What Is a Residence Card? A Comprehensive Guide to the System, Validity Renewal, Address Changes, and Procedures for Loss

A Residence Card contains essential information that employers must verify when hiring a foreign national, such as whether the individual holds a work-permitted residence status, what types of jobs they are authorized to engage in, and how much time remains on their permitted stay in Japan.

This article provides a detailed explanation of the Residence Card system and the related administrative procedures required for all mid- to long-term residents in Japan (excluding diplomats, officials, and certain designated activities).

What Is a Residence Card?

A Residence Card is an official identification document issued to foreign nationals residing in Japan. It contains important personal and legal information such as the individual’s residence status, period of stay, full name, date of birth, and residential address. Additionally, the card serves as a certificate of permission, verifying the approvals granted through immigration inspections and various residence status applications.

To put it simply, a Residence Card is similar to a driver’s license. Just as carrying a driver’s license is required when operating a vehicle on public roads in Japan, mid- to long-term residents are legally obligated to carry their Residence Card at all times.

Foreign nationals staying in Japan for a short-term visit are not issued a Residence Card and must instead carry their passport at all times.

Details Listed on the Residence Card

The Residence Card has both a front and a back side, each containing specific essential information as outlined below.

Information Listed on the Front Side

Full name, date of birth, gender, nationality/region

Residential address (the primary residence within Japan)

Residence status, period of stay, and expiration date of the stay

Type of permission granted and the date of approval

Residence Card number, date of issuance, and expiration date of the card

Whether there are any work restrictions

Photograph (required only for individuals aged 16 and older)

Information Listed on the Back Side

New residential address and the date of notification, if there has been a change of address

Details of permission, if the individual has been granted authorization for activities outside their designated status

Statement indicating that a residence status application is currently under review, if applicable

If You Hold Multiple Nationalities

If a person holds more than one nationality, only one country or region will be listed in the “Nationality/Region” section of the Residence Card.

When a foreign national newly enters Japan and becomes a mid- to long-term resident, the country or region that issued the passport bearing the immigration landing permission will be recorded. If the individual is already residing in Japan as a mid- to long-term resident and receives a new Residence Card, the country or region listed on the previous card will be carried over to the new one.

In cases where a person staying in Japan on a short-term visa later changes to a mid- to long-term status of residence, the country that issued the passport submitted during the status change application will be listed on the Residence Card. Similarly, for individuals who become mid- to long-term residents through refugee recognition or as persons granted complementary protection, the country name listed on the refugee recognition certificate or the certificate of complementary protection will be recorded on the Residence Card.

Requesting the Use of Kanji Characters in the Name Field

By default, names on a Residence Card are written in Roman letters. However, it is possible to request the use of kanji characters by submitting a Kanji Name Representation Request during procedures such as applying for a residence status or reissuing a Residence Card. To be eligible, applicants must provide documentation proving that kanji characters are officially used for their name in their home country. Therefore, not everyone is allowed to use kanji on their Residence Card.

There is no fee for this request if it is submitted together with an application for residence status or a notification of changes to information other than the residential address. However, if the kanji name representation request is made on its own, it will be treated as a voluntary reissuance request for the Residence Card, and a fee of ¥1,600 will apply.

Only standard kanji characters officially designated by the Ministry of Justice can be used on the Residence Card. Simplified or non-standard characters not recognized as official may need to be replaced with their proper equivalents, which means that some kanji used in the applicant’s home country may not be accepted.

Residence Statuses Eligible for a Residence Card

A Residence Card is not issued to all foreign nationals residing in Japan. It is granted only to those who hold a valid status of residence, with the exception of individuals who fall under the following categories:

Persons whose period of stay is determined to be 3 months or less

Persons staying in Japan under a short-term visa

Persons holding diplomatic or official status

Staff members of the Taipei Economic and Cultural Representative Office in Japan and their family members

Staff members of the Permanent General Mission of Palestine in Japan and their family members

Persons with Designated Activities (Category 53) — Digital Nomads

Spouses and children of Digital Nomads with Designated Activities (Category 54)

Obligation to Carry and Present the Residence Card

Foreign nationals who have been issued a Residence Card are required by law to carry it with them at all times. Therefore, if an employer or staff member at a company temporarily holds the Residence Card on behalf of the foreign national—for example, when assisting with a status of residence application—they must provide both a copy of the front and back of the card along with a receipt, in order to avoid a violation of the carry obligation.

