The Truth About Whether Attitude and Appearance at the Immigration Bureau Affect Visa Screening Results#

There is a persistent rumor circulating among foreign residents in Japan regarding visa applications: “If you don’t show a good attitude at the Immigration Bureau counter, your application will be rejected,” or “If you dress sloppily, you won’t get a visa.”

For applicants whose livelihoods and futures depend on the outcome of these examinations, the fact that the screening criteria often feel like a “black box” only fuels these anxieties. Are the immigration officials judging you based on your smile or your suit? Or is this merely an urban legend?

This article provides an objective and detailed explanation of how an applicant’s “attitude” at the submission window may or may not affect the examination results, based on the reality of Japan’s Immigration Control and Refugee Recognition Act and administrative procedures.

Legal Principle: The Documentary Nature of Japanese Immigration#

To begin with the conclusion: there is no provision in the Japanese Immigration Control Act that lists “friendliness at the counter” as a requirement for visa approval. The Japanese immigration examination system is fundamentally based on a “documentary examination” (shomen-shinsa) principle.

The core of the examination is strictly whether the submitted application forms, statements of reasons, and supporting documents meet the legal requirements for “Eligibility for Status of Residence” and “Landing Permission Criteria.” Therefore, theoretically speaking, no matter how charming a smile an applicant presents at the counter, if the documents are flawed or do not meet the legal criteria, the application will be denied. Conversely, even if an applicant is somewhat taciturn or businesslike, if the documents are perfect and fully satisfy the legal requirements, permission should, in principle, be granted.

The system is designed to be rule-based, prioritizing objective evidence over subjective impressions formed during a brief counter interaction.

The Distinction Between Counter Staff and Examiners#

A crucial point that many applicants misunderstand is the division of labor within the Immigration Bureau. Usually, the person receiving the documents at the counter and the Immigration Inspector who actually examines the file and makes the decision are two different people.

At regional immigration bureaus and large branch offices, the staff at the reception windows are often tasked solely with “intake.” In some cases, these roles are outsourced to private companies or handled by junior officials. Their primary duty is a “formal check” to ensure that all mandatory documents are present and that signatures are in the correct places. They generally do not engage in the “substantive examination” of whether the content warrants a visa.

Therefore, making a good impression on the counter staff does not directly translate to a “stamp of approval” from the examiner in the back office. The file is passed along, and the examiner judges the application based on the papers inside, often without ever seeing the applicant’s face.

When Attitude Becomes a Material Risk#

However, it would be misleading to assert that “attitude is completely irrelevant.” While a smile won’t buy a visa, extreme behavior can negatively impact the process of the examination, potentially leading to unfavorable outcomes indirectly.

1. Disruption of Order and “Good Conduct”#

If an applicant shouts, acts violently, threatens staff, or behaves in a way that obstructs official duties at the counter, this is no longer a matter of “bad attitude” but a potential legal infraction. Such incidents can be recorded in the applicant’s file. For certain applications, such as Permanent Residence or Naturalization, there is a strict “Good Conduct Requirement” (soko-zenryo). A record of abusive behavior towards government officials could theoretically be used as evidence that the applicant does not meet the requirement of possessing good conduct suitable for permanent residency in Japan.

2. Credibility and “Burden of Proof”#

The burden of proof in immigration applications lies with the applicant. You must prove that you are eligible. If an applicant behaves suspiciously at the counter—for example, avoiding eye contact when asked simple questions, or giving answers that contradict the written documents—the counter staff may attach a note to the file flagging these inconsistencies for the examiner. This does not mean immediate rejection, but it invites stricter scrutiny. The examiner, alerted to potential dishonesty, may decide to conduct a more thorough investigation, request additional documentation, or even order a field investigation. This inevitably prolongs the examination period.

The Human Element and Discretionary Power#

While the law is the foundation, the Minister of Justice (and by delegation, the Directors of Regional Immigration Bureaus) holds broad discretionary power in granting status of residence.

Immigration Inspectors are human beings. When they review a file, they are forming an impression of the applicant’s “authenticity” and “integrity.”

The “Attitude” of Documents: Attitude is not just about how you speak; it is reflected in how you prepare your documents.
- Case A: An application where documents are crumpled, handwritten illegibly, missing logical explanations, and thrown together without order.
- Case B: An application that is neatly organized, typed clearly, with a Statement of Reasons that politely and logically explains the applicant’s situation in Japanese.

In Case B, the examiner naturally forms a positive impression: “This applicant is organized, follows rules, and is likely to comply with Japanese laws.” In Case A, the messy “attitude” of the application invites suspicion: “Is this person careless? Are they hiding something?”

While a messy application is not grounds for rejection by itself, it forces the examiner to work harder to find the truth, increasing the likelihood of them finding discrepancies or requesting clarification.

Practical Advice for Applicants#

Politeness is a Tool for Efficiency: Being polite at the counter is not about “bribing” the official with kindness; it is about ensuring smooth communication. A cooperative attitude helps the staff process your intake quickly and reduces the chance of misunderstandings.
Consistency is Key: Ensure that what you say at the counter matches exactly what is written in your documents. Inconsistencies are red flags.
Appearance: While there is no dress code, dressing neatly (e.g., business casual) suggests professionalism and stability, which helps regarding the “credibility” aspect of the discretionary judgment.

Conclusion#

It is a myth that a mere smile can secure a visa, just as it is a myth that a frown will automatically result in rejection. The Japanese immigration system relies on documents and legal criteria.

However, viewing the application process as purely mechanical is also unwise. Immigration procedures are, at their core, a request for the state to grant a special status. A sincere, cooperative attitude and professionally prepared documents demonstrate your integrity and reliability. This minimizes unnecessary suspicion and facilitates a smoother, and often faster, examination process. The best “attitude” you can show is the meticulous preparation of your application.