This page lists all 15 documents you need for “Child born in Japan”. Tap any document to see what it is, where to get it, how to request it and what it costs.
Application for acquisition of status of residenceThis is the MAIN form of the whole application — Application for acquisition of status of residence (在留資格取得許可申請書), issued by the Immigration Services…See detailsWhat this document is
This is the MAIN form of the whole application — Application for acquisition of status of residence (在留資格取得許可申請書), issued by the Immigration Services Agency. Every other document is an attachment to it; without it you cannot file at all.
What it must show
- Use the LATEST official version — old versions may be rejected
- Fill it in Japanese, clearly, with no corrections
- Attach the photo and sign in the designated boxes
- Some procedures have a section for your COMPANY / sponsor to fill in — ask them to complete it
Where to get it
Download the latest version from the Immigration Services Agency website, or pick it up at an Immigration counter. IIKANZI VISA can also fill it in for you and export a print-ready PDF.
How to get it
- Option 1: download the blank form from the Agency site and fill it in by hand
- Option 2: use IIKANZI VISA — answer step by step, the app fills the right boxes and exports a PDF
- Print it, sign, attach the photo, and submit together with the other documents
Cost & time
The form itself is free. A fee (paid with a 収入印紙 revenue stamp) applies only when your application is APPROVED — check the Agency's current fee notice.
Notes
Each procedure uses a different form — submitting the wrong one gets your application returned. Check the form name above before printing.
🧭Your family-case situationThese questions decide (1) which income-proof documents the sponsor must gather and (2) whether you must prepare a return envelope yourself. A wrong…See details
What this document is
These questions decide (1) which income-proof documents the sponsor must gather and (2) whether you must prepare a return envelope yourself. A wrong answer means wasted trips or a returned application.
What it must show
- Tax certificates key off 1 January (賦課期日). The city issues 課税証明書・納税証明書 only to people registered as residents on 1 January of that fiscal year. Arriving mid-year means going home empty-handed.
- What to submit instead. The last 2-3 payslips (給与明細) plus a certificate of employment (在職証明書). Add a short written reason (理由書) stating you arrived recently so the city cannot issue them.
- What Immigration says. The official page states: 「入国後間もない場合や転居等により、お住まいの区役所・市役所・役場から発行されない場合は、最寄りの地方出入国在留管理官署にお問い合わせ下さい」— newcomers are an anticipated case, not an automatic refusal.
- Who files. The return envelope only exists so the Bureau can post the COE. When a law / immigration office files as your 申請取次, they use an envelope addressed to their own office. Since 17 Mar 2023 you may also receive the COE by e-mail (電子交付), which removes the envelope entirely.
Notes
If you are unsure, leave it blank — the app then shows the FULL set, which is the safe side: extra papers are accepted, missing ones get you sent home.
Residence CardYour current residence card. Photograph/enter it to capture the card number, residence status, and expiry.See detailsWhat this document is
Your current residence card. Photograph/enter it to capture the card number, residence status, and expiry.
What it must show
- Photograph BOTH SIDES
- The back has the address + renewal notes
Where to get it
You keep it (law requires you to carry it).
How to get it
- Photograph the front (photo + card number + status + expiry)
- Photograph the back (address + notes)
Notes
Bring the original when submitting at the Bureau.
PassportPassport to verify identity. When submitting in person at the Bureau you must BRING THE ORIGINAL to show.See detailsWhat this document is
Passport to verify identity. When submitting in person at the Bureau you must BRING THE ORIGINAL to show.
What it must show
- Still valid
- Photograph/enter the personal-info page (the page with your photo)
Where to get it
You keep it. If expired: apply for a reissue at the Vietnamese Embassy/Consulate in Japan.
How to get it
- Photograph the info page clearly (photo + passport number)
- Bring the original when submitting at the Bureau
Notes
The app stores photos on your device and doesn't send them online.
Certificate of EmploymentA company-issued letter confirming you are an employee: position, job duties, start date, and salary.See detailsWhat this document is
A company-issued letter confirming you are an employee: position, job duties, start date, and salary.
What it must show
- Company name + official seal
- States position, job duties, start date, salary
Where to get it
Your company's HR / general affairs department.
How to get it
- Ask the company to issue this letter
- Say clearly it's for a residence renewal / change of status
Notes
The job duties must MATCH your residence status (e.g. Engineer = technical/office work, not manual labor).
