![How to get and renew the Application Agent Certificate | Application form, required documents, and what registered support organizations can submit [Updated for the revised Gyoseishoshi Lawyer Act]](https://kisaragi-office.com/immigration_journal/wp-content/uploads/2026/10/a-0003-en-v2.png)
As a rule, foreign nationals must go to the immigration office counter themselves for residence procedures. As an exception, staff of companies and organizations approved by the Director-General of a Regional Immigration Services Bureau can submit applications on the person’s behalf (application agency, 申請取次). Once approved, they receive an “Application Agent Certificate” (申請等取次者証明書), which is valid for 3 years.
This article is for people in charge of immigration procedures at registered support organizations, accepting companies, Japanese language schools, supervising organizations and similar bodies. It covers how to get and renew the certificate, how to start using online applications, and what agents can submit. It also explains what to watch out for when submitting applications for a fee, based on the revised Gyoseishoshi Lawyer Act that took effect on January 1, 2026.
What is application agency?
Application agency means submitting application forms and documents to immigration on behalf of the foreign national, for example in status of residence applications. It is a system set out in the Ordinance for Enforcement of the Immigration Control and Refugee Recognition Act.
The Immigration Services Agency of Japan (ISA, 出入国在留管理庁) explains that the purpose of the system is “to ease congestion at the counters due to the increase in applications and notifications, and to reduce the burden on applicants and notifiers, etc.”
(Sources: Ordinance for Enforcement of the Immigration Control and Refugee Recognition Act, Article 19, paragraph 3, etc. (e-Gov), ISA “Application agency system”, Overview of the application agency system (October, Reiwa 7))
The principle of personal appearance
Procedures such as extending the period of stay, changing the status of residence, and changing the information on the Residence Card are, as a rule, done by the foreign national in person at the Regional Immigration Services Bureau. This is called the “principle of personal appearance” (本人出頭の原則).
Application agency is an exception to this principle. When an agent handles the procedure, the person is, as a rule, exempt from appearing. However, the person may be asked to appear, for example when immigration needs to hear from them directly.
(Sources: ISA “Application agency system”, Overview of the application agency system (October, Reiwa 7), ISA “Approval procedure for application agents”)
Who can act as an application agent
The following people can act as application agents. The procedure differs between attorneys and gyoseishoshi lawyers and everyone else.
| Who can act as an agent | Procedure to become an agent | Foreign nationals covered |
|---|---|---|
| Staff of accepting organizations, etc. (companies, schools and other educational institutions, supervising organizations, registered support organizations, etc.) | Approval by the Director-General of the Regional Immigration Services Bureau (Application Agent Certificate) | Foreign nationals the organization accepts (or intends to accept), and their spouses, children, etc. who are supported by them and live with them |
| Staff of travel agencies | Same as above | Foreign nationals who asked the agency to handle their travel procedures (re-entry permit applications only) |
| Staff of public interest corporations | Same as above | Foreign nationals who asked them to act as agent (for applications for a Certificate of Eligibility, the foreign national’s representative) |
| Attorneys and gyoseishoshi lawyers | Notification to the Director-General of the Regional Immigration Services Bureau through the bar association or gyoseishoshi lawyers’ association they belong to | Foreign nationals who asked them to act as agent (for applications for a Certificate of Eligibility, the foreign national’s representative) |
For organizations licensed as supervising organizations, technical intern trainees whose training they supervise (or intend to supervise) are also covered. For organizations registered as registered support organizations (登録支援機関), Specified Skilled Workers (i) for whom they have been entrusted with implementing the entire support plan are also covered.
(Sources: Overview of the application agency system (October, Reiwa 7), ISA “For staff of accepting organizations, etc.”)
How to get the Application Agent Certificate (new approval procedure)
People other than attorneys and gyoseishoshi lawyers must submit an “application agency request” (申請等取次の申出) to the Regional Immigration Services Bureau and be approved. Once approved, they receive the Application Agent Certificate.
Conditions for approval
All of the following conditions must be met.