\*Note: Foreign nationals under the age of 16 are not required to carry a Residence Card.

In addition, if a government or local public authority official requests presentation of the Residence Card as part of their official duties, the cardholder must comply. The officials authorized to request presentation of the Residence Card are as follows:

Officials authorized to request presentation of a Residence Card:

Immigration inspectors

Immigration control officers

Police officers

Coast Guard officers

Customs officers

Public security intelligence officers

Narcotics control officers

Municipal officials handling matters related to the Basic Resident Registration

Public Employment Security Office (Hello Work) staff

Procedures for Changing Address and Other Recorded Information

If any of the information listed on a Residence Card changes, the cardholder must notify the Director General of the Immigration Services Agency of Japan. Since the procedures differ depending on whether the change involves the residential address or other recorded details, each case will be explained separately below.

When You Become a New Mid- to Long-Term Resident

Foreign nationals who have been granted entry into Japan and acquire mid- to long-term resident status must report their residential address to the municipal office within 14 days of deciding on a place to live. During this process, they must present their Residence Card, and once the procedure is completed, the card will be returned with the address officially recorded. Although this report is made under the Basic Resident Registration Act, completing it at the municipal office is considered sufficient to fulfill the reporting obligation to immigration authorities as well.

Even if the individual originally held a status of residence that does not qualify for a Residence Card—such as a short-term stay—but later changes to a mid- to long-term status through a status change application, they must also report their address to the municipal office within 14 days of determining their residence. If the residence was already determined before the change of status was approved, the report must be submitted within 14 days from the approval date.

Procedure for Changing the Address on a Residence Card

If a mid- to long-term resident who continues to stay in Japan decides on a new place of residence, they must notify the municipal office within 14 days of moving to the new address. During the procedure, the individual must present their Residence Card, which will be returned with the updated address once the process is completed. This notification is made under the Basic Resident Registration Act; however, by submitting it at the municipal office, the individual is also considered to have fulfilled the reporting obligation to the Immigration Services Agency.

Procedure for Changing Information Other Than Address on the Residence Card

If you need to change any information on your Residence Card other than your residential address, you must notify the local Immigration Services office (regional office, branch office, or sub-branch) within 14 days of the change. The required documents will vary depending on the type of information being updated. Please note that when submitting your notification at the immigration counter, you must present both your Residence Card and your passport.

Reissuance Procedures for Lost or Damaged Residence Cards

Since Residence Cards must be carried regularly and used in various situations, there is always a possibility that the card may become lost or damaged. Below are the appropriate procedures for each case.

Application for Reissuance in Case of Loss

If a foreign national who has been issued a Residence Card loses possession of it due to loss, theft, or destruction, they must apply for reissuance within 14 days from the date they became aware of the incident. The application must be submitted to the regional Immigration Services office (main office, branch, or sub-branch) that has jurisdiction over the applicant’s place of residence.

Application for Reissuance in Case of Damage

Foreign nationals who have been issued a Residence Card may apply for a replacement if the card becomes stained, physically damaged, or if the embedded electronic data is compromised. This procedure is optional, not mandatory, so there is no fixed deadline for submitting the application. However, if the immigration authorities issue an official order to apply for reissuance, the individual must complete the application within 14 days of receiving the order.

Procedure for Renewing the Validity Period of a Residence Card

The validity period of a Residence Card varies depending on the type of residence status and the individual’s age. It is determined according to the following four categories:

Permanent Residents or holders of Highly Skilled Professional (ii) status: 7 years from the date the Residence Card is issued

Permanent Residents under the age of 16 on the date of issuance: Until the day before their 16th birthday

Persons aged 16 or older with a status other than Permanent Resident or Highly Skilled Professional (ii): Until the expiration date of their period of stay

Persons under the age of 16 with a status other than Permanent Resident or Highly Skilled Professional (ii): Until the earlier of the expiration date of their period of stay or the day before their 16th birthday

Timing for Renewal

If the validity period of the Residence Card coincides with the expiration date of the period of stay, no special procedure is required. By applying for an extension of the period of stay, the validity of the Residence Card will also be automatically extended. If the period of stay expires while the extension application is under review, the applicant is allowed to continue engaging in activities under the current status during a special grace period, which lasts until either a decision is made or two months have passed since the original expiration date—whichever comes first. During this special period, the Residence Card’s validity is also automatically extended.

