We Handle Change of Status of Residence Applications for Your Foreign Employees | Zero Administrative Burden for Your Company

1. When a Change of Status of Residence is Required

A Change of Status of Residence application is required when a foreign national in Japan discontinues their current activities or, upon completing the purpose of their stay, intends to engage in activities under a different visa category.

2. Timing of the Application

If the activities permitted under the current visa change, the application should, unless there are special circumstances, be submitted immediately.

For example, if an employee holding a three-year “Engineer/Specialist in Humanities/International Services” visa resigns after only four months, they must apply for a status change promptly, even though two years and eight months remain valid.

A delayed application may result in the individual being considered as engaging in unauthorized activities, which can lead to refusal of future applications or even cancellation of their current visa.

International students typically change from “Student” to “Engineer/Specialist in Humanities/International Services” upon graduation. For April hires, applications may be submitted from December 1, earlier than the standard three-month period, to alleviate processing congestion at immigration offices.

However, approval requires submission of an original graduation certificate. Since many universities issue certificates only in late March, even early December submissions cannot be finalized until then.

If approval is not granted before April 1, the individual cannot begin employment, forcing employers to delay onboarding or arrange special measures. To avoid this, employers are advised to ensure applications are completed within December if possible.

3. Changing from “Temporary Visitor”

As a rule, changing from “Temporary Visitor” to another status is not permitted. An exception applies when a Certificate of Eligibility (COE) is issued while the person is in Japan under a 90-day Temporary Visitor visa. In such cases, a work-eligible status may be granted without leaving Japan.

However, this does not apply to 15- or 30-day Temporary Visitor visas, or cases where entry occurs after obtaining a COE. Employers should not assume such applications will be accepted. If rejected, the individual must leave Japan before expiry to avoid overstaying and deportation risk.

If accepted, the applicant may remain in Japan until a decision is made. Upon approval, they may start employment under the new status.

4. Requirements for Change of Status of Residence

As with applications for extending a period of stay, submitting a Change of Status of Residence application does not guarantee approval.

According to Article 20, Paragraph 3 of the Immigration Control Act, “The Minister of Justice may grant permission to change the status of residence only when there are reasonable grounds to deem it appropriate.” If requirements are not satisfied, the application may be denied.

The Immigration Services Agency has published guidelines for changes of status and extensions of stay:

1. Intended activities must correspond to a recognized status of residence

The activities the applicant intends to engage in must align with those defined in the Immigration Act (Table 1 or Table 2 of the law).

2. Compliance with landing permission criteria

Applicants must satisfy the criteria set by ministerial ordinance, which also apply when changing or extending status. For “Designated Activities” or “Long-Term Resident,” the requirements specified in the relevant public notices must continue to be met.

3. Engagement in activities under current status

The applicant must have been engaged in activities permitted under their current status. For example, a technical intern who absconded or a student who remained after withdrawal will be negatively evaluated unless justifiable grounds exist.

4. Good conduct

Applicants must demonstrate good conduct. Criminal acts or serious violations of immigration regulations, such as arranging unauthorized employment, will result in denial.

5. Financial stability and ability to support oneself

The applicant must have sufficient assets or skills to maintain an independent livelihood. Assessment may be on a household basis. Humanitarian grounds are considered even if the applicant is receiving public assistance.

6. Appropriate employment conditions

If employed in Japan, the job must comply with labor standards. Violations by employers are considered but are not automatically attributed to the foreign national.

7. Fulfillment of tax obligations

Applicants must have fulfilled their tax obligations. Significant or prolonged non-payment, even without criminal penalties, may be treated as serious misconduct.

8. Compliance with notification requirements

Medium- to long-term residents must comply with obligations under the Immigration Act, such as reporting changes of employer, renewing residence cards, or submitting notifications.

5. Common Challenges and Risks for Employers

1. Status cannot be determined from the residence card alone

Although the card indicates work restrictions, it does not specify permissible duties. Immigration authorities assess whether duties match the visa category. Employers relying solely on the card risk unintentional unauthorized employment.

2. Application errors or missing documentation

Applications require detailed evidence linking the employee’s academic/professional background to the role. Insufficient job descriptions or unclear company profiles can result in denial. SMEs are particularly prone to errors.

