Introduction

Applying for Permanent Resident status in Japan is a significant step for many foreign nationals. However, it is not uncommon to receive a “Request for Additional Documents” (資料提出通知書) from the Immigration Bureau after submitting your application. This article explains, based on the latest official information from the Ministry of Justice and the Immigration Services Agency, how to respond appropriately if you receive such a request.

What Is a Request for Additional Documents?

After submitting your application for Permanent Residence, the Immigration Bureau may send you a “Request for Additional Documents” if the submitted information is insufficient for them to make a decision. This request typically lists the required documents or explanations, but often does not specify the reasons for the request.

These additional documents, sometimes called “optional documents,” are requested to clarify any doubts or confirm compliance with laws and internal standards.

Step-by-Step Response

1. Carefully Check the Notification
Read the notification thoroughly and confirm each requested document or explanation. If anything is unclear, promptly contact the listed office or the Immigration Bureau where you applied.

2. Strictly Observe the Deadline
The request will specify a submission deadline, often within a week1. Failing to meet this deadline may result in your application being denied.

3. Prepare and Submit the Requested Documents Accurately
Gather and submit all requested documents and explanations without omissions. Incomplete or insufficient explanations may lead to misunderstandings and denial.

4. Confirm the Submission Method
Documents can be submitted by mail, in person, or in some cases electronically. However, online submission for Permanent Residence applications is currently limited, so always check the latest official information and consult the Immigration Bureau as needed.

5. Prepare a Supplementary Explanation
In addition to the requested documents, it is recommended to include a written explanation addressing the likely intent behind the request. This helps clarify any points of concern for the examiner. Usually, you only have one chance to submit additional documents.

6. Consider Consulting a Specialist
If you are unsure how to proceed, consult a specialist such as a certified administrative procedures legal specialist (Gyoseishoshi lawyer). They can help you understand the requirements and prepare appropriate documents and explanations.

Important Points

• If you do not meet the basic requirements, you may not receive a request for additional documents and your application may be denied outright.
• You generally have only one opportunity to submit additional documents. Insufficient responses may result in denial.
• Always respond within the specified deadline. If you cannot meet the deadline, contact the Immigration Bureau in advance.

Example Case

For example, Mr. A (Chinese national, 30s, company employee) received a request for “income certificates for the past three years” and a “certificate of employment” after applying for Permanent Residence. He prepared the documents and included a supplementary explanation about his recent job change, submitting everything on time. This careful and thorough response led to a successful outcome.

Conclusion

If you receive a request for additional documents after applying for Permanent Residence, remain calm, check the notification and deadline, and prepare the required documents accurately. Consult the Immigration Bureau or a specialist if needed. Treat this as your final chance to clarify your application and work towards a successful outcome.