Understanding Phone Confirmation by Immigration Examiners: Probability, Scenarios, and Countermeasures#

After submitting an application for a status of residence (visa) to the Immigration Services Agency of Japan—whether for a Certificate of Eligibility, a Change of Status of Residence, or an Extension of Period of Stay—there is a waiting period during which the examination takes place. During this time, applicants, their workplaces, or their spouses may receive a phone call from an immigration examiner. This process is commonly referred to as “phone confirmation” or “fact-finding investigation.”

For applicants, the uncertainty of when a call might come and what questions might be asked can be a source of significant anxiety. This article provides a comprehensive and objective explanation of the probability of receiving such calls, the intent behind them, and how to prepare properly to ensure a smooth examination process.

Probability and Background of Phone Checks#

First and foremost, it is important to understand that phone confirmations are not conducted for every single application. While official statistics are not disclosed, it is generally understood that if the submitted documents are sufficient to verify that all requirements are met, the phone check is often omitted.

However, the probability of a phone investigation increases significantly in the following scenarios:

1. Discrepancies in Documents: If there are contradictions between past applications and the current one, or if numbers, dates, or names do not match across the submitted materials.
2. Doubts Regarding Credibility: Cases where there is a suspicion of sham marriage or illegal employment. Examples include a significant age gap between spouses, an extremely short dating period before marriage, or a workplace with an unclear business address.
3. New or Small Companies: For work visas, if the sponsoring organization is a newly established company or a small-to-medium enterprise (often categorized as Category 3 or 4), examiners may call to verify that the business physically exists and is operating legitimately.

Phone Confirmation to the Workplace (Work Visas)#

In the context of work-related visa applications, the primary purpose of calling the employer is to verify two things: “Is the applicant actually employed (or scheduled to be employed) there?” and “Is the applicant engaging in the duties described in the application?”

Common Questions Asked#

Examiners usually call the company’s main number or the direct line of the hiring manager. The questions typically cover:

• Employment Verification: “Is a person named [Applicant’s Name] working here?”
• Job Description: “What kind of work do they do daily?” or “What is the ratio of manual labor to office work?” This is to check if the actual duties fall within the scope of the visa category, such as “Engineer/Specialist in Humanities/International Services.”
• Salary and Conditions: Confirmation that the salary and working hours match the employment contract submitted.

Critical Risks#

A common pitfall occurs when the person answering the phone is unaware of the applicant. For example, if an application for a Certificate of Eligibility is pending and the applicant has not yet started working, a receptionist might mistakenly say, “We don’t have anyone by that name.” This can lead to the application being denied on the grounds of false statements. It is crucial to share information internally within the company.

Phone Confirmation to the Home (Spouse Visas)#

For applications regarding a “Spouse or Child of Japanese National” or “Spouse or Child of Permanent Resident,” the examiner’s main focus is the genuineness of the marriage. To prevent sham marriages, questions can be surprisingly personal and detailed.

Timing and Targets#

The call may be directed to the foreign applicant, the Japanese spouse, or sometimes even parents or relatives. Calls are typically made during the Immigration Bureau’s office hours (weekdays, roughly 9:00 AM to 5:00 PM) and are almost always unannounced.

Specific and Detailed Questions#

To verify that the couple is truly living together and sharing a life, the examiner may ask questions to cross-reference the answers of both partners:

• “What did you have for dinner last night?”
• “When is your spouse’s birthday, and what gift did you give them?”
• “Please describe the layout of your home. What color are the curtains in the bedroom?”
• “What are your partner’s hobbies?”
• “When and where did you last go out on a date together?”

If there are significant discrepancies between the husband’s and wife’s answers, the authenticity of the marriage may be called into question.

What to Do If You Miss the Call#

It is natural to miss a call while working or commuting. Missing a call once does not immediately result in a denial.

Handling Missed Calls#

If you realize the call was from the Immigration Bureau (e.g., by checking the number online or recognizing the area code), it is highly recommended to return the call as soon as possible. When calling back, be prepared to provide:

• The Application Reference Number (given at the time of submission).
• The Applicant’s Name.
• A polite statement such as, “I believe I received a call from this number earlier, and I am returning the call.”

Ignoring the call or leaving it for days can lead the examiner to conclude that the applicant is unreachable or that the stated facts are unverifiable, potentially negatively impacting the result. Setting up voicemail is also a good practice to ensure you receive any messages they might leave.

Possibility of Surprise “Field Visits”#

In addition to phone checks, examiners may conduct “field visits” (jittai chosa) where they visit the applicant’s home or workplace in person. This often happens without prior notice. For spouse visas, they may check if there are men’s and women’s shoes in the entrance or if the bathroom contains two toothbrushes. While less common than phone calls, field visits are a possibility, particularly in high-suspicion cases.

Conclusion#

Phone confirmation by immigration examiners is a legitimate part of the screening process designed to verify the truthfulness of an application. If the application is honest and legitimate, there is no need to be afraid. However, giving incorrect answers due to panic can be detrimental.

The most effective countermeasures are consistency and communication. Ensure that the facts stated in the documents match reality, and inform key parties (your spouse or employer) that a call from the Immigration Bureau might occur. Being prepared allows for a calm, honest, and accurate response, which is essential for a successful application result.