- The person is trustworthy and has never done anything that would make it inappropriate to approve them as an agent, such as violating the Immigration Control Act. The organization they belong to must also be trustworthy.
- Based on their background, such as attending training sessions on immigration administration, the person is recognized as having knowledge of entry and residence procedures for foreign nationals.
- (For travel agency staff) The company they belong to can handle overseas travel business.
Condition 1 does not set any time limit such as “within the past few years.” Please note that a past violation of the Immigration Control Act or similar may affect later approval.
For condition 2, the general rule is to attend a training session held by one of the organizations listed by the ISA and submit the certificate of attendance.
(Sources: ISA “Approval procedure for application agents”, ISA “Training sessions on immigration administration”)
When dispatched workers and administrative assistants count as “staff”
The “staff” who can be approved are not limited to regular employees. Dispatched workers, administrative assistants and others are treated as “staff” if they meet all three of the following.
- They regularly work at the organization that employs foreign nationals
- They follow the instructions and orders of that organization
- They do work similar to that organization’s regular employees and are recognized as knowing the organization’s business well
(Source: ISA “Approval procedure for application agents”)
Documents to submit (staff of accepting organizations, etc.)
The documents to submit with the request are as follows. The forms can be downloaded from the ISA website.
| Document | Notes | |
|---|---|---|
| A | List and checklist of documents for the application agency request (for new procedures) (reference form) | Use it to check the documents as you prepare them |
| B | Application agency request form (Appended Form No. 1) | A filled-in example is on the ISA website |
| C | Two photos (3.0cm×2.4cm) of the person seeking approval | Taken within 6 months before submission, no hat, facing forward, no background |
| D | Résumé of the person seeking approval | For foreign nationals, also a copy of the Residence Card |
| E | Certificate of employment of the person seeking approval | Not needed for a company representative whose position can be confirmed by the certificate of registered matters |
| F | Material showing knowledge of entry and residence procedures for foreign nationals | A certificate of attendance (completion) of a training session should, as a rule, be within 3 years of issue |
| G | For corporations, a certificate of registered matters (if not available, a brochure or similar showing an outline of the company); for individuals, a copy of the residence certificate | |
| H | Copy of an identity document | Submit it even when applying at the counter |
| I | Return envelope (with stamps for simple registered mail) or Letter Pack Plus | If you want to receive the result by mail |
On the application agency request form (row B in the table; Appended Form No. 1, for staff of accepting organizations, etc.), fill in the fields marked in the image: A the requester and address; B an overview of the organization (name, location (telephone number), name of the representative, and business description); C the name, nationality/region, date of birth, sex, and job title of the staff member seeking approval; and D the number of foreign nationals at the organization by status of residence. Field E (attached documents) lists the documents that correspond to rows C to I in the table above (photos, résumé and certificate of employment, material showing knowledge, certificate of registered matters, identity document, and return envelope).
Sources: ISA “Application agency request form (Appended Form No. 1)”
When training is not needed: If the organization already has an agent who has a record of handling applications without problems, and the organization submits a document (explanatory statement) saying, for example, that the new person has received explanations and guidance from that agent, the new person is treated as having the required knowledge.
(Source: ISA “For staff of accepting organizations, etc.”, Application agency request form (Appended Form No. 1))
Where to apply
Submit the request to the Regional Immigration Services Bureau, or its branch office, with jurisdiction over the location of the accepting organization. Requests are accepted at the counter or by mail. If you bring requests for other staff of the same organization together, attach the identity documents of the people seeking approval.
(Source: ISA “Approval procedure for application agents”)
Validity and where the certificate can be used
The Application Agent Certificate is valid for 3 years. If the agent is a foreign national with a status of residence, it is valid until the end of their period of stay or 3 years later, whichever comes first.
The certificate is valid at all Regional Immigration Services Bureaus and branch offices nationwide, not only within the jurisdiction of the bureau that issued it. Applications are submitted to the bureau or branch office with jurisdiction over the foreign national’s place of residence or over the workplace of the staff member of the organization accepting the foreign national.
