You can still submit a Specified Skilled Worker (特定技能) notification after the deadline has passed. Attach a “statement of reasons” (理由書) explaining why it is late, and submit it as soon as possible.
The deadlines are: for the periodic notification (定期届出), by May 31 every year; for ad hoc notifications (随時届出), within 14 days from the day the event occurred. If you leave a notification unsubmitted, the risks grow, such as no longer being able to accept foreign workers and becoming subject to a fine or a non-penal fine.
The contents were checked against materials from the Immigration Services Agency (ISA) on October 8, 2026.
The types of notifications, the deadlines, and the full list of documents are explained in the parent article.
Conclusion: you can still submit a late notification. Attach a statement of reasons and submit right away
You can still submit a notification after the deadline has passed. What matters is to explain the reason for the delay in writing and to submit it right away.
| Item | Periodic notification | Ad hoc notification |
|---|---|---|
| Deadline | By May 31 every year (can be submitted from April 1) | Within 14 days from the day the event occurred |
| What to attach when late | A statement of reasons explaining why you could not submit within the period | A document explaining the reason for the delay (statement of reasons) |
| Format | Free format (there is no set form) | Free format (there is no set form) |
| Where to submit | By electronic notification, or to the regional immigration office with jurisdiction over the company’s address (for a corporation, the location of the head office as registered) | Same |
| ISA material | Periodic notification: list of documents to submit | Ad hoc notification Q&A (Q1-4), list of documents to submit for each notification |
For ad hoc notifications, the ISA Q&A says that you can still submit them even if you could not do so within 14 days. It then asks you to submit them promptly and to always attach a document explaining the reason for the delay.
For the periodic notification as well, the list of documents to submit says that if you could not submit within the notification period, you attach a statement of reasons stating why.
There is one more important point. For an event that occurred while the foreign national was staying with Specified Skilled Worker status, a notification is required even after the person has left the company, changed to another status of residence, or left Japan. If you forgot a notification for someone who has already left, submit it now.
(Sources: Immigration Services Agency, “Frequently asked questions about ad hoc notifications from specified skilled worker affiliated organizations (Q&A)”, Immigration Services Agency, “Periodic notification by specified skilled worker affiliated organizations: list of documents to submit”, Immigration Services Agency, “Operational Guidelines for Accepting Specified Skilled Foreign Workers”)
First, check: are you really late?
Before you panic, check whether the deadline has really passed. Look at the following points.
- Periodic notification: The deadline is May 31 every year. The ISA page says that if May 31 falls on a Saturday, Sunday, or public holiday, the deadline is the next day the office is open. In 2027, May 31 is a Monday.
- Ad hoc notification: The 14 days are counted from the day the event occurred. Only for the notification on non-conformity with the criteria is the deadline within 14 days from the day you learned that the event occurred.
- If you send by mail: The notification must reach immigration within 14 days. The postmark date is not enough.
- Is a notification needed in the first place?: There are cases such as the periodic notification for a year in which you did not accept anyone during the covered period, and changes that do not require a notification. Please check the parent article.
(Sources: Immigration Services Agency, “Notifications by specified skilled worker affiliated organizations and registered support organizations”, Ad hoc notification Q&A, Ordinance for Enforcement of the Immigration Control and Refugee Recognition Act (e-Gov))
What to do today once you notice the delay (steps)
Once you notice the delay, proceed in the following order.
① Write down what is late and since when
Write down the type of notification, the date the event occurred, and the original deadline. For ad hoc notifications, review whether anything has been missed, including people who have left the company or changed their status of residence. Noticing a delay for one person is a chance to check whether there are any other notifications you have not submitted.
② Prepare the notification form and attached documents
The forms are on the ISA page “List of application and notification forms related to Specified Skilled Workers.” Check the attached documents in the list of documents to submit for each type of notification.
③ Prepare a statement of reasons
The statement of reasons is free format. We could not find any rules in the ISA materials on what items to include. For example, you could include content such as the following:
- Which notification is late, and since when
- How and why the delay happened
- Measures to prevent the same thing from happening again
④ Submit
Submit by electronic notification, or by mail or in person to the regional immigration services bureau or branch office with jurisdiction over the company’s address (for a corporation, the location of the head office as registered). Ad hoc notifications can also be submitted by electronic notification.
