Visa Renewal Services for Foreign Employees /Japan Immigration Support for HR

Japan Immigration Support for HR > Corporate Services > Visa Renewal Application

1. When a Visa Renewal is Required

A visa renewal (period of stay extension) is required when a foreign national intends to remain in Japan beyond the current expiration date of their residence status while continuing the same activities permitted under that status.

All residence statuses granted upon entry into Japan—except for “Permanent Resident”—have an expiration date. Most are initially granted for one or three years. Foreign nationals wishing to remain in Japan beyond this period must apply for a renewal at the nearest Regional Immigration Bureau, branch, or office before the expiry date. Failure to do so results in “overstay” status, which may lead to deportation.

2. Two Types of Visa Renewal

There are two primary types of renewals. The first is a straightforward extension, where both the residence status and application details remain unchanged—for example, a foreign employee holding an “Engineer/Specialist in Humanities/International Services” visa who continues in the same role with the same employer. These cases are generally processed smoothly.

The second involves the same residence status but with changes in the application details. For instance, if a foreign national under “Engineer/Specialist in Humanities/International Services” status has changed employers since their last renewal. Although the visa category remains the same, the change of employer means the application process and documentation requirements are similar to those of a new application. These cases often require additional documentation and undergo stricter review, making early preparation essential.

3. Key Challenges Companies Face in the Renewal Process

1. Complex and High-Risk Expiry Date Management

Many companies manually track foreign employees’ visa expiry dates within HR departments, relying on staff or the employees themselves. Missing renewal deadlines can result in status expiration, unauthorized stay or work violations, and potential employer liability.

📌 For companies employing multiple foreign nationals, inadequate tracking systems significantly increase the risk of oversight.

2. Time-Consuming Preparation of Explanations and Documentation

Renewals require confirmation that the employee’s current role aligns with their residence status. If the employer’s business activities or the employee’s job duties have changed, updated explanation letters and job descriptions must be submitted.

📌 Drafting these documents requires legal and immigration expertise. Incomplete or inaccurate submissions can lead to additional requests or outright denial.

3. Difficulty Coordinating with the Employee

Applications require numerous personal documents from the employee, such as a passport, residence card, tax certificates, and proof of address. Some employees may struggle to prepare these promptly, requiring HR to follow up and provide support, often with translation assistance.

📌 Communication challenges are common when the employee’s Japanese proficiency is limited, leading to delays.

4. Risk of Renewal Denial

Many employers assume “it’s just a renewal,” but immigration authorities scrutinize renewal applications as thoroughly as new applications. Discrepancies in job duties, weak company financials, or compliance issues can result in denial.

📌 Common risk factors include company net losses, significant job changes, and insufficient work hours.

5. Sudden Transfers or Duty Changes Conflicting with Renewal Requirements

Department transfers or role expansions may cause an employee’s activities to fall outside those permitted under their residence status. If such discrepancies are discovered during renewal, the case may be treated as unauthorized activity.

📌 Even if changes are initiated by the company rather than the employee, internal HR or organizational adjustments can create compliance issues.

6. Timing and Scheduling Challenges

Renewal applications can be filed up to three months before expiry. However, peak workload periods or hiring seasons may cause HR to delay the process. In addition, unpredictable processing times and the requirement to submit the original passport can interfere with business trips or personal travel.

📌 Poor timing can result in visa expiration before approval or prevent essential travel.

For employers, visa renewal is not simply an administrative extension—it requires careful information management, compliance checks, document preparation, and coordination with employees. Errors can lead to denial, operational risks, and disruption to the employee’s life in Japan.

Professional support in application preparation and management significantly reduces these risks and improves efficiency.

4. How Outsourcing the Renewal Process Addresses These Issues

1. Centralized Expiry Tracking with Automated Reminders

Manual or spreadsheet-based tracking creates a high risk of missed renewals and human error. Outsourcing ensures that all expiry dates and application windows are centrally managed, with automated reminders to prevent lapses.

2. Expert Preparation of Explanation Letters and Job Descriptions

Renewals require clear, consistent explanations of the employee’s current duties and work arrangements. Immigration experts prepare persuasive documentation tailored to the company’s circumstances, significantly reducing the risk of denial.

3. Multilingual Support for Employees

Since many required documents must be submitted by the employee, language barriers often cause delays. Outsourced services provide multilingual support to ensure all documents are accurate, complete, and submitted on time.

4. Pre-Application Risk Assessment and Advisory

We conduct a compliance and risk assessment before submission, recommending improvements to job descriptions, salary structures, or social insurance coverage where necessary. This proactive approach strengthens the application and minimizes rejection risk.

