Procedures for Passport Renewal During a Permanent Residence Application in Japan#

The application process for Permanent Residence (PR) in Japan can often take several months, sometimes extending beyond a year. During this lengthy review period, it is not uncommon for an applicant’s passport to expire, necessitating a renewal. When your passport information changes while your PR application is pending, you must notify the Immigration Services Agency of Japan (ISA). Failing to do so can lead to delays in the screening process or complications during identity verification.

This article provides a detailed, objective guide on the necessary procedures to follow when you renew your passport while your application for Permanent Residence is under review.

Why is This Notification Procedure Necessary?#

The ISA manages applicant information by linking it to their passport number. When you initially apply for Permanent Residence, you submit a copy of your current passport, and the review process is based on that information.

If you renew your passport and do not report the change, the following issues may arise:

Identity Verification Discrepancy: Once your application is approved and you go to collect your new Residence Card, the passport you present at the counter will be different from the one on file. This mismatch can complicate and delay the identity verification process.
Screening Delays: If the ISA cannot match your application data with your latest passport information, they may need to spend additional time on verification, which can cause significant delays in the overall review of your case.
Impact on an Applicant’s Impression: While there is no explicit legal penalty for not reporting a passport change for a PR application, proactively providing updated information on significant personal details demonstrates sincerity and diligence. Allowing information to become outdated is generally not viewed favorably during a comprehensive review process.

For these reasons, it is strongly recommended that you promptly inform the ISA as soon as you have renewed your passport.

A Step-by-Step Guide to the Notification Process#

There is no official, standardized form for reporting a passport renewal. However, the standard and accepted practice is to prepare the following documents and submit them to the regional immigration bureau where you filed your application.

Required Documents#

Cover Letter (資料提出通知書 - Shiryō Teishutsu Tsūchisho) This document clarifies which pending application the additional materials relate to. As there is no official format, you will need to create one yourself. It should include the following information for clarity:
- Addressee (e.g., To the Director-General of the Tokyo Regional Immigration Services Bureau)
- Date of submission
- Application Number (受付番号 - Uketsuke Bangō), found on the receipt you received when you filed your application.
- Nationality/Region
- Full Name
- Date of Birth
- A brief statement explaining the purpose of the submission (e.g., “I am submitting copies of my new and old passports, as my passport was renewed during my application for Permanent Residence.”).
Copy of Your New Passport Prepare a clear copy of the main identification page, which includes your photograph and personal details.
Copy of Your Old Passport A copy of the identification page of your old passport is also required. Additionally, most countries will mark an old passport as invalid by stamping it with “VOID” or “CANCELLED,” or by punching holes in it. Submitting a copy of the page showing this cancellation mark proves that the passport was officially and legitimately renewed.

Where and How to Submit#

The documents must be submitted to the same Regional Immigration Services Bureau where you originally filed your PR application.

In-Person Submission: You can take the documents directly to the relevant department, such as the Permanent Residence Examination Department, at the immigration bureau. Bringing your original application receipt (the small paper with your application number) will help the staff locate your file quickly and ensure a smoother process.
Submission by Mail: If visiting the bureau is inconvenient, you can mail the documents. It is highly advisable to use a trackable mail service, such as Registered Mail (簡易書留 - Kani Kakitome) or a Letter Pack. On the front of the envelope, write “永住申請関係書類在中” (Eijū Shinsei Kankei Shorui Zaichū - “Documents Related to Permanent Residence Application Enclosed”) or “追加資料在中” (Tsuika Shiryō Zaichū - “Additional Documents Enclosed”) in red ink. Including your application number on the envelope is also a helpful courtesy.

What About Other Changes in Information?#

During the PR application process, other personal information besides your passport may change, such as your address, employer, or marital status (marriage, divorce, birth of a child).

Unlike a passport renewal, some of these changes may require a mandatory notification under the Immigration Control and Refugee Recognition Act. For instance, individuals on a work visa who change jobs must file a “Notification concerning the contracting organization.” Similarly, those with a “Spouse or Child of Japanese National” visa who get divorced must file a “Notification concerning the spouse.”

These notifications are legal obligations that must typically be completed within 14 days of the change. They are crucial as they can directly impact the assessment of your PR application. If your circumstances change, be sure to confirm what notifications are required and file them without delay.

Conclusion#

Renewing your passport while your application for Permanent Residence is pending is a common occurrence. To ensure your application proceeds without unnecessary delays, it is vital to notify the Immigration Services Agency as soon as you receive your new passport. The procedure itself is not complicated, but providing accurate and complete information is key. By preparing a clear cover letter with your application number and copies of your new and old passports, and submitting them through the proper channels, you can continue to wait for your application result with peace of mind.