(Sources: ISA “Approval procedure for application agents”, ISA “For staff of accepting organizations, etc.”)
Renewing and reissuing the certificate, and when the agent leaves the company
Renewal starts 2 months before the expiry date
Renewal requests are accepted from 2 months before the expiry date, at the counter or by mail. If the certificate has already expired, you cannot renew it; you must go through the new approval procedure again.
The documents for renewal are as follows.
- List and checklist of documents for the application agency request (for renewal) (reference form)
- Application agency request form (Appended Form No. 1 for staff of accepting organizations, etc.)
- Two photos (3.0cm×2.4cm) (taken within 6 months before submission)
- Copy of the current Application Agent Certificate
- Copy of an ID or similar proving the person is a staff member, or a certificate of employment (for foreign nationals, also a copy of the Residence Card)
- Copy of an identity document
- Return envelope or Letter Pack Plus (if you want to receive the result by mail)
A certificate of attendance at a training session is not among the renewal documents. It is a good idea to keep a list of expiry dates within your organization and start preparing 2 months in advance.
(Source: ISA “Renewal procedure”)
If the certificate is lost or your name changes
If the certificate is lost or damaged, or your name or other details change, request reissuance using Appended Form No. 18 with two photos and the supporting documents. If it is damaged, return the damaged certificate.
(Source: ISA “Approval procedure for application agents”)
If the agent leaves the company
When an agent leaves the organization they belong to, their approval stops on the day they leave. The organization submits an “Application agent resignation report” (Appended Form No. 7) to the bureau that gave the approval and returns the certificate.
If the person wants to be an agent at their new workplace, they must make a new approval request from the beginning there.
(Source: ISA “When a person approved as an application agent leaves their organization”)
What agents can submit
Staff of accepting organizations, etc. can handle the following procedures as agents. Only procedures for the people in the “Foreign nationals covered” column of the table above are covered.
- Application for a Certificate of Eligibility (staff of registered support organizations only; see the note below)
- Application for permission to engage in activity other than that permitted (excluding technical intern trainees)
- Notification of change of Residence Card information other than the place of residence
- Application for renewal of the validity period of the Residence Card
- Application for reissuance of the Residence Card due to loss, etc.
- Application for reissuance of the Residence Card due to damage, etc.
- Application for reissuance of the Residence Card by request for replacement
- Application for reissuance of the Residence Card by order to apply for reissuance
- Application for permission to change status of residence
- Application for permission to extend period of stay
- Application for permission for permanent residence by change of status of residence
- Application for permission to acquire status of residence
- Application for permission for permanent residence by acquisition of status of residence
- Application for re-entry permit
- Application for a certificate of authorized employment
- Request to change the content of an application
- Receiving the Residence Card
Applications for a Certificate of Eligibility: Staff of accepting organizations, etc. other than registered support organizations can apply as a “representative” (代理人) rather than as an agent, so this application is not covered by agency for them.
By type of organization, it looks like this.
| Organization | Who is covered | Main points to note |
|---|---|---|
| Companies employing foreign nationals | Foreign nationals they employ (or intend to employ) and family members supported by them and living with them | Applications for a Certificate of Eligibility are made as a “representative” |
| Registered support organizations | In addition to foreign nationals the organization itself employs, etc., Specified Skilled Workers (i) for whom it has been entrusted with implementing the entire support plan | As long as there is an entrustment contract, it does not matter if support has not started yet. It can also act as agent for applications for a Certificate of Eligibility |
| Educational institutions (universities, vocational schools, Japanese language schools, etc.) | International students and others it accepts (or intends to accept) | Applications for a Certificate of Eligibility are made as a “representative” |
| Supervising organizations | In addition to foreign nationals the organization itself accepts, etc., technical intern trainees whose training it supervises (or intends to supervise) | Technical intern trainees are not allowed to engage in activities other than those permitted, so that application is not covered |
| Travel agencies | Foreign nationals who asked the agency to handle their travel procedures | Re-entry permit applications only |
| Staff of public interest corporations, attorneys, gyoseishoshi lawyers | Foreign nationals who asked them to act as agent (for applications for a Certificate of Eligibility, the foreign national’s representative) | Coverage is not limited by a relationship with an organization |
(Sources: ISA “For staff of accepting organizations, etc.”, Overview of the application agency system (October, Reiwa 7))
How to use online applications (user registration and request to use)
With the online residence application system (在留申請オンラインシステム), you can apply without going to the counter. For staff of affiliated organizations, public interest corporations and registered support organizations to use it, they must first submit a “request to use” (利用申出) and be approved.