5. Representation with Immigration Authorities and Reapplication Support

If immigration authorities request additional documents or an interview, our specialists manage the process on your behalf. In the event of a denial, we provide strategic reapplication support until approval is secured.

1. Hiring a Foreign National with an Existing Work Visa and Handling the First Renewal

When hiring a foreign national who already holds a work visa from a previous employer, the renewal application will be reviewed with the same level of scrutiny as a new application. If the job duties remain unchanged, approval is typically straightforward. However, if the nature of the role changes significantly—even within the same technical field—the application may be refused. For mid-career hires with an existing visa, we strongly recommend obtaining a Certificate of Authorized Employment in advance to ensure a smooth renewal process.

2. Traveling Overseas on Business During a Renewal Application

While it is generally advisable to remain in Japan during the renewal process in case immigration authorities request additional documents, urgent overseas business travel may sometimes be unavoidable. In such cases, confirm that both the residence status and re-entry permit remain valid before departure. Overseas travel is permitted under these conditions, but avoid returning to Japan just before the visa expiry date, as this can create re-entry complications.

1. Step-by-Step Renewal Process

2. Processing Times (as of June 2025)

Engineer / Specialist in Humanities / International Services	Renewal	39.9days
Highly Skilled Professional (i)(b)	Renewal	45.6 days
Specified Skilled Worker (i)	Renewal	43.5 days
Specified Skilled Worker (ii)	Renewal	36.0 days

Source: Immigration Examination Processing Times – June 2025

• Established in 1986, with an industry-leading record of over 40,000 visa applications
• Trusted by more than 1,000 corporate clients
• No travel expenses – nationwide service at a flat rate
• Services available in English and Chinese
• ISO 27001 certified – ensuring strict compliance

40,000 Visa Applications Since 1986 – One of Japan’s Most Experienced Providers

ACROSEED has specialized in immigration services since 1990, when legal reforms allowed administrative scriveners to handle immigration procedures. As of March 2025, we have processed over 40,000 visa applications.

We currently handle 3,000–4,000 visa cases annually, with immigration visits twice a week to stay current on screening trends and regulation changes.

By choosing ACROSEED, you benefit from the most up-to-date insights and extensive hands-on experience in the industry.

Our Track Record

ACROSEED’s track record in corporate services, publications, media coverage, and seminars

Trusted by Over 1,000 Corporate Clients

ACROSEED’s dedicated corporate team handles all visa-related and licensing procedures associated with foreign employee hiring.

We offer two distinct service types:

We customize our support based on your company’s structure, challenges, and employment needs, referencing real-world examples.

Our services are trusted by a wide range of clients, from publicly listed corporations to small and mid-sized businesses.

Case Studies

We present case studies of companies that actively promote the employment of foreign nationals by utilizing ACROSEED’s services.

Nationwide Flat-Rate Service with No Travel Costs

Our office is based in Nagatacho, Chiyoda-ku, Tokyo, but we serve immigration offices across Japan with no additional travel costs.

We also offer online consultations via Zoom or Skype, allowing face-to-face communication from any location.

English and Chinese Language Support

Our bilingual staff can communicate directly with foreign employees in English or Chinese.

We assist with application explanations, status tracking, and employee coordination — reducing the burden on HR teams and improving the applicant experience.

ISO 27001 Certified for Information Security Compliance

ISO 27001 is the international standard for information security management (ISMS).

ACROSEED was an early adopter of this certification in our field, demonstrating our commitment to secure and compliant client service.

This gives even highly regulated, publicly listed companies the confidence to trust us as their immigration partner.

・Service fees vary depending on the type of service, scope, and application details. We are happy to provide detailed information and quotations free of charge—please feel free to contact us.

*ACROSEED’s services are available nationwide.

Application for Extension of Period of Stay (No Change from Previous)	Around 80,000 yen
Application for Extension of Period of Stay (With Changes) (Engineer/Specialist in Humanities/International Services, Researcher, Skilled Labor, Intra-company Transferee, Professor)	Around 100,000 yen
Application for Extension of Period of Stay (With Changes) (Business Manager, Highly Skilled Professional, Nursing Care, Designated Activities, Entertainer, etc.)	Around 120,000 yen

If you are considering continuous outsourcing, please also refer to the following page:

Outsourcing Visa Applications and Status of Residence Management

From recruitment to resignation, ACROSEED provides strong support for HR professionals by leveraging our extensive expertise in managing employment matters involving foreign nationals. We offer customized services tailored to resolve your company’s specific challenges.

ACROSEED’s Track Record
Why ACROSEED is Trusted by Many Corporations
View Service Implementation Case Studies
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