⑤ Keep copies
Keeping copies of the notification form and the statement of reasons you submitted at the company makes it easier to explain what happened later.
If your company cannot decide by itself, please contact the regional immigration office where you will submit. According to the ISA Q&A, only a gyoseishoshi lawyer (行政書士) or an attorney may take on the preparation of notification forms for a fee. Because the right response can change depending on why the notification was late, please consult a specialist if you are unsure.
(Sources: Immigration Services Agency, “List of application and notification forms related to Specified Skilled Workers”, Ad hoc notification Q&A, Periodic notification: list of documents to submit)
When only some documents for the periodic notification are not ready in time
Even when some documents are not ready in time, it is important not to hold back the notification itself. Use the notification form to tell immigration which documents you cannot submit and why.
Explain why you cannot submit in the remarks column or on a separate sheet
The ISA operational guidelines say that in the remarks column of the periodic notification form, you write what you want to tell immigration, such as why you cannot submit required attached documents. If there is not enough space, attach a separate sheet (free format).
Certificates from public agencies have not arrived
In 2026, applications for issuing certificates were concentrated. In its announcement of May 20, 2026, ISA allowed certificates from public agencies that could not be submitted by May 31 to be submitted later as an addition.
- Submit each certificate as soon as it is issued, together with the separate sheet attached to the announcement
- Submit documents other than the certificates by May 31
- Instead of the social insurance premium payment status response form, you may submit copies of receipts or payment notices for health insurance and employees’ pension insurance premiums
This is handling based on the 2026 announcement. As of October 8, 2026, it has not been announced whether the same handling will apply in 2027. Please check the ISA announcements before submitting.
Documents from the registered support organization are not ready
If you entrust all support to a registered support organization, the company compiles the status of support and submits it. Even if documents from the registered support organization are late, it is the company that submits the periodic notification. A registered support organization cannot submit the periodic notification on the company’s behalf.
You planned to omit documents, but your user registration is not complete
Companies that meet the “certain criteria” can omit some attached documents only when they submit online. However, if your user registration for electronic notification is not complete, you may not meet the criteria, and omission may not be allowed. If you submit by mail or at the counter, you cannot omit documents.
(Sources: Operational guidelines, Immigration Services Agency, “Submission of attached documents for the periodic notification under the Specified Skilled Worker system (announcement)”, Immigration Services Agency, “Common mistakes in the periodic notification”, Periodic notification: list of documents to submit)
When you notice a mistake or an omission after submitting
If you notice a mistake after submitting, submit a corrected notification form again. How to do this depends on whether you submitted on paper or by electronic notification.
| Situation | What to do |
|---|---|
| There was a mistake in a periodic notification submitted on paper | You need to submit a corrected notification form. Contact the regional immigration office where you actually submitted it |
| There was a mistake in a periodic notification submitted by electronic notification, or there are additional documents | Submit a statement of reasons (free format) and the corrected notification form, etc. (on paper) at the counter or by mail to the regional immigration office with jurisdiction over the company’s address (for a corporation, the location of the head office as registered) |
| There was a mistake in a submitted ad hoc notification | You need to submit a corrected notification form. Contact the regional immigration office where you actually submitted it |
| You later noticed that you failed to submit an ad hoc notification | Submit it promptly as a late notification, with a statement of reasons attached |
Which documents to correct and how depends on the content of the notification. If you are unsure how to correct it, it is reassuring to check with the regional immigration office you submit to before submitting.
(Sources: Immigration Services Agency, “Frequently asked questions about the periodic notification (Q&A)”, Ad hoc notification Q&A)
What happens if you leave a notification unsubmitted (stages of risk)
If you leave a notification unsubmitted, the treatment may become more serious step by step. It is important to submit as soon as you notice and to explain the reason.
Effect on accepting workers
If the periodic notification has not been submitted, acceptance of Specified Skilled Worker foreign nationals is, as a rule, not allowed. The ISA page also says that companies that do not submit notifications properly will no longer be able to accept Specified Skilled Worker foreign nationals.