Withholding Tax Slip (gensen)Year-end tax withholding slip issued by your company (源泉徴収票, gensen) — proves your annual income. The version matching the current tax set is Reiwa 6…See detailsWhat this document is
Year-end tax withholding slip issued by your company (源泉徴収票, gensen) — proves your annual income. The version matching the current tax set is Reiwa 6 · 2024 income.
What it must show
- The gensen Reiwa 6 · 2024 income version
- Or recent months' payslips (kyuuyo-meisai)
Where to get it
Your company's HR / accounting department.
How to get it
- Withholding slip: issued by the company at year-end; if lost, ask for a reissue
- Payslips: get paper copies or print from the company payroll system
Notes
If you changed companies mid-year, get the withholding slip from your FORMER company too. ⏱️ NEWCOMER — DO YOU ALREADY HAVE THIS? The gensen is issued by the company after 年末調整 (year-end tax adjustment), around December / early the next year. ➊ You've worked through at least one year-end adjustment (year 2025 or earlier): you HAVE a gensen (令和7年分, 2025 income). ➋ Just arrived / just started working this year: you have NO gensen yet since you haven't been through a year-end adjustment → the first one comes out in around December 2026 – early 2027; while waiting, submit your last 3 MONTHS' PAYSLIPS instead to prove income.
Income certificateCertificate of annual INCOME + municipal (resident) tax (課税証明書, kazei-shōmeisho). The version to use now is Reiwa 7 nendo · 2024 income.See detailsWhat this document is
Certificate of annual INCOME + municipal (resident) tax (課税証明書, kazei-shōmeisho). The version to use now is Reiwa 7 nendo · 2024 income.
What it must show
- Shows total annual income + municipal tax amount
- Request exactly the Reiwa 7 nendo · 2024 income version
Where to get it
Apply at the CITY HALL (shiyakusho) where you were REGISTERED AS A RESIDENT on 1/1/2025. If you lived in a different city on that date, you must apply at that former city.
How to get it
- Bring your residence card (or My Number card) to the city hall
- Request the Reiwa 7 nendo · 2024 income version
- With a My Number card you can also get it at a kiosk in a convenience store
Cost & time
About 300 yen per copy. Issued the same day.
Notes
Why NOT a newer year (income 2025): that year's municipal tax is paid in several installments and is only FULLY paid around early 2027 — until then the tax-payment certificate is not “clean”. So for now, get all 3 documents consistently for the 2024 income year.
- Tax payment certificateCertificate that municipal tax has been FULLY PAID with no arrears (納税証明書, nōzei-shōmeisho). Get it together with the Reiwa 7 nendo · 2024 income…See details
What this document is
Certificate that municipal tax has been FULLY PAID with no arrears (納税証明書, nōzei-shōmeisho). Get it together with the Reiwa 7 nendo · 2024 income income certificate.
What it must show
- Confirms municipal tax is fully paid with no arrears
- Same year as the income certificate (Reiwa 7 nendo · 2024 income)
Where to get it
Same place as the income certificate: the city hall where you resided on 1/1/2025.
How to get it
- Request it at the same time as the income certificate
- Clearly ask for the “fully paid, no arrears” version
Cost & time
About 300 yen per copy. Issued the same day.
Notes
If you have arrears or haven't finished paying, you can't get a “clean” certificate — that's why you use an income year for which tax is already fully paid.
Payslips (last 3 months)The last 3 MONTHS' payslips (給与明細, kyuuyo-meisai) of the SPONSOR (you) — proving your CURRENT income. Especially needed when you're NEW to Japan /…See detailsWhat this document is
The last 3 MONTHS' payslips (給与明細, kyuuyo-meisai) of the SPONSOR (you) — proving your CURRENT income. Especially needed when you're NEW to Japan / just started working and don't yet have a full year of income, so you don't yet have income & tax certificates (課税/納税証明書).
What it must show
- 3 CONSECUTIVE, most recent months (one image per month)
- Clearly show the recipient's name + pay month + total received (支給額)
- The company-issued version (paper or printed from the payroll system)
Where to get it
Your company's HR / accounting department, or print it yourself from the company payroll system (給与明細 Web).
How to get it
- Request or print the payslips for the last 3 months
- Photograph each one clearly — one image per month (3 slots)
Cost & time
Free (issued by the company).
Notes
If you've worked in Japan for LESS than a year: you don't have 課税/納税証明書 yet → submit 3 months' payslips INSTEAD to prove income. If you already have the tax certificates, this is a supporting document for extra assurance.
