Residence Card Notification Duties in Japan: Moves, Jobs and 14 Days

Mid- to long-term residents (中長期在留者) have a duty to file a notification, in principle within 14 days, when their address (place of residence), their affiliated organization such as an employer or school, or their name, nationality or similar details change. The place of residence is reported to the municipal office, while changes of affiliated organization, name and similar details are reported to the Immigration Services Agency (出入国在留管理庁, ISA). Failing to file can lead to a fine and may also count against you when you apply to extend your period of stay or for permanent residence.

Residence card notifications at a glance

A mid- to long-term resident is a foreign national staying in Japan with a period of stay of more than three months who has been issued a residence card (在留カード). The main notifications and deadlines are as follows.

Reporting your place of residence (moving in and moving house)

You report your place of residence at the municipal office, taking your residence card with you. If you present your residence card and file a moving-in notification or similar under the Basic Resident Register (住民基本台帳), you are deemed to have reported your place of residence. No separate notification to the ISA is needed.

• If you have newly entered Japan, report within 14 days of establishing your place of residence.
• If you move house, report at the municipal office for your new address within 14 days of moving.
• Once the notification is complete, your new place of residence is recorded on the back of your residence card.

After 90 days, it becomes a ground for revoking your status of residence

Failing to make the following notifications without a legitimate reason may lead to revocation of your status of residence (在留資格).

• Not reporting your place of residence within 90 days of becoming a mid- to long-term resident
• Not reporting a new place of residence within 90 days of leaving your previous one
• Reporting a false place of residence

Take particular care during periods of repeated moves, such as moving from company housing or a short-term rental into a home under a standard lease.

Notifications concerning affiliated organizations

Notifications made by the individual

People staying on a work-related status, as students or on similar statuses must notify the ISA when something changes at the company or school they belong to. Notifications can be made in person, by post or online (through the ISA Electronic Notification System).

If you change jobs, report the end of your contract with the previous company and the new contract with the new company, each within 14 days. As long as you work within the scope of the same status of residence, you do not need to change your status, but you do need to file the notifications. If the nature of your activities will change, consider an application for change of status of residence.

Notifications concerning a spouse

People whose status of residence is based on being a spouse, such as Dependent, Spouse or Child of Japanese National, or Spouse or Child of Permanent Resident, must file a notification within 14 days of divorce or the death of their spouse.

Notifications made by the company (affiliated organization)

Companies that accept mid- to long-term residents also have a duty to endeavour to notify the ISA within 14 days of the start or end of the arrangement. However, employers that file a report on the employment status of foreign nationals with Hello Work (the public employment service) are exempt from this notification. That report is mandatory for every employer that hires foreign nationals. Hiring procedures are explained in Hiring foreign employees and work visas.

The employer’s report on the employment status of foreign nationals

When an employer hires a foreign national and when that person leaves, it files a report on the employment status of foreign nationals with Hello Work. For employees who become insured under employment insurance, the status of residence and other details are entered on the employment insurance notification of acquisition or loss of insured status. For those who do not become insured, the foreign national employment status report form is submitted by the last day of the month following the date of hiring or departure.

What you need to file

• In person: show your residence card and submit the notification form
• By post: enclose a copy of your residence card with the notification form
• Through the electronic notification system: register your user information in advance

Carrying, renewing and replacing your residence card

• Duty to carry: anyone aged 16 or over must carry their residence card at all times and present it when asked by a police officer or other official.
• Renewing the card’s validity: people such as permanent residents, whose residence card has a validity period separate from their period of stay, must apply to renew the card before it expires.
• Loss or theft: apply for reissuance within 14 days of learning of it.
• Soiling or damage: you can also apply for reissuance if the card is badly soiled or damaged.

What the residence card shows

The front of the residence card shows your name, nationality/region, place of residence, status of residence, period-of-stay expiry date, any work restrictions and the card’s validity period, among other details. The back records your place of residence after any move, whether you have permission to engage in activities other than those permitted under your status, and whether an application such as an extension of your period of stay is pending.

When hiring a foreign national, a company checks both the front and the back. The ISA also provides an online service for checking whether a residence card number has been invalidated.

When you leave Japan

If you are leaving temporarily and will use a special re-entry permit (みなし再入国許可) or a re-entry permit, leave Japan with your residence card. If you are leaving with no plans to return, surrender your residence card at the airport or other port of departure. If you are moving abroad, also check the moving-out procedure at your municipal office.

Specified Residence Card (from June 2026)

From 14 June 2026, the Specified Residence Card (特定在留カード), which combines the residence card and the My Number Card, came into operation. Obtaining one is optional, and you may continue to hold two separate cards. Combining the cards does not change your duty to report your place of residence or affiliated organization.

Penalties for failing to file and the impact on immigration reviews

Beyond the penalties, the impact on immigration reviews is a serious issue. When you apply to extend your period of stay, compliance with notification duties is taken into account in deciding the length of the period granted. In permanent residence reviews, the notifications required by the Immigration Control Act are also checked as public obligations. For details, see Permanent residence in Japan: requirements and key review points.

If a notification is late

As soon as you realize a deadline has passed, file the notification immediately. The longer it is left unfiled, the more likely you are to be asked for an explanation in a review. Keep a record of the reason for the delay and the date you filed.

Company executives are also subject to these duties. If the company moves its head office, the executive must personally file a notification concerning the affiliated organization within 14 days, separately from the registration of the change, which is due within two weeks.

Internal systems to prevent missed notifications

• Keep a single list of foreign employees’ period-of-stay expiry dates and residence card expiry dates
• Remind employees that a notification is required when they move, marry or divorce, or leave the company
• When the company changes its name or moves its head office, check the notifications for executives and employees together
• Keep copies of notifications and records of electronic submissions

Summary

Residence card notifications are filed in principle within 14 days: the place of residence with the municipal office, and affiliated organization and personal details with the ISA. Missed notifications not only attract penalties but also affect renewal and permanent residence reviews.

Working with partner administrative scriveners (行政書士) and labor and social security attorneys (社会保険労務士), TIMOA helps manage foreign employees’ periods of stay and notifications, files notifications concerning affiliated organizations, and handles applications to change or extend status of residence. For details, see our Visas, Talent & Living page.