Foreign nationals residing in Japan with Permanent Resident status, Highly Skilled Professional (ii) status, or those whose Residence Card expires the day before their 16th birthday, must apply to renew the card’s validity between two months prior to the expiration date and the expiration date itself. The application must be submitted to the regional Immigration Services office (main office, branch, or sub-branch) that has jurisdiction over their place of residence.

If a Permanent Resident Forgets to Renew Their Residence Card

If a foreign national with Permanent Resident status or Highly Skilled Professional (ii) status forgets to renew their Residence Card, they should promptly submit a renewal application at the regional Immigration Services office (main office, branch, or sub-branch). Although there is a validity period for the Residence Card, these statuses do not have a fixed period of stay, so forgetting to renew the card does not result in overstay or illegal residence. However, renewing the Residence Card is a legal obligation under the Immigration Control Act, so once the oversight is noticed, the renewal procedure must be completed without delay.

Fees for Residence Card Renewal and Reissuance Applications

Application for Extension of Period of Stay: ¥6,000

Application for Change of Status of Residence: ¥6,000

Application for Permanent Residency: ¥10,000

Notification of Change in Recorded Information on the Residence Card: Free of charge

Renewal Application upon Expiration of Residence Card Validity: Free of charge

Reissuance Application Due to Loss, Theft, or Destruction: Free of charge

Reissuance Application Due to Damage or Defect: Free of charge

Request for Kanji Name Representation on Residence Card: Free of charge (¥1,600 if submitted separately)

Reissuance Application by Request (Voluntary Replacement): ¥1,600

Violations Related to the Residence Card

Violating the rules related to the Residence Card may result in deportation procedures or criminal penalties. Deportation is an administrative measure that forcibly removes a foreign national from Japan if they meet certain grounds for removal under immigration law.

Deportation Order

If a person commits an illegal act related to their Residence Card, they may be subject to a deportation order not through a “Departure Order” but through “Forced Deportation” from Japan. Whether the individual will be detained or placed under supervision is determined by the supervising immigration officer following a review.

Grounds for Deportation Related to the Residence Card:

Those who forge, alter, provide, receive, or possess a forged or altered Residence Card or Special Permanent Resident Certificate, or who instigate or assist such acts (Immigration Control Act, Article 24, Paragraph 1, Item (iii)-5-a)

Those who, with intent to use, provide, receive, or possess a Residence Card or Special Permanent Resident Certificate under another person’s name, or who provide their own Residence Card, or who instigate or assist such acts (Article 24, Paragraph 1, Item (iii)-5-b)

Those who use a forged, altered, or someone else’s Residence Card or Special Permanent Resident Certificate, or who instigate or assist such acts (Article 24, Paragraph 1, Item (iii)-5-c)

Those who prepare equipment or materials for the purpose of forging or altering a Residence Card or Special Permanent Resident Certificate, or who instigate or assist such acts (Article 24, Paragraph 1, Item (iii)-5-d)

Mid- to long-term residents who are sentenced to imprisonment due to violating obligations under the Immigration Control Act—such as failure to notify changes, failure to renew or reissue the Residence Card, or failure to receive or present the card (Article 24, Paragraph 1, Item (iv)-4)

Penal Provisions Under the Immigration Control Act

The following are the penal provisions under the Immigration Control Act related to Residence Cards:

Submitting false information when reporting upon initial landing, address change, changes to information other than address on the Residence Card, or affiliated institution details: imprisonment of up to 1 year or a fine of up to ¥200,000 (Article 71-2, Item 1)

Failing to renew the Residence Card’s validity period, apply for reissuance due to loss, or comply with a reissuance order due to damage: imprisonment of up to 1 year or a fine of up to ¥200,000 (Article 71-2, Item 2)

Failure to report residence upon initial landing or status change: a fine of up to ¥200,000 (Article 71-5, Item 1)

Failure to report a new address after moving: a fine of up to ¥200,000 (Article 71-5, Item 2)

Failure to report changes other than address, return the Residence Card (excluding death), or report changes in affiliated institutions: a fine of up to ¥200,000 (Article 71-5, Item 3)

Forging or altering a Residence Card for the purpose of use: imprisonment of 1 to 10 years (Article 73-3, Paragraph 1)

