Changing Address During Permanent Residency Application: Notification Procedures#

The examination period for Permanent Residence (PR) applications in Japan has become increasingly lengthy in recent years. It is not uncommon for the process to take more than 10 to 12 months, or even longer in some jurisdictions. During this extended waiting period, life continues, and applicants may encounter situations where they need to move due to job transfers, marriage, or simply seeking a better living environment.

While moving house is a common life event, doing so while a Permanent Residence application is pending requires careful handling. Simply updating your address at the local city hall—while legally mandatory—is often insufficient to ensure your immigration application proceeds smoothly. Failure to properly notify the Immigration Bureau can lead to missed notifications regarding your results or, in severe cases, complications arising from the inability of authorities to contact you.

This article provides a comprehensive explanation of the necessary procedures for changing your address while a PR application is under review, covering both municipal requirements and specific immigration protocols.

1. Municipal Procedures and Residence Card Updates#

The first and most fundamental step is the legal obligation applicable to all foreign residents in Japan. Under the Immigration Control and Refugee Recognition Act and the Residential Basic Book Act, you must notify the municipal office of your new residence.

The 14-Day Rule#

You are required to submit a “Notification of Moving In” (Tennyu-todoke) to the municipal office of your new residence within 14 days of moving. When doing so, you must bring your Residence Card (Zairyu Card). The municipal staff will print the new address on the back of the card and stamp it with the official seal.

Technically, the Ministry of Justice’s systems are linked to the Basic Resident Registration Network. Therefore, when you update your address at City Hall, the Immigration Services Agency’s central database is eventually updated. However, relying solely on this automated system for a pending application carries significant risks.

2. Why Direct Notification to Immigration is Crucial#

One might assume, “I updated my address at City Hall, so the Immigration Bureau knows where I am.” While true for the general database, this does not automatically guarantee that the specific department examining your Permanent Residence application is aware of the change in real-time for mailing purposes.

The Risk of Mailing Errors#

Immigration examiners work with the physical file and data provided at the time of application. When they are ready to send a request for additional documents or the final result notification (often a postcard or envelope), they may inadvertently use the address listed on the original application form if a specific change notice has not been filed for that application.

If mail from the Immigration Bureau is returned as “undeliverable,” it halts the process. The examiner may pause the review until they can confirm your whereabouts. In the worst-case scenario, if they cannot contact you, they may assume you have left the country or abandoned the application. Therefore, submitting a separate notification directly to the inspection department is a critical risk-management step.

3. Documents to Submit to the Immigration Bureau#

To ensure the examination department has your correct contact information, you should submit a notification of address change specifically for your pending application.

Required Documents#

Generally, the following documents are recommended:

1. Notification of Change of Application Details: There is often no single mandatory form for this specific purpose, so a free-format letter is usually acceptable. However, it must clearly state:
   • Applicant’s Name and Date of Birth.
   • Application Receipt Number (the number on the receipt stamped in your passport or on the receipt sheet).
   • Old Address and New Address.
   • Date of Move.
   • A clear statement requesting that all future correspondence regarding the PR application be sent to the new address.
2. Copy of New Certificate of Residence (Juminhyo): This proves that the official registration is complete. It should ideally list all household members and omit the My Number (Individual Number) unless requested.
3. Copy of Residence Card (Front and Back): This verifies that the legal update on the card has been completed.

These documents should be mailed (via traceable mail) or submitted in person to the Regional Immigration Services Bureau where your application is currently pending.

4. Transfer of Jurisdiction (Kankatsu)#

If your move involves crossing the jurisdictional boundaries of Regional Immigration Bureaus, the situation becomes slightly more complex.

Example:

• Moving from Tokyo (Minato-ku) to Yokohama (Kanagawa Prefecture): Both are under the jurisdiction of the Tokyo Regional Immigration Services Bureau. The file stays in the same building.
• Moving from Tokyo to Osaka: You are moving from the Tokyo Bureau’s jurisdiction to the Osaka Bureau’s jurisdiction.

In the latter case, your physical application file must be transferred from Tokyo to Osaka. This administrative transfer takes time and will almost certainly extend the processing period, sometimes by several months. Even in this case, you should notify the bureau where you originally applied (Tokyo, in this example) so they can initiate the transfer of your documents to the new jurisdiction.

5. Postal Forwarding and Impact on Examination#

Japan Post Forwarding Service#

You must submit a relocation notice (Tenkyo-todoke) to Japan Post. This service forwards mail sent to your old address to your new one for one year. Since Immigration often uses registered mail (Kakitome) or postcards to announce results, ensuring these are forwarded is vital. However, be aware that some official documents marked “Do Not Forward” will be returned to the sender, reinforcing the need to update your address directly with Immigration.

Does Moving Affect the Result?#

Applicants often worry that moving might negatively impact their chances.

• Generally No: Moving for a better apartment, purchasing a home, or moving for a valid reason is normal and does not negatively affect the application.
• Potential Issues: The “Stability of Livelihood” is a key criterion for Permanent Residence.
  • If you move to a luxury apartment with rent that appears too high for your reported income, it might raise questions about your financial stability.
  • If the move is accompanied by quitting a job without a new one lined up, this is a significant negative factor.

If your move is accompanied by a job change, remember that a separate notification regarding the change of employment organization is required, and you will likely need to submit documents regarding your new employer to the PR examination department as well.

Conclusion#

Moving while waiting for a Permanent Residence application requires a proactive approach. Do not assume that the government systems will automatically sync your data for the purpose of the application review.

1. Update your residence card at City Hall.
2. Set up mail forwarding with the Post Office.
3. Submit a written notification of address change specifically for your pending application to the Immigration Bureau.

By taking these diligent steps, you ensure that the line of communication remains open, allowing the examination to proceed as smoothly as possible despite the change in your living circumstances.