Who can use it
| User | Conditions |
|---|---|
| Staff of affiliated organizations | Approved as an application agent, or meets the requirements for approval |
| Staff of registered support organizations | Approved as an application agent. Has been asked by the applicant’s affiliated organization to carry out online applications on its behalf. Only where the organization has been entrusted with implementing the entire support plan |
| Staff of public interest corporations | Approved as an application agent. Has been asked by the applicant’s affiliated organization to carry out online applications on its behalf |
Staff of registered support organizations cannot use online applications without an Application Agent Certificate. A registered support organization that wants to start online applications should begin by getting the certificate.
Steps
- User registration: Register your email address in the system, choose the user category “staff of affiliated organizations, etc.”, and get a user ID. You can go to the registration screen only within 24 hours after the email arrives.
- Request to use: Submit the request online, by mail or at the counter, and get approval. The first person from an affiliated organization, public interest corporation or registered support organization makes a “new request to use”; the second and later people from the same organization make an “additional request to use.”
- Residence application: After approval, apply through the system. You cannot apply online on the last day of the period of stay (the day the period of stay expires).
The main documents for the request to use are a checklist of required documents, the request-to-use form (not needed if you apply online), a copy of an identity document, a copy of the Application Agent Certificate (staff of affiliated organizations may instead submit a copy of a training completion certificate, etc.), a certificate of employment, and a written pledge.
Points for staff of registered support organizations
- Submit a written pledge for each affiliated organization (per corporation). If you have been asked by several affiliated organizations, you can also submit them together with a “list of organizations accepting foreign nationals” attached.
- If, after approval, you are asked by a new affiliated organization, submit that organization’s written pledge and other documents to the regional bureau.
- From January 5, 2026, you also submit a “list of pledging organizations by user” (Appended Form No. 2 (3)) with periodic reports and when you are asked by a new organization.
- To keep using the system after the expiry date, a periodic report is required.
(Sources: ISA “For staff of affiliated organizations, public interest corporations and registered support organizations”, ISA “Documents to submit from January 5, 2026 (for staff of public interest corporations or registered support organizations)”)
Online applications and the Gyoseishoshi Lawyer Act
The ISA gives the following warning (our translation).
If a person other than an attorney or gyoseishoshi lawyer, as a business, enters application information into the online residence application system themselves, for example after receiving a fee from the applicant or their legal representative, this may violate the Attorney Act or the Gyoseishoshi Lawyer Act.
Users other than attorneys and gyoseishoshi lawyers are asked to take full care not to break the law, for example by entering the application details together with the applicant or staff of the affiliated organization.
(Source: ISA “Points to note when using the online residence application system (warning)”)
The difference between application agency and applying as a representative
Application agency means submitting application documents at the request of the person or their representative. The applicant is always the foreign national or the representative.
The ISA explains that agency “allows the agent to carry out factual acts such as submitting application forms and documents,” and that the agent cannot sign as the applicant or notifier or directly correct what is written.
On the other hand, our office understands applying as a representative to mean that the representative decides the content of the application on the person’s behalf, prepares or corrects documents, or withdraws the application. These are the representative’s own expressions of intention, and their effect applies to the person. Under immigration laws and regulations, many procedures specify who can be a representative. For example, the representatives for an application for a Certificate of Eligibility are set by status of residence in Appended Table IV of the Enforcement Ordinance (for Specified Skilled Worker, “staff of an organization in Japan that has concluded a specified skilled worker employment contract with the person”; for supervised-type technical intern training, “staff of the supervising organization,” etc.).
