Introduction
The “Engineer/Specialist in Humanities/International Services” status of residence is a crucial work visa for foreign nationals working in Japan and for companies employing them. However, mistakes or deficiencies in application documents can delay the screening process or even result in denial. This article explains common mistakes and how to recover from them, based on the latest government information.
Common Examples of Errors and Deficiencies
1. Incorrect Entry of Residence Card or Passport Information
Errors frequently occur when the applicant’s name, date of birth, nationality, or residence card number is entered differently from the residence card or passport. Pay special attention to details such as spaces and commas in Romanized names.
2. Outdated Information
Submitting documents such as employment certificates or contracts that do not reflect the latest information, or lack the official company seal, is a common issue.
3. Inconsistency between Education/Work History and Job Description
If the applicant’s education or work history does not match the intended job description, this is a major reason for denial.
4. Missing Required Fields or Insufficient Attachments
Omitting required fields on the application form or failing to attach necessary certificates is another frequent mistake.
Recovery Methods When Errors or Deficiencies Are Found
1. For Online Applications
If there is an error, the system will display an error message. Check the details and correct the information to match the residence card or passport exactly.
Enter names in Roman letters exactly as on the residence card, including spaces and commas.
Confirm that the latest address is entered, including any updates on the back of the residence card.
If you cannot resolve the error, contact the Residence Application Online System Help Desk (Tel. 050-3786-3053).
2. For Paper Applications
If there is an error or deficiency, the Immigration Bureau will send a “Request for Additional Documents” or “Correction Request.” Respond promptly by checking the instructions and submitting the required corrections or additional documents.
Attach supplementary documents, such as a letter of explanation, to clarify the relevance between job duties and the applicant’s education or work history.
3. If the Application Is Denied
The denial notice will state the main reason(s) for denial. Carefully review the content and analyze which part was problematic.
Focus on improving the points indicated, such as job relevance, company structure, or document consistency.
After making corrections, you can reapply. Be sure to attach an explanatory letter addressing the previous denial reasons and any additional documents.
Example Case
For example, a foreign engineer applied to renew their “Engineer/Specialist in Humanities/International Services” visa. An error notice was received because the Romanized name on the application did not match the residence card. The applicant checked the card, corrected the spelling and comma placement, and resubmitted the application. The screening proceeded smoothly, and the visa was granted.
Tips to Prevent Document Deficiencies
Always reflect the latest information in application forms and attachments.
Copy information from the residence card or passport exactly.
Clearly explain the relevance between education/work history and job duties.
Double-check for missing attachments or omissions.
If unsure or in complex cases, consult a specialist such as a certified administrative procedures legal specialist (gyoseishoshi).
Conclusion
In applications for the “Engineer/Specialist in Humanities/International Services” status of residence, mistakes or deficiencies in documents are a major cause of delays and denials. If errors are found, promptly correct or supplement the documents, and seek expert support as needed. Accurate document preparation and careful checking are the first steps to a smooth visa acquisition.
