Procedures for Passport Renewal During Immigration Application Review#

It is not uncommon for a foreign national’s passport to expire and require renewal while an application for a Change of Status of Residence or Extension of Period of Stay is pending with the Immigration Services Agency of Japan. Given that review periods can sometimes become lengthy, a passport that was valid at the time of application may expire before the final results are issued.

In such cases, the applicant must properly notify the Immigration Bureau and provide the new passport information. This article provides an objective and detailed explanation of the specific procedures, required documents, and important points to consider when your passport is renewed while an immigration application is under review.

Why Notification is Necessary#

First, it is essential to understand why reporting this change is required. During the review process, the Immigration Bureau strictly manages the applicant’s identification details and the validity of their travel documents.

At the time of application, information from the old passport was submitted. If the passport changes during the review, the registered information will no longer match the current facts. Furthermore, when the review is completed and a new Residence Card is issued, or when a seal is affixed to the passport (in certain cases like “Designated Activities”), having only the old passport information on file can hinder the smooth processing of the issuance. Providing the authorities with the most up-to-date information is a fundamental action for ensuring a smooth immigration review.

Required Documents for Submission#

To notify the Immigration Bureau of the passport renewal, you need to prepare the following set of documents. Simply sending a copy of the new passport is insufficient, as the Immigration Bureau receives a vast amount of mail daily. Without proper identification, they may not be able to link the copy to your specific pending case. Please ensure you prepare the following:

Copy of the Bio-data Page of the New Passport Make a clear copy where the photo, full name, passport number, and expiration date are legible.
Copy of the “Certificate of Acceptance” (Receipt/Uketsuke-hyo) This is the small receipt slip that was stapled to your passport or handed to you when you submitted your application. It contains the vital Application Number (Reference Number).
Cover Letter (Statement of Explanation) While there is no strict official form, you must create a cover letter containing the following information to ensure the document is routed correctly:
- Date
- Addressee (e.g., To the [Region] Regional Immigration Services Bureau)
- Applicant’s Name, Nationality, and Date of Birth
- Application Number (Mandatory): The number found on your receipt (e.g., TOKYO 2024-XXXXXX).
- Subject: “Report regarding passport renewal during application review and submission of new passport copy.”
- Body: A simple statement such as, “I have renewed my passport while my application is currently under review. I am hereby submitting a copy of the new passport for your reference.”

Submission Methods and Procedures#

There are generally two methods for submission: “Mail” and “In-person at the Counter.”

1. Submission by Mail (Recommended)#

To save time and avoid visiting the crowded Immigration Bureau, submission by mail is generally recommended. However, do not use standard regular mail. You must use a method that provides tracking and delivery records, such as “Letter Pack,” “Registered Mail (Kakitome),” or “Specific Record Mail (Tokutei Kiroku).”

The destination should be the specific “Inspection Department” (Shinsa-bumon) of the Regional Immigration Services Bureau where you submitted your application. If your receipt slip indicates a specific department (e.g., Permanent Residence Inspection Department, Employment Inspection Department), address it there. Writing “Additional Documents Enclosed (New Passport Copy)” in red on the envelope will help facilitate internal sorting.

2. Submission in Person#

If you have other reasons to visit the Immigration Bureau, you can submit the documents directly to the Document Reception Counter. Even in this case, attaching the cover letter mentioned above is crucial to prevent loss or mishandling of the documents.

3. For Online Applications#

If you applied using the Online Residence Application System, you might be able to upload additional documents through the system. However, since voluntary uploading is sometimes restricted depending on the system’s status, mailing the documents to the jurisdiction’s inspection department is often the most reliable method. When mailing, ensure you clearly state the “Reference Number” issued by the online system.

Timing and Key Considerations#

Submit as Soon as Possible#

Once you receive your new passport, submit the copy to the Immigration Bureau as soon as possible. Although there are cases where the notification crosses paths with the final decision notice (postcard or email), it is important to demonstrate the intent to report changes properly.

If the Result Arrives Before Notification#

What if you receive the notification of approval (e.g., the postcard asking you to pick up your card) before you have a chance to report the new passport? In this scenario, you should bring both the old passport and the new passport when you go to the counter to collect your new Residence Card. Inform the officer at the window: “My passport was renewed while the application was processing.” Presenting the new passport on the spot allows them to verify the information and proceed with the issuance. Even if the old passport has been voided (punched with holes), it is advisable to bring it for verification purposes.

Ensuring Consistency of Identity#

If there are changes to your name (e.g., due to marriage) or other biographical data reflected in the new passport, this constitutes more than a simple renewal. In such cases, it is recommended to attach a detailed explanation letter describing the changes to ensure the new Residence Card reflects the correct information.

Conclusion#

If your passport is renewed while an immigration application is pending, it is safest to consider reporting it to the Immigration Bureau as a mandatory procedure. The process itself is simple: mailing a copy of the new passport with a cover letter stating your application number. By not neglecting this small step and providing accurate information to the authorities, you can prevent unnecessary complications or delays in the review process. Sincere and prompt action is the first step toward stable residence procedures in Japan.