Response to Notice for Additional Documents: Addressing “Unidentified Remittances” in Bankbook Copies#

In the process of applying for a change or extension of visa status (Status of Residence), or when applying for Permanent Residence in Japan, applicants may receive a “Notice for Submission of Materials” (Notice for Additional Documents) from the Immigration Services Agency (ISA). One of the most sensitive and critical inquiries involves discrepancies or unclear transactions found in the submitted copies of bankbooks.

Common inquiries include: “Please explain the source of the XX yen deposit on Month/Day.” “Please provide details regarding the numerous transfers from individual names found in your bankbook.”

Receiving such a notice can be alarming. This article explains the intention behind the immigration inspector’s scrutiny and provides guidance on how to respond appropriately and sincerely.

Why Immigration Scrutinizes Bank Account Details#

To respond effectively, one must first understand why the ISA examines bank transactions so closely. The scrutiny is generally based on three main risk factors.

1. Verification of Illegal Work (Overwork)#

For International Students and those on “Dependent” visas, part-time work is strictly limited to 28 hours per week. If salaries are paid via bank transfer, the deposit records allow inspectors to estimate the hours worked. If an applicant receives salaries from multiple companies, or if the total amount clearly exceeds what can be earned in 28 hours (e.g., earning 200,000 yen per month on minimum wage is impossible within legal limits), the ISA will suspect illegal employment (violation of activities other than those permitted).

2. Suspicion of “Miserugane” (Show Money)#

“Miserugane” refers to the deceptive practice where an applicant borrows a large sum of money from an acquaintance just before the application to temporarily inflate their bank balance, making their financial stability appear better than it is. If a large, unexplained lump sum appears shortly before the application and is withdrawn shortly after the review period, it is flagged as a potential attempt to deceive the immigration authorities regarding the applicant’s financial capacity.

3. Money Laundering and Undeclared Income#

For “Business Manager” or standard working visas, consistency between the business’s actual state, personal income, and tax certificates is crucial. If there are deposits in the account that do not match the declared income on tax documents, the ISA may suspect tax evasion, money laundering, or involvement in unauthorized business activities.

Examples of Transactions Likely to be Flagged#

Inspectors typically demand explanations for transactions that lack clarity, such as:

Ambiguous Sender Names: Transfers from individuals (e.g., a company president’s personal name) rather than a corporate entity.
Large Cash Deposits (ATM): Deposits of several hundred thousand or millions of yen where the source of funds is not immediately apparent.
Frequent Irregular Deposits: Constant transfers from friends or acquaintances, or proceeds from online auctions, which can look like unreported business income.
Overseas Remittances: Funds arriving from abroad where the purpose (living expenses vs. business transaction) is unclear.

Step-by-Step Response Strategy#

If you receive a notice, ignoring it or fabricating an explanation is the worst possible course of action. You must prepare a logical explanation package following these steps:

Step 1: Fact-Checking and Memory Retrieval#

First, accurately identify the dates and amounts flagged in the notice. Do not rely solely on memory. Dig through emails, messaging app histories (LINE, WhatsApp, WeChat), contracts, and receipts to verify who sent the money and why.

Step 2: Drafting the Statement of Explanation (Riyusho)#

Verbal explanations are not accepted. You must create a written “Statement of Explanation” (Riyusho). This document should clearly detail:

Identification of Transaction: Date, amount, and counterparty.
Nature of Transaction: Salary, repayment of a debt, financial support from parents, sale of personal items, etc.
Background: The context of why this transaction occurred.

Step 3: Attaching Objective Documentary Evidence#

A written explanation alone is often insufficient; it must be backed by evidence.

For support from parents: Remittance slips, history of communication with parents regarding the support.
For repayment of loans to friends: IOUs (borrowing agreements), records of the original withdrawal when you lent the money, and chat logs confirming the repayment details.
For sale of personal items (e.g., Mercari/Online): Screenshots of the completed transaction and sales records.

Case Studies: Responding to Common Scenarios#

Case A: Frequent Transfers from Friends#

It is common for friends to split bills or lend/borrow cash, resulting in bank transfers. However, the ISA may suspect this is disguised payment for illicit work (underground jobs). Solution: To prove these are personal loans/repayments, it is effective to submit a signed statement from the friend confirming, “I repaid the money I borrowed from the applicant,” along with chat history contexts.

Case B: Cash Hand-Carried by Parents and Deposited via ATM#

If parents visit Japan and hand over cash for living expenses, which the applicant then deposits into an ATM, the bankbook only shows “Cash Deposit.” Solution: You must prove the money came from the parents. Submit copies of the parents’ passports (showing entry stamps corresponding to the date), receipts for foreign currency exchange, or withdrawal records from the parents’ home country bank accounts to establish the money trail.

Case C: When the Unidentified Income is Indeed from Illegal Overwork#

This is the most critical scenario. If the flagged deposits are salaries from working beyond the 28-hour limit, it is difficult to hide. The ISA likely already has access to tax records or reports from employers. Solution: Lying here constitutes “false application,” which leads to denial and a potential ban on entering Japan for several years. The only viable option is to honestly admit the violation, submit a letter of apology (Reflective Statement), and prove that the illegal state has been rectified (e.g., having quit the extra job). However, be aware that depending on the severity of the violation, the renewal or change of status may still be denied.

Conclusion#

When addressing inquiries regarding unidentified remittances in bankbooks, the keywords are Transparency and Consistency. The burden of proof lies with the applicant to demonstrate that the funds are not from illicit sources. Even if you do not keep a strict household ledger, tracing back through communication logs and gathering every possible piece of objective evidence is essential. A sincere, truthful, and logical response is the only path to potentially securing your visa permission.