Using a forged or altered Residence Card: imprisonment of 1 to 10 years (Article 73-3, Paragraph 2)

Providing or receiving a forged or altered Residence Card for the purpose of use: imprisonment of 1 to 10 years (Article 73-3, Paragraph 3)

Possessing a forged or altered Residence Card for the purpose of use: imprisonment of up to 5 years or a fine of up to ¥500,000 (Article 73-4)

Preparing tools or materials to forge or alter a Residence Card: imprisonment of up to 3 years or a fine of up to ¥500,000 (Article 73-5)

Using a Residence Card under another person’s name: imprisonment of up to 1 year or a fine of up to ¥200,000 (Article 73-6, Paragraph 1, Item 1)

Providing, receiving, or possessing a Residence Card under another person’s name for the purpose of use: imprisonment of up to 1 year or a fine of up to ¥200,000 (Article 73-6, Paragraph 1, Item 2)

Providing one’s own Residence Card for the purpose of use by others: imprisonment of up to 1 year or a fine of up to ¥200,000 (Article 73-6, Paragraph 1, Item 3)

Failure to receive the Residence Card issued by immigration or returned by the municipality: imprisonment of up to 1 year or a fine of up to ¥200,000 (Article 75-2, Item 1)

Refusing to present the Residence Card when required: imprisonment of up to 1 year or a fine of up to ¥200,000 (Article 75-2, Item 2)

Failure to carry the Residence Card when required to do so: a fine of up to ¥200,000 (Article 75-3)

If the foreign national is under 16 years of age or otherwise unable to fulfill obligations due to illness or other reasons, and the legally designated proxy fails to perform the required notifications, applications, or card receipt: a civil penalty of up to ¥50,000 (Article 77-3)

About Residence Card Forgery

When a company or organization hires a foreign national, there are significant risks if the Residence Card presented by the individual is a forgery. Employing a foreign national who holds a status of residence that does not permit work, or someone who is residing in Japan illegally, may result in the employer being unable to receive future permissions to hire foreign workers. Additionally, the employer may face criminal charges for promoting unauthorized employment.

To avoid inadvertently becoming involved in illegal employment, it is essential to verify the authenticity of the Residence Card. Below are three methods for checking for forgery.

Inquiry on Expired Residence Card Number Information

The Residence Card Number Expiration Information Inquiry is a website operated by the Immigration Services Agency that allows users to verify whether a residence card is valid by entering the card number and its expiration date. By using this system, you can identify residence cards that have expired or those with non-existent numbers or expiration dates.

However, please note that this tool cannot detect forged residence cards that are created by copying real and valid cards.

Immigration Services Agency｜Residence Card Number Expiration Information Inquiry
(URL:https://lapse-immi.moj.go.jp/ZEC/appl/e0/ZEC2/pages/FZECST011.aspx)

Anti-Counterfeiting Measures such as Holograms

Residence cards are equipped with anti-counterfeiting features such as holograms displaying the letters “MOJ” (an abbreviation for Ministry of Justice) and color-shifting elements to prevent forgery or alteration.

Immigration Services Agency｜Guide to “Residence Cards” and “Special Permanent Resident Certificates”
(URL:https://www.moj.go.jp/isa/content/930001578.pdf)

Residence Card Reader Application

The Residence Card Reader Application was released in 2020 to address the increasing sophistication of forged residence cards. This application is available for free on both PC and smartphone platforms—Windows and macOS for PCs, and Android and iOS for smartphones.

To use the PC version, a dedicated card reader/writer is required to scan the residence card. For smartphones, an NFC-enabled device is necessary to read the card’s embedded data.

Immigration Services Agency of Japan｜Residence Card Reader Application Support Page (URL:https://www.moj.go.jp/isa/applications/procedures/rcc-support.html)

Summary

This article has explained the key aspects of the residence card system, including its legal framework, notification procedures, and obligations related to residence cards. A residence card serves as a visual representation of a foreign national’s residency status—a legal concept that defines the permitted activities a foreigner can engage in while in Japan.

When hiring a foreign national, it is essential to carefully verify the details on their residence card and ensure that their designated status of residence aligns with the intended job responsibilities before entering into an employment contract. Furthermore, for continued employment, employers must always keep up to date with each employee’s period of stay and type of residence status.

We hope this article has provided helpful guidance for companies considering the hiring of foreign personnel.