Toward a future with "zero waiting time. Advantages and Tips for Using the Online Residency Application System

With the shortage of labor in Japan, foreign human resources are expected to play an active role, and the speed of procedures related to status of residence is extremely important for both the company and the individual. However, many people may have the image that the immigration counter is always crowded or that the procedures are complicated and pose a high hurdle.

The "Residency Application Online System" currently being promoted by the Immigration and Residency Management Agency is a powerful tool to solve these issues. This column reconfirms the benefits of the system and explains key points for smoother use of the system.

1. overwhelming efficiency brought about by "not going to the counter

The biggest advantage of online application is,Freedom from the constraints of "place" and "time.

• Reduced travel and waiting time:. There is no need to visit the regional immigration office, and applications can be submitted 24 hours a day (except during maintenance) from your office or home.
• Can be received by mail:. In the past, it was necessary to go back to the counter to pick up the card, but now, the service for receiving residence cards by mail and permission to engage in an activity other than that permitted under the status of residence has been expanded.

2. evolving system: My number card brings "individuals" closer together

In the past, the use of the system was mainly by affiliated organizations (companies) and intermediaries (administrative scriveners, etc.), but from 2022, the system will be used by the following organizationsApplication by the foreigner himself/herself with his/her My Number CardThe new system also makes it possible for mid- to long-term residents to renew or change their visas on their own. This creates an environment in which mid- to long-term residents can renew or change their status by themselves in a smart manner.

3. eliminate the "three stumbling blocks" to improved utilization

The following are some of the factors that may cause hesitation in using the system. Understanding these factors in advance is the key to smooth implementation.

• Be well-prepared in advance:. If you are using the system for the first time, you will need to apply to use the system at your institution and prepare the environment for reading your own My Number Card (IC card reader or compatible smartphone). It is recommended that you complete the initial setup well in advance, rather than starting just before the deadline.
• Check for updates:. The system is frequently updated. For example, since 2025 (the year of 2025), the system has been progressively improved to receive Certificates of Eligibility by e-mail and to improve the input method for certain statuses of residence (e.g., Specified Skills and Highly Specialized Worker). By regularly checking the "Notices" on the official website, you will not miss any of the more useful new features.
• Help Desk Utilization:. A dedicated help desk (by phone or e-mail) is available to assist you if you have any difficulties in operating the system. Technical concerns such as "I don't know how to use the system" can be resolved by relying on professional support.

4. digitalization accelerates symbiosis

The online processing of residence procedures is not merely a matter of streamlining administrative work. It is an important infrastructure that reduces the "psychological burden" for foreign nationals to work and maintain their lives in Japan with peace of mind.

For companies, standardizing online applications will directly lead to stronger compliance (easier deadline management) and more generous support for foreign employees. If you are still mainly applying over the counter, why not take this opportunity to switch to an "online-complete" workflow?

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Reference Information: Immigration and Residency Management Agency Online application process for residency
*Please check the official website for the latest eligibility, operation manual, and Q&A.