How to Inquire About Your Japanese Visa Application When the Waiting Period Exceeds the Standard#

Waiting for the results of a visa application (status of residence) in Japan can be a source of significant anxiety for applicants. Whether it is an application for a Certificate of Eligibility (COE), a Change of Status of Residence, or an Extension of Period of Stay, the Immigration Services Agency of Japan operates with standard processing times. Typically, extensions and changes take two weeks to a month, while COEs may take one to three months.

However, due to increasing volumes of foreign residents and applicants, coupled with the complexity of individual cases, it is not uncommon for the examination period to significantly exceed these published standards. When an application has been pending for four months or more without any update, it is natural to want to take action. This article provides an objective and detailed guide on how to inquire about delayed applications, the nuances of the process, and the appropriate mindset to maintain.

Understanding the “Standard Processing Period” vs. Reality#

Before initiating an inquiry, it is crucial to understand the distinction between the “Standard Processing Period” listed on the Immigration Bureau’s website and the actual current processing times. The Ministry of Justice publishes quarterly statistics regarding average processing days.

It is important to note that processing times vary significantly depending on the regional bureau. The Tokyo Regional Immigration Services Bureau, which handles the largest volume of applications, generally experiences longer delays than smaller regional offices. Furthermore, specific categories such as Permanent Residence (Eiju) applications have seen a dramatic increase in processing times. While the standard was once 4 to 6 months, it is now common for Permanent Residence applications to take 10 months to over a year.

Therefore, the first step is to verify the current average for your specific application type. If your waiting time falls within the recent average, an inquiry will likely yield a generic response. Inquiries are most appropriate when the wait time has clearly exceeded the norm.

Methods of Inquiry#

If you determine that your application is significantly delayed, there are three primary methods to check the status.

1. Online Status Check#

The most accessible method is the “Immigration Examination Status Check” page on the Immigration Services Agency’s official website. To use this, you need the application number (printed on the receipt slip given to you when you applied) and your date of birth.

Limitation: This system only indicates the current status, such as “Under Examination” or “Processing Completed.” It does not provide details on why it is taking time or when it will be finished. If it says “Under Examination,” it simply means the final decision has not yet been inputted into the system.

2. Telephone Inquiries#

Each Regional Immigration Bureau has a designated phone number for inspection inquiries.

Challenges: In major bureaus like Tokyo or Osaka, these lines are notoriously difficult to connect to due to high call volumes. You may be on hold for a long time.
Information Provided: Even if you connect, the operator often does not have the authority to open your physical file and check the detailed progress. They check the database and usually provide a standard response: “It is currently under examination. Please wait a little longer. If we need anything, we will contact you.” However, this can be useful to confirm that the application is indeed in the system and has not been lost.

3. In-Person Inquiries (Visiting the Bureau)#

The most effective, albeit time-consuming, method is to visit the Immigration Bureau where you submitted your application. Most bureaus have an “Inspection Management” (Shinsa Kanri) department or a consultation counter.

What to Bring: You must bring your passport, current Residence Card (if applicable), and the “Application Receipt” (uketsuke-hyo).
Advantage: While you will rarely speak directly to the immigration inspector (examiner) handling your case, the counter staff can often check the internal status more deeply than phone operators. They might tell you if the file is “waiting for final approval” or “undergoing additional verification.” This granular information can provide peace of mind.

Submitting a “Statement of Reasons for Requesting Early Processing”#

If you have a legitimate and urgent reason for needing the result, simply waiting may not be the best option. In such cases, it is possible to submit a written request, often called a “Statement of Reasons for Requesting Early Processing” (Soki Shori no Jigansho).

This is not a formal application form but a petition letter. It should be written in Japanese and explain the specific circumstances requiring an urgent decision.

Valid Reasons: “My job offer will be rescinded if I cannot start by [Date],” or “I must travel overseas for urgent family business/business orders.”
Invalid Reasons: “I am just worried,” or “I want to open a bank account sooner.”
Evidence: You must attach supporting documents, such as a letter from the employer confirming the start date or flight itineraries/business orders.

While this does not legally force the Immigration Bureau to finalize the decision immediately, it brings the file to the examiner’s attention. If the reason is deemed humanitarian or economically critical, they may prioritize the finalization of the case.

Important Considerations and Mindset#

Does Inquiring Speed Up the Process?#

Generally, no. Frequent inquiries do not speed up the examination. In fact, if examiners spend time responding to inquiries, they have less time to examine files. The Japanese immigration system values fairness and procedure. Jumping the queue is not permitted without a compelling reason as mentioned above.

Interpreting the Delay#

A long wait does not necessarily imply a negative outcome (denial). Often, it simply means there is a backlog. Conversely, if there were a clear reason for denial, the decision might sometimes be reached relatively quickly. A long examination often implies that the bureau is carefully verifying the documents or that the case is complex but potentially approvable.

Request for Additional Documents#

During the waiting period, you may receive a “Notice for Submission of Materials” (Shiryo Teishutsu Tsuchisho) by mail. This is a positive sign that the examination is moving forward. It means the examiner has reviewed the file and needs one last piece of information to make a decision. Respond to these requests immediately and precisely.

Conclusion#

When an immigration application takes longer than expected, it causes significant stress. The recommended course of action is to first verify the current statistical averages. If the delay is excessive, visiting the bureau in person is the most reliable way to check the status. If there is a genuine emergency, submitting a written explanation with evidence is a valid strategy. However, in most cases, patience and a polite, cooperative attitude towards the immigration authorities are the most effective tools. The system is bureaucratic and slow, but it operates on established rules; understanding these rules helps navigate the uncertainty with greater confidence.