(Sources: ISA “Approval procedure for application agents”, Ordinance for Enforcement of the Immigration Control and Refugee Recognition Act, Article 6-2 and Appended Table IV (e-Gov))
What is a factual act?
A factual act is an act that does not involve your own expression of intention. For example, if you only hand in documents prepared by the person or their representative at the counter, the agent’s intention is not part of the application. Even so, it has the effect of the application being accepted.
Examples of factual acts in immigration procedures are:
- Submitting applications, notifications and documents
- Showing a passport or Residence Card at the counter
- Receiving the Residence Card
Under the principle of personal appearance, these must normally be done by the person. Approved agents and others can do them on the person’s behalf as an exception.
Acts beyond agency: what each type of organization can and cannot do
With agent authority alone, you can only do factual acts such as submitting documents. For a “request to change the content of an application,” an agent can submit a request form whose content the person or others have decided, but the agent cannot change the application content on their own judgment. However, if the agent is a staff member of an affiliated organization, there are things they can do in their position as a staff member of that organization.
The tables below are our office’s summary by type of organization, based on the ISA’s explanation (agency is a factual act; agents cannot sign or directly correct what is written) and the Enforcement Ordinance’s rules on representatives.
Staff of companies employing foreign nationals
| Position | What they can and cannot do |
|---|---|
| Can do as an agent | Submit application documents / show a passport or Residence Card at the counter / receive the Residence Card |
| Can do as a staff member of the affiliated organization | Be the preparer of, and add, delete or correct, application documents that the affiliated organization prepares / prepare certificates issued by the affiliated organization |
| Cannot do in either position | Be the preparer of, or add, delete or correct, application documents that the applicant prepares / express the intention to withdraw an application / request a change to the application content on their own judgment (for an application for a Certificate of Eligibility, they can do all of these as a representative) |
| Can do regardless of position | Help prepare documents / help collect materials / check materials / translate materials / give advice on the application content |
Staff of registered support organizations
For applications for a Certificate of Eligibility, the people who can be representatives for Specified Skilled Worker are staff of the organization that has concluded a specified skilled worker employment contract with the person. Therefore, it is considered that a registered support organization cannot be involved as a representative unless it employs the Specified Skilled Worker (i) itself.
| Position | What they can and cannot do |
|---|---|
| Can do as an agent | Submit application documents / show a passport or Residence Card at the counter / receive the Residence Card |
| Can do as a staff member of the registered support organization | Nothing in particular regarding applications |
| Cannot do in either position | Be the preparer of, or add, delete or correct, application documents that the applicant or the affiliated organization prepares / prepare certificates issued by the affiliated organization / express the intention to withdraw an application / request a change to the application content on their own judgment |
| Can do regardless of position | Help prepare documents / help collect materials / check materials / translate materials / give advice on the application content |
Staff of educational institutions (universities, vocational schools, Japanese language schools, etc.)
| Position | What they can and cannot do |
|---|---|
| Can do as an agent | Submit application documents / show a passport or Residence Card at the counter / receive the Residence Card |
| Can do as a staff member of the educational institution | Be the preparer of, and add, delete or correct, application documents that the affiliated organization prepares / prepare certificates issued by the educational institution |
| Cannot do in either position | Be the preparer of, or add, delete or correct, application documents that the applicant prepares / express the intention to withdraw an application / request a change to the application content on their own judgment (for an application for a Certificate of Eligibility, they can do all of these as a representative) |
| Can do regardless of position | Help prepare documents / help collect materials / check materials / translate materials / give advice on the application content |
Staff of supervising organizations
| Position | What they can and cannot do |
|---|---|
| Can do as an agent | Submit application documents / show a passport or Residence Card at the counter / receive the Residence Card |
| Can do as a staff member of the supervising organization | Be the preparer of, and add, delete or correct, application documents that the affiliated organization prepares / prepare certificates issued by the supervising organization / give guidance on preparing and changing technical intern training plans, etc. |
| Cannot do in either position | Be the preparer of, or add, delete or correct, application documents that the applicant prepares / express the intention to withdraw an application / request a change to the application content on their own judgment (for an application for a Certificate of Eligibility for supervised-type technical intern training, they can do all of these as a representative) |
| Can do regardless of position | Help prepare documents / help collect materials / check materials / translate materials / give advice on the application content |
Points to note when acting as an agent for a fee (revised Gyoseishoshi Lawyer Act)
Agency itself is a factual act
Application agency is a factual act, such as submitting documents. It is not an act of representation under the Immigration Control Act, and it is not an act regulated by laws other than the Immigration Control Act, such as the Gyoseishoshi Lawyer Act. Therefore, it is considered that there is no problem in carrying out agency itself for a fee, as a business.
