Risks of Failing to Promptly Report a Change of Address During a Pending Application#

It is not uncommon for foreign nationals residing in Japan to move to a new residence while an application for a change of status of residence, extension of period of stay, or permission for permanent residence is pending. However, failing to report this “change of address during application” promptly and correctly poses significant risks that can negatively impact the outcome of the examination.

Many applicants assume that once they have updated their residence registration at the municipal office (City Hall or Ward Office) and had their new address printed on the back of their Residence Card, the procedure is complete. However, from the perspective of the Immigration Services Agency’s examination practices, this is often insufficient. In the worst-case scenarios, neglecting to inform the specific examination department can lead to the denial of the application. This article objectively explains the specific risks associated with failing to report a change of address during a pending application and outlines the necessary procedures to mitigate these risks.

The Critical Risk of Missing Official Correspondence#

The most direct and potentially fatal risk is the failure to receive critical mail from the Immigration Services Agency. During the examination period, the Immigration Bureau may send the following documents to the applicant via postal mail:

1. Notification of Request for Submission of Materials (Shiryo Teishutsu Tsuchisho): Sent when the examiner requires additional explanations, proof of income, tax documents, or other supporting evidence to proceed with the review.
2. Notification of Results: A postcard indicating permission (to be exchanged for a new Residence Card) or an envelope containing a notice of denial.

The examination department at the Regional Immigration Services Bureau generally sends mail to the “address listed on the application form.” Even if the applicant has updated their residence registration at the municipal office, this information does not instantly update the specific physical file held by the examiner handling the case. The immigration database and the municipal residency ledger are linked, but the manual process of reviewing an application relies on the contact information provided at the time of submission.

Furthermore, even if the applicant utilizes the postal forwarding service (Tenkyo-todoke) provided by Japan Post, official documents from the Immigration Bureau are sometimes marked as “Do Not Forward” (Tensou Fuyo). In such cases, the mail will not be forwarded to the new address but will instead be returned directly to the Immigration Bureau.

If a “Request for Submission of Materials” is returned to the Bureau or lost, and the applicant fails to submit the required documents by the specified deadline (usually within one to two weeks), the examiner will be forced to make a decision based solely on the materials currently on file. This almost invariably leads to a denial due to insufficient proof or the application being treated as “withdrawn” because the applicant cannot be contacted.

Legal Penalties for Violation of Notification Duties#

Under Article 19-16 of the Immigration Control and Refugee Recognition Act, medium-to-long-term residents are legally obligated to notify the head of the municipality of their new place of residence within 14 days of moving.

Failure to fulfill this notification obligation without justifiable grounds can result in a fine of up to 200,000 yen. Moreover, in severe cases, such as filing a false notification, it can constitute grounds for the revocation of the status of residence. While revocation is rare for a simple delay, the fact remains that a violation of the law is recorded.

This becomes particularly problematic for applicants seeking Permanent Residence. The examination for Permanent Residence includes a strict assessment of the “Good Conduct” requirement, which entails compliance with Japanese laws. A record of failing to report a change of address or failing to carry out proper administrative procedures can be interpreted as a lack of compliance. Consequently, what might seem like a minor administrative oversight can become a decisive factor in the rejection of a Permanent Residence application.

Doubts Regarding Actual Residency and Prolonged Examination#

The Immigration Services Agency verifies the stability and reality of an applicant’s lifestyle during the review process. If it is discovered—through site visits, returned mail, or information from other government agencies—that the applicant is not living at the address stated on the application, the examiner will harbor doubts. Questions may arise, such as: “Is there a falsehood in the application?” or “Are they hiding a separation from a spouse (in the case of spouse visas)?”

Once such suspicions are raised, the examiner must conduct a thorough investigation to verify the facts. This inevitably leads to a significant prolongation of the examination period. Furthermore, if the applicant is deemed to have an unstable living situation or is suspected of not actually residing in Japan, this will negatively affect the evaluation of the continuity of their residency, leading to a higher likelihood of denial.

Correct Procedures to Follow During an Application#

To avoid the risks outlined above, applicants who move while an application is pending must ensure they complete two distinct procedures:

1. Notification at the Municipal Office: Visit the City Hall or Ward Office within 14 days of moving to register the new address and have it printed on the back of the Residence Card.
2. Notification to the Immigration Examination Department: Separately from the municipal procedure, the applicant must immediately inform the specific department at the Regional Immigration Services Bureau where the application is being processed.

Reporting to the examination department is typically done by submitting a written notice (often titled “Notification of Change of Address for Pending Application”) via mail or in person. This document should clearly state the Application Reference Number, the applicant’s full name, date of birth, old address, and new address. It is also standard practice to attach a copy of the updated Residence Card (showing the new address on the back) to prove that the municipal procedure has been completed.

Conclusion#

Failing to promptly report a change of address while an immigration application is pending is not merely a bureaucratic delay; it carries severe consequences. It can lead to the non-delivery of essential documents resulting in application denial, and create a record of non-compliance that jeopardizes future visa prospects. Applicants should never assume that “registering at City Hall is enough.” Proactively and immediately notifying the Immigration Bureau’s examination department of any changes is a fundamental responsibility for anyone wishing to secure their status of residence in Japan.