Validity of Documents Expiring During Immigration Review and Necessity of Resubmission#
In the process of applying to the Immigration Services Agency of Japan, it is not uncommon for the examination period to become prolonged. When a review expected to take a few weeks extends into several months, many applicants feel anxious about the “expiration date” or “validity period” of the official documents (such as certificates of residence, family registers, or tax certificates) submitted at the time of application.
The following is an objective explanation based on regulations and administrative practices regarding how to handle cases where more than three months have elapsed since the issuance date of submitted materials during the review process, or when the validity of the documents themselves appears to have expired.
The “3-Month Rule” for Document Submission#
To understand the procedure, one must first grasp the fundamental rule regarding document validity in Japanese immigration procedures. Generally, certificates issued by public offices in Japan (such as a copy of the Resident Record Juminhyo, Certificate of Registered Matters of a corporation, Family Register Koseki Tohon, Tax Certificate, etc.) submitted for applications like the Certificate of Eligibility (COE) or Change of Status of Residence must be issued within three months prior to the date of application.
This rule ensures that the Immigration Services Agency can assess the applicant’s eligibility based on fresh, accurate information. However, it is crucial to understand that this “3-month rule” applies to the requirements at the time of acceptance (submission) of the application.
Status of Documents When 3 Months Pass During Review#
The conclusion is straightforward: If the documents were valid (issued within 3 months) at the time of application submission, there is generally no need to automatically resubmit them, even if they become “older” than 3 months during the examination process.
The immigration examination is initiated based on the documents accepted at the time of filing. The examiner verifies whether the appropriate documents were present when the application was made. Therefore, the mere passage of time during the bureaucratic review process does not invalidate the evidentiary value of these documents. Consequently, applicants do not need to voluntarily obtain new certificates of residence or family registers and send them to the Immigration Bureau simply because time has passed.
Exceptions: Cases Requiring Additional Submission#
While resubmission is generally not required, there are exceptional cases where the submission of updated documents is requested. This occurs when the examiner determines that “verification of the current, up-to-date situation is necessary” for the final decision.
1. When Significant Changes in Circumstances are Suspected#
If the examination takes an unusually long time (e.g., more than six months), the applicant’s living situation or the financial stability of the sponsoring organization may have changed. In such cases, the Immigration Bureau may request the most recent documents to confirm that the requirements are still being met.
2. When the Fiscal Year Changes (Tax/Income Certificates)#
This is common in reviews that span across June, when new municipal tax certificates are typically issued in Japan. Even if the applicant submitted the latest available tax certificate (e.g., for Fiscal Year X) at the time of application, a prolonged review might extend into the period when the certificate for Fiscal Year X+1 becomes available. To confirm the applicant’s continued financial stability, the examiner may request the submission of the newly issued tax certificate.
3. Expiration of Scheduled Start Dates or Contracts#
In applications for work visas, if the “scheduled date of employment” stated in the employment contract has passed during the review, the factual basis of the application becomes inconsistent. In such cases, the applicant is typically required to submit a “Notification of Change in Scheduled Employment Date” or a newly executed employment contract reflecting a realistic start date.
Distinction from Passport and Residence Card Validity#
It is vital to distinguish between the “validity of submitted certificates” and the “validity of the applicant’s identification documents (Passport and Residence Card).”
While it is acceptable for a submitted Resident Record to become dated during the review, it is never acceptable for a Passport or Residence Card to expire without action, even during the review process.
- Residence Card: If an applicant is applying for an Extension of Period of Stay or a Change of Status of Residence, and their current residence card expires during the review, a “Special Exception Period” (Tokurei Kikan) applies. This automatically extends the legal stay for up to two months from the expiration date or until the results are received, whichever comes first. However, the applicant must remain aware of this deadline.
- Passport: If a passport expires during the review, the applicant must renew it at their embassy and should present the new passport information to the Immigration Bureau.
Procedure Upon Receiving a Request#
If the Immigration Services Agency requires updated documents due to the expiration of information validity or to clarify the current situation, they will issue a “Notice of Request for Submission of Materials” (Shiryo Teishutsu Tsuchisho).
This official notice specifies exactly which documents are needed and sets a deadline for submission.
- Action Required: If you receive this notice, obtain the specified documents immediately and submit them by the deadline.
- No Action Required: If you have not received this notice, do not send updated documents based on your own judgment. Sending unsolicited documents can confuse the file management and potentially delay the process further.
Conclusion#
Even if more than three months have passed since the issuance of your submitted documents (such as Resident Records or public certificates) during the examination period, there is no obligation to resubmit them as long as they were valid at the time of application. The standard procedure is to wait for the examination results unless you receive a specific instruction (Notice of Request for Submission of Materials) from the examiner. However, please ensure that you continue to monitor the validity of your actual ID documents (Passport and Residence Card) responsibly throughout the waiting period.