However, applying for a status of residence also includes “preparing documents to be submitted to government offices.” Doing this as a business for remuneration may violate the Gyoseishoshi Lawyer Act. The ISA also warns that it may be a violation of the Gyoseishoshi Lawyer Act for anyone other than an attorney or gyoseishoshi lawyer to prepare applications and other documents submitted to government offices as a business for remuneration. When acting as an agent for a fee, it is important not to go beyond the scope of agency.
(Source: ISA “Approval procedure for application agents”)
Examples of agency for a fee by public interest corporations
The Japan Immigration Association (入管協会), a public interest incorporated foundation, offers a paid service of checking application documents in advance and submitting them as agent. The service described covers “checking” and “agency” and does not include preparing documents. The Japan International Trainee & Skilled Worker Cooperation Organization (JITCO), also a public interest incorporated foundation, provides a paid service of checking and submitting application documents for technical intern training, Specified Skilled Worker and other statuses, and clearly states that it does not prepare documents.
This is considered to show that these public interest corporations have judged that “checking” and “agency” alone do not violate the Gyoseishoshi Lawyer Act even when done for a fee. When staff of a registered support organization are involved in applications for Specified Skilled Workers (i) whose support they have been entrusted with, it can likewise be interpreted that carrying out “checking application documents” and “application agency” for a fee does not violate the Gyoseishoshi Lawyer Act.
However, care is needed if you also prepare documents. If you cannot clearly separate “preparation” from “checking and agency,” and cannot objectively explain that the preparation is done free of charge, it may be a violation of the Gyoseishoshi Lawyer Act.
(Sources: Japan Immigration Association “Advance check (application agency)”, JITCO “JITCO support services”)
The revision effective January 1, 2026: “regardless of the name”
The revised Gyoseishoshi Lawyer Act took effect on January 1, 2026. The change most relevant to immigration is the revision of Article 19, which sets out what people who are not gyoseishoshi lawyers must not do.
| Article 19, paragraph 1 (main text) (our translation) | |
|---|---|
| Before the revision | A person who is not a gyoseishoshi lawyer or gyoseishoshi lawyer corporation may not carry out the work set out in Article 1-2 as a business. |
| After the revision (from January 1, 2026) | A person who is not a gyoseishoshi lawyer or gyoseishoshi lawyer corporation may not, at the request of another person and for remuneration regardless of the name under which it is received, carry out the work set out in Article 1-3 as a business. |
“The work set out in Article 1-3” means preparing documents to be submitted to government offices (including electronic records) and similar documents at the request of others and for remuneration. Article 19 also has a proviso (such as where another law provides otherwise), which is the same before and after the revision.
This revision made it explicit that preparing documents for remuneration is prohibited regardless of the name. For example, if a supervising organization receives “membership fees” or “supervision fees,” or a registered support organization receives “support entrustment fees,” while preparing application documents as a “free service,” it may be judged that they effectively prepared documents for remuneration.
(Source: e-Gov “Gyoseishoshi Lawyer Act”)
How to proceed after the revision
After the revision, it is considered even more necessary to proceed in one of the following ways.