3. Poor tracking of expiry dates

Failure to track renewal or change deadlines can result in overstaying. Even timely submissions may be delayed if documents are incomplete, leading to lapses before approval.

4. Inadequate internal procedures

Companies without established processes often rely on individual staff members. If those staff leave or are transferred, knowledge gaps may disrupt visa management.

6. Five Benefits of Outsourcing Change of Status Applications

1. Accuracy ensured by immigration experts

Specialists such as gyoseishoshi are experienced in aligning job descriptions with immigration criteria and preparing applications that reflect current examination trends. This minimizes risk of rejection and ensures compliance.

2. Reduced HR workload and costs

Visa applications involve guidance, translations, corrections, and submission, requiring significant staff time. Outsourcing allows HR teams to focus on core responsibilities like recruitment and training.

3. Automated reminders for renewals

Expired visas pose serious risks. Providers track expiration dates, issue reminders, and guide document preparation, enabling centralized management of multiple employees.

4. Multilingual support for employees

Communication with foreign employees can be delayed by language or cultural barriers. Outsourcing offers multilingual support, ensuring smooth document handling and onboarding.

5. Flexible response to changes and risks

Immigration rules and examination standards can change suddenly. Resignations, role changes, or unexpected issues during processing are handled promptly by outsourcing partners, reducing risks for both employer and employee.

2. Common Examples of Change of Status Applications

3. Process and Examination Period for Change of Status Applications

• Established in 1986 with over 40,000 visa applications handled – one of the highest in the industry
• Trusted by over 1,000 corporate clients
• Nationwide service with no travel expenses – flat rate pricing
• Support in English and Chinese
• ISO 27001 certified – strict compliance and information security

Established in 1986, with Over 40,000 Visa Applications

ACROSEED Immigration Law Office was founded in 1986 and has specialized in immigration procedures since 1990, when the Immigration Control Act was amended to allow gyoseishoshi to handle such cases. As of March 2025, we have processed over 40,000 applications.

We currently handle 3,000–4,000 visa applications annually, submitting cases to the Immigration Services Agency twice a week to stay fully informed on examination trends and legal updates.

By choosing ACROSEED, you gain access to the industry’s most extensive practical experience and the latest insights into immigration examination practices.

ACROSEED’s Track Record

Corporate client portfolio, publications, media appearances, and seminar history

Trusted by Over 1,000 Corporate Clients

Corporate cases are handled by our dedicated corporate services division, specializing in work visa applications and related licensing procedures for companies employing foreign nationals.

We offer two types of services: “HR Support Services” for corporate HR managers and “Employee Benefit Services” for foreign employees.

Corporate needs vary depending on the situation of foreign employment. We consult with HR managers to understand their specific challenges and provide tailored solutions, drawing on examples from other companies.

Consultations and quotations are free of charge.

Our services are used by clients ranging from publicly listed corporations to small and medium-sized enterprises. We apply our extensive industry- and job-specific expertise to ensure optimal applications.

Case Studies

Examples of companies actively hiring foreign talent with ACROSEED’s support

Nationwide Service with No Travel Expenses

Our office is located in Nagatacho, Chiyoda-ku, Tokyo, but we handle immigration cases nationwide at a flat rate, without charging travel expenses.

For clients located outside the Tokyo area, we offer online consultations via Skype, Zoom, or other platforms, allowing face-to-face discussions and service provision equivalent to in-person meetings.

English and Chinese Language Support

Our bilingual staff can directly communicate with foreign employees, handling all application-related communications on behalf of HR managers.

Many HR managers find that handling inquiries from foreign employees regarding procedures adds to their workload. By outsourcing this to ACROSEED, you can significantly reduce that burden.

ISO 27001 Certified – Ensuring Compliance

ISO 27001 is an international standard for Information Security Management Systems (ISMS), ensuring appropriate control of risks related to an organization’s information assets.

As one of the first in the industry to obtain ISO 27001 certification, ACROSEED is committed to preventing data breaches and maintaining the trust required by major corporations.

Service fees vary depending on the type, volume, and content of the application. Details and quotations are available free of charge.

* Nationwide coverage without additional travel costs

For ongoing outsourcing services, please also refer to the following page:

Outsourcing Visa Applications & Status Management

From hiring to retirement, ACROSEED provides comprehensive HR support for companies employing foreign nationals, customizing services to address your specific challenges.