Certificate of ResidenceCertificate of residence and household members (juuminhyo). For sponsorship / family cases you need the version that lists the WHOLE HOUSEHOLD and…See detailsWhat this document is
Certificate of residence and household members (juuminhyo). For sponsorship / family cases you need the version that lists the WHOLE HOUSEHOLD and INCLUDES the relationship, to prove your relationship with family.
What it must show
- The WHOLE-HOUSEHOLD version — 世帯全員 (not the single-person one)
- INCLUDES the RELATIONSHIP to the head of household — 続柄 shown (あり)
- INCLUDES NATIONALITY (国籍) and RESIDENCE STATUS (在留資格) for foreign residents
- Does NOT print the My Number (個人番号) — the Bureau will NOT accept a version with My Number
Where to get it
The CITY HALL where you're currently registered — 市役所 (city) or 区役所 (ward, in large cities). Find the nearest: open Google Maps and type “市役所” or “区役所” + your city/ward name → pick the closest. With a My Number card you can also get it at a kiosk in a convenience store.
How to get it
- Bring your residence card (在留カード) or My Number card to the city hall and take a number for the resident-record (住民票) counter
- Say (or hand over a note): 「世帯全員、続柄記載あり、マイナンバー無しの住民票を１通ください」— meaning: “Please give me 1 whole-household resident record, WITH relationship, WITHOUT My Number.”
- Pay ~300 yen, receive it the same day. Large households may span 2 pages → ask for both pages
Cost & time
About 300 yen per copy. Issued the same day.
Notes
A version missing the relationship, or one that PRINTS My Number, will be returned by the Bureau — remember to state both conditions when requesting.
Proof of relationshipA document proving the family relationship between the baby and the caregiver (parent): a marriage-acceptance certificate, family register, marriage…See detailsWhat this document is
A document proving the family relationship between the baby and the caregiver (parent): a marriage-acceptance certificate, family register, marriage certificate, or birth certificate — choose 1.
What it must show
- Choose 1 of: marriage-acceptance certificate / family register / marriage certificate / birth certificate
- Foreign document → attach a Japanese translation
Where to get it
Japan: the city hall. Vietnam: the commune/ward People's Committee.
How to get it
- Obtain 1 relationship document
- If in a foreign language: translate into Japanese
Notes
Just 1 document that proves the caregiving relationship is enough.
Birth registration acceptance certificateCertification that the baby's birth has been registered: a birth certificate (issued by the hospital) and a birth-registration acceptance certificate…See detailsWhat this document is
Certification that the baby's birth has been registered: a birth certificate (issued by the hospital) and a birth-registration acceptance certificate (issued by the city hall after the birth registration).
What it must show
- Register the birth within 14 days of birth
- Request the acceptance certificate after registration
Where to get it
Birth certificate: the hospital of birth. Acceptance certificate: the city hall.
How to get it
- Get the birth certificate from the hospital when the baby is born
- Go to the city hall to register the birth (within 14 days)
- Also request the acceptance certificate to submit to the Bureau
Notes
⚠ You MUST apply for the baby's residence status within 30 DAYS of birth — being late makes the baby an illegal resident.
Maternal and Child Health HandbookThe Maternal and Child Health Handbook, used as supporting proof of the birth.See detailsWhat this document is
The Maternal and Child Health Handbook, used as supporting proof of the birth.
What it must show
- Photograph the page with the baby's birth information
Where to get it
Issued to you by the city hall during pregnancy.
How to get it
- Photograph the page with the birth information
Notes
Not required everywhere — have it ready to be safe.
Baby's passportThe baby's passport (if made). If not ready in time, replace it with a “statement of reasons for not yet having a passport”.See detailsWhat this document is
The baby's passport (if made). If not ready in time, replace it with a “statement of reasons for not yet having a passport”.
What it must show
- Photograph the info page if you have one
- If not → write a statement of reasons for not yet having a passport
Where to get it
The Vietnamese Embassy/Consulate in Japan (to make the baby's passport).
How to get it
- If you have one: photograph the info page
- If not: submit the statement of reasons, add the passport later
Notes
Applying for the baby's residence status doesn't strictly require a passport first, but it's best to do it early.
Information for the formThe remaining form fields you fill in yourself: current address, phone number, planned timing, how living costs are paid (shiben-houhou)…See detailsWhat this document is
The remaining form fields you fill in yourself: current address, phone number, planned timing, how living costs are paid (shiben-houhou)…
What it must show
- Fill in exactly as your documents (address per the juuminhyo)
- The phone number must be reachable
How to get it
- The app will ask each field simply (later version)
- Check consistency with the documents you've submitted
Notes
Inconsistent information across documents easily leads to extra questions from the Bureau / a longer review.