- The foreign national or the accepting company prepares the documents and applies themselves
- The foreign national or the accepting company prepares the documents, and an agent checks and submits them
- An attorney or gyoseishoshi lawyer prepares the documents and also submits them as agent
- An attorney or gyoseishoshi lawyer prepares the documents, and an agent submits them
Of these, an agent submits the application in 2 and 4, and in both cases it is considered that there is no problem in carrying out agency for a fee. It is also considered that there is no problem in an agent giving advice on how to fill in documents when the person or the accepting company prepares them.
Whether a particular business activity conflicts with the Gyoseishoshi Lawyer Act depends on the form of the contract and how the actual work is divided. If you are unsure, please consult a gyoseishoshi lawyer or another professional.
Working with a gyoseishoshi lawyer
For supervising organizations and registered support organizations, working with a gyoseishoshi lawyer is one option to reduce the burden of immigration applications. A gyoseishoshi lawyer can take on not only the whole application but also just the “document preparation” part. If a gyoseishoshi lawyer handles document preparation and the agent handles agency and collecting materials, it is considered possible to charge for application work while complying with the law.
Kisaragi Gyoseishoshi Lawyer Office offers web meetings and online applications, so you can request our services from anywhere in Japan. We also give individual quotes for multiple cases and ongoing work.
Frequently asked questions
Q1. How long does it take to get an Application Agent Certificate?
The ISA website does not state how long approval takes. If you want an estimate, please ask the Regional Immigration Services Bureau where you submit the request. If you want to start online applications, you also need approval of the request to use after the certificate is approved, so prepare with time to spare.
Q2. Where can I attend a training session?
The ISA publishes a “list of organizations holding training sessions.” There are also organizations not on the list that hold training sessions for staff of educational institutions. For details, please ask your nearest Regional Immigration Services Bureau.
(Source: ISA “Training sessions on immigration administration”)
Q3. My certificate has expired.
It cannot be renewed. You must go through the new approval procedure again. Renewal requests can be made from 2 months before the expiry date, so keep track of the date.
Q4. Can a registered support organization act as agent for foreign nationals of companies that have not entrusted support to it?
No. Apart from foreign nationals the organization itself accepts, etc., staff of a registered support organization can act as agent only for Specified Skilled Workers (i) for whom it has been entrusted with implementing the entire support plan.
Q5. If an agent changes jobs, can they use the certificate at the new company?
No. The approval stops on the day they leave. The former company submits a resignation report and returns the certificate, and the person makes a new approval request at the new company.
Summary
- Application agency is a factual act, such as submitting documents on the person’s behalf, and can be done by approved staff and others.
- You get the certificate by submitting the application agency request form and other documents to the regional bureau. It is valid for 3 years, and renewal starts 2 months before the expiry date. If it expires, you must start again from a new request.
- For a registered support organization to use online applications, it needs the certificate and then user registration and a request to use.
- With the revised Gyoseishoshi Lawyer Act taking effect on January 1, 2026, it was made explicit that preparing documents for remuneration is prohibited regardless of the name. It is more important than ever to think of agency and document preparation separately.
Primary Sources Referenced in Article Creation
- ISA “Application agency system”
- ISA “Overview of the application agency system (October, Reiwa 7)”
- ISA “Approval procedure for application agents”
- ISA “For staff of accepting organizations, etc.”
- ISA “Renewal procedure”
- ISA “When a person approved as an application agent leaves their organization”
- ISA “Training sessions on immigration administration”
- ISA “For staff of affiliated organizations, public interest corporations and registered support organizations”
- ISA “Documents to submit from January 5, 2026 (for staff of public interest corporations or registered support organizations)”
- ISA “Points to note when using the online residence application system (warning)”
- e-Gov “Ordinance for Enforcement of the Immigration Control and Refugee Recognition Act”
- e-Gov “Gyoseishoshi Lawyer Act”
- Japan Immigration Association “Advance check (application agency)”
- JITCO “JITCO support services”
This article is a translation of the original Japanese version.