From guidance and advice to an improvement order
If the content of a notification shows that the company does not meet the criteria, immigration gives guidance and advice to correct it. If the company does not follow it, it becomes subject to an improvement order (改善命令).
When an improvement order is issued, it is made public. Violating an improvement order is subject to imprisonment of up to 6 months or a fine of up to 300,000 yen (Immigration Control and Refugee Recognition Act, Article 71-3).
You may become unable to be a specified skilled worker affiliated organization
Not submitting a notification, or submitting a false notification, is listed as one of the grounds that disqualify a company from being a specified skilled worker affiliated organization (grounds for disqualification). It may apply if the act occurred within the 5 years before the date the Specified Skilled Worker employment contract is concluded, or after that date.
However, the operational guidelines say that whether it applies is judged according to the seriousness of each individual case. The examples given are cases such as the following:
- A foreign national went missing, but the company did not report it, and it only came to light through an immigration crackdown or similar action
- The company received guidance several times to submit notifications on the status of activities or the status of support, but still did not submit them
Existing explanation (Japanese): What responsibilities does a company bear when a Specified Skilled Worker foreign national goes missing? Disadvantages and penalties by cause
Fines and non-penal fines
The penalties for not submitting a notification or submitting a false notification differ depending on the type of notification.
| Notification | Penalty | Legal basis |
|---|---|---|
| Notification on changes, termination, or conclusion of the employment contract | Fine of up to 300,000 yen | Immigration Control and Refugee Recognition Act, Article 71-4, item 1 |
| Within the periodic notification, the notification of the names, activities, etc. of the foreign nationals you accept | Fine of up to 300,000 yen | Immigration Control and Refugee Recognition Act, Article 71-4, item 1 |
| Notifications on changes to the support plan, the support entrustment contract, difficulty in continuing acceptance, and non-conformity with the criteria | Non-penal fine of up to 100,000 yen | Immigration Control and Refugee Recognition Act, Article 77-2 |
| Within the periodic notification, the notification of the status of support, etc. | Non-penal fine of up to 100,000 yen | Immigration Control and Refugee Recognition Act, Article 77-2 |
If a representative or employee of the company commits a violation subject to a fine (including a violation of an improvement order) in the course of the company’s business, a fine is imposed not only on the person who committed the act but also on the company (dual liability provision, Immigration Control and Refugee Recognition Act, Article 76-2).
On-site inspections
The regional immigration office may conduct on-site inspections by visiting the company, or inspections by phone or mail. Refusing immigration’s request for a report or an on-site inspection, or giving false answers, is subject to a fine of up to 300,000 yen (Immigration Control and Refugee Recognition Act, Article 71-4, item 2).
There is no rule such as “a penalty after a certain number of days late”
The ISA materials do not set a standard such as “a penalty applies after a certain number of days late.” What the law lists as subject to a fine or a non-penal fine is not submitting a notification or submitting a false notification. The treatment may change depending on the reason for the delay, the number of days, and what you did afterwards, so if you are worried, please consult a specialist.
(Sources: Immigration Services Agency, “Preparation guidelines for the notification on the status of acceptance, activities, and support of Specified Skilled Worker foreign nationals (periodic notification)”, Immigration Services Agency, “Notifications by specified skilled worker affiliated organizations and registered support organizations”, Operational guidelines, Ministerial Ordinance on the Criteria for Specified Skilled Worker Employment Contracts and Support Plans for Specified Skilled Worker (i) Foreign Nationals (e-Gov), Immigration Control and Refugee Recognition Act (e-Gov), Immigration Services Agency, “Cooperation with on-site inspections and notifications under the Specified Skilled Worker system (announcement)”)
Points for registered support organizations to watch
If documents from the registered support organization are late, the company’s periodic notification will also be late. It is reassuring to set your own deadline earlier than the company’s deadline.
- Documents for the periodic notification: Give the company the status of support and, if needed, the signature section (Attachment 2) early.
