automatically put your PR application at a disadvantage. What examiners focus on is the “nature” of the change.

Income Stability: It is crucial that your salary at the new job is comparable to or higher than your previous one, and that a stable income can be expected in the future. A significant decrease in annual income could increase the risk of being judged as not meeting the stable livelihood requirement.
Employment Stability: The type of employment (permanent employee is preferred) and the financial stability of the new company are also considered. While you may be in a probationary period immediately after changing jobs, this alone is not typically viewed negatively. The focus is on whether the new environment offers long-term, stable employment.
Career Consistency: A job change within the same or a related field is often viewed favorably as career progression. If you move to a completely different industry, it is beneficial to provide a rational explanation for the change and your future prospects.

If you fail to report the change, and the ISA discovers it during the final stages of the review, it could be interpreted as an attempt to conceal information. This would be seen as a lack of integrity, which can have a severe negative impact on your application. Therefore, honest and prompt reporting is always the best course of action.

Conclusion#

If you change jobs while your permanent residence application is pending, it is critically important to fulfill both your legal obligation by submitting the “Notification of the Accepting Organization” within 14 days and to promptly report the change to the Permanent Residence examination department.

By preparing and submitting the necessary documents that verify your new employment and company details, you provide the examiners with accurate, up-to-date information, which facilitates a smoother review process. A job change is a major life event, but by following the proper procedures, you can minimize its impact on your journey toward obtaining permanent residence in Japan.