Introduction

Applying for Permanent Resident status in Japan is a crucial step for many foreign nationals seeking a stable foundation and greater freedom in their future plans. However, if required documents are missing at the time of application, the review process may stall, and in the worst case, the application could be rejected. This article explains, based on official information from the Immigration Services Agency and other public sources, how to prepare additional documents to avoid rejection when required documents for a Permanent Resident application are insufficient.

Basic Required Documents for Permanent Residence Application

The required documents for a Permanent Resident application vary depending on the applicant’s status of residence, family relationships, and occupation. Main documents include a certificate of employment, certificate of residence, tax certificates, letter of guarantee, and family register, among others. Details can be confirmed on the official website of the Immigration Services Agency.

What to Do When Documents Are Insufficient

Cases Where Additional Documents Are Requested

If documents are insufficient at the time of application, the Immigration Services Agency may request additional documents. In such cases, the review process will not proceed until all documents are submitted, and delays may increase the risk of rejection.

How to Prepare Additional Documents

• Identify and Quickly Obtain Missing Documents
  First, clarify which documents are missing and obtain them promptly. For example, a certificate of employment or tax certificate must be issued by your employer or the municipal office.
• Prepare a Written Explanation
  If documents cannot be prepared due to unavoidable circumstances, prepare and submit a written explanation (free format) detailing the reasons. For example, “The certificate from my home country is delayed due to the COVID-19 pandemic” or “It is taking time to obtain the divorce certificate,” etc.
• Submit Alternative Documents
  If official documents are difficult to obtain, submit alternative materials (e.g., copies of bankbooks or pay slips) along with an explanation to supplement your situation and demonstrate your sincerity to the examiner.
• Attach Translations
  If submitting documents in a foreign language, be sure to attach a Japanese translation, including the translator’s name, address, and date of translation. Partial translations are not accepted.
• Mask Personal Information
  When submitting documents containing personal information (such as health insurance numbers), be sure to black out the relevant parts.

Points to Note When Submitting Additional Documents

• Strictly Observe Submission Deadlines
  Additional documents are often subject to deadlines, so be sure to submit them on time. Delays may result in the suspension of the review process and eventual rejection.
• Prepare Documents Accurately and Truthfully
  False statements or incomplete documents will undermine credibility and may result in rejection. Accurately state the facts and attach the necessary supporting documents.
• Consult with the Relevant Office
  If you have difficulty preparing documents or have questions, consult with the Immigration Services Agency or Legal Affairs Bureau as soon as possible.

Example Case

For example, Ms. A, a Korean national in her 30s working at an IT company, could not submit her birth certificate from her home country in time for her Permanent Resident application. She submitted a written explanation detailing the delay, along with alternative documents such as her Japanese certificate of residence and a copy of her passport. Once the official birth certificate arrived, she submitted it as an additional document, and her application proceeded smoothly.

Conclusion

When required documents for a Permanent Resident application are insufficient, prompt preparation of additional documents and sincere communication are key to avoiding rejection.
Once you identify missing documents, obtain and submit them promptly. If unavoidable, attach a written explanation and alternative materials.
Always check official information and consult with experts or relevant offices if you have questions.
By preparing accurate documents and responding appropriately, you can pave the way to obtaining Permanent Resident status in Japan.