- You cannot submit on the company’s behalf: A registered support organization cannot submit the company’s periodic notification on its behalf.
- When your own notification is late: If a notification such as the notification on changes to registered matters (within 14 days) is late, the list of documents to submit says to attach a statement of reasons in this case too.
- Revocation of registration: The ISA page says that if the status of support is not submitted, the registration of the registered support organization may be revoked.
(Sources: Immigration Services Agency, “Notifications by specified skilled worker affiliated organizations and registered support organizations”, Common mistakes in the periodic notification)
Preparing so you are not late next year
The quickest way to prevent delays is to build the notification schedule into your company’s systems.
- Register as a user early: The operational guidelines ask you to apply for user registration at least 3 months before the deadline for electronic notification.
- Request certificates early: In 2026, applications for certificates were concentrated.
- Catch the triggers for ad hoc notifications: Set up a flow so that the person in charge is informed when someone leaves, a contract changes, the organization entrusted with support changes, and so on.
The schedule for the year is summarized in the annual calendar in the parent article.
(Sources: Operational guidelines, Announcement on attached documents)
Frequently asked questions
Q Is there a set form for the statement of reasons? A No. The list of documents to submit says it is “free format.”
Q After how many days late does a penalty apply? A The ISA materials do not set a standard based on the number of days. What is subject to a fine or a non-penal fine is not submitting a notification or submitting a false notification. Once you notice the delay, please submit right away.
Q We forgot the notification for a person who left the company. A For an event that occurred while the person was staying with Specified Skilled Worker status, a notification is required even after the person leaves the company or leaves Japan. Attach a statement of reasons and submit it now.
Q Will submitting late affect our next acceptance of workers? A If the periodic notification has not been submitted, acceptance is, as a rule, not allowed. We could not find any specific description in the ISA materials of how a late submission is treated. For your individual circumstances, please consult a specialist.
Q Can the later submission of certificates allowed in 2026 be used next year too? A As of October 8, 2026, the handling for 2027 has not been announced. Please check the ISA announcements.
(Sources: Periodic notification: list of documents to submit, Ad hoc notification Q&A, Periodic notification preparation guidelines, Announcement on attached documents)
Summary
- You can still submit the periodic notification and ad hoc notifications after the deadline has passed.
- If you are late, attach a statement of reasons (free format) and submit right away. If only some documents are not ready in time, explain why in the remarks column or on a separate sheet.
- If you leave a notification unsubmitted, there are risks such as no longer being able to accept foreign workers, and becoming subject to an improvement order, a fine, or a non-penal fine.
Please check the parent article for the overall picture of notifications and the flow of the year.
Primary Sources Referenced in Article Creation
- Immigration Services Agency, “Notifications by specified skilled worker affiliated organizations and registered support organizations”
- Immigration Services Agency, “Frequently asked questions about ad hoc notifications from specified skilled worker affiliated organizations (Q&A)”
- Immigration Services Agency, “Periodic notification by specified skilled worker affiliated organizations: list of documents to submit”
- Immigration Services Agency, “Frequently asked questions about the periodic notification (Q&A)”
- Immigration Services Agency, “Preparation guidelines for the notification on the status of acceptance, activities, and support of Specified Skilled Worker foreign nationals (periodic notification)”
- Immigration Services Agency, “Submission of attached documents for the periodic notification under the Specified Skilled Worker system (announcement)”
- Immigration Services Agency, “Common mistakes in the periodic notification”
- Immigration Services Agency, “Operational Guidelines for Accepting Specified Skilled Foreign Workers”
- Immigration Services Agency, “Cooperation with on-site inspections and notifications under the Specified Skilled Worker system (announcement)”
- Immigration Services Agency, “List of application and notification forms related to Specified Skilled Workers”
- Immigration Control and Refugee Recognition Act (e-Gov)
- Ordinance for Enforcement of the Immigration Control and Refugee Recognition Act (e-Gov)
- Ministerial Ordinance on the Criteria for Specified Skilled Worker Employment Contracts and Support Plans for Specified Skilled Worker (i) Foreign Nationals (e-Gov)
This article is a translation of the original Japanese version.
