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 situationYour answers decide (1) how many tax certificates the supporter needs and for which fiscal years, (2) whether payslips are submitted instead, (3)…See detailsWhat this document is
Your answers decide (1) how many tax certificates the supporter needs and for which fiscal years, (2) whether payslips are submitted instead, (3) whether you must prepare a return envelope. A wrong answer means wasted trips or a returned application.
What it must show
- 📇 Forgot the date? Turn your residence card OVER. The address line records the DATE you registered at the city hall (住居地記載日) — use THAT date, not your entry date. Arriving in late December but registering in January counts as the NEXT year and shifts your tax certificates by a full year.
- Registered before 1/1/2025 → the full set of three: 課税証明書 Reiwa 8 nendo · 2025 income (latest) ＋ 課税証明書 Reiwa 7 nendo · 2024 income ＋ 納税証明書 Reiwa 7 nendo · 2024 income.
- Registered during 2025 → only fiscal year 8 exists. Submit 課税 ＋ 納税 both for Reiwa 8 nendo · 2025 income; the payment certificate still showing an outstanding balance is NORMAL as long as nothing is overdue. Add three payslips, because the 2025 income may only count from your arrival.
- Registered on or after 1/1/2026 → no tax certificate exists yet; the first one comes around June 2027 (令和9年度). Replace it with a certificate of employment ＋ the last three payslips ＋ a short written reason (理由書).
- Common trap: arriving in November or December still gets you a 住民票 by 1 January, so a certificate DOES exist — but it only shows one or two months of income. Having the paper is not the same as proving your finances; add payslips anyway.
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).
Income certificate — latest yearCertificate of annual INCOME + municipal tax (課税証明書). This is the most recent version the city can issue: Reiwa 8 nendo · 2025 income. Immigration…See detailsWhat this document is
Certificate of annual INCOME + municipal tax (課税証明書). This is the most recent version the city can issue: Reiwa 8 nendo · 2025 income. Immigration reads this one to see the supporter's latest income.
What it must show
- Reiwa 8 nendo · 2025 income — shows total 2025 income and the municipal tax amount.
- You can get it if you had a 住民票 on 1/1/2026. If you were not in Japan that day the city cannot issue it — see the 🧭 station at the start.
- Low or no income still works: you get a 非課税証明書 (tax-exempt version), which Immigration accepts.
Where to get it
The city hall (shiyakusho) where you were REGISTERED AS A RESIDENT on 1/1/2026. Whichever city that was, that is where you apply — if you have moved, go back to the old city or request it by post.
How to get it
- Take your residence card (or My Number card) to the city hall
- State each fiscal year you need — read out the 令和 year shown above
- With a My Number card you can also use the kiosk in a convenience store, which is cheaper
Cost & time
About 300 yen per copy, issued the same day. Ask for all three at once (two income certificates + one tax-payment certificate) so you only make one trip.
Notes
This version is issued from about mid-May (if your tax is deducted from salary) or early June (if you pay it yourself). Before that the city only has the older version — Immigration understands this.
- Tax payment certificate — latest yearCertificate that municipal tax has been PAID with no arrears (納税証明書). Use the Reiwa 8 nendo · 2025 income version — the SAME fiscal year as the…See details
What this document is
Certificate that municipal tax has been PAID with no arrears (納税証明書). Use the Reiwa 8 nendo · 2025 income version — the SAME fiscal year as the latest income certificate above.
What it must show
- Current version: Reiwa 8 nendo · 2025 income. Obtainable if you had a 住民票 on 1/1/2026.
- This year's municipal tax is still being paid in instalments (salary deduction June → May, or four instalments), so an outstanding balance on the sheet is NORMAL — you can still obtain it and submit it.
- The only thing to avoid is an overdue amount (滞納). Pay each instalment on time and the certificate stays clean.
- Immigration's own document list names the fully-due year (Reiwa 7 nendo · 2024 income); that sheet is the station below — worth adding.
Where to get it
The city hall (shiyakusho) where you were REGISTERED AS A RESIDENT on 1/1/2026. Whichever city that was, that is where you apply — if you have moved, go back to the old city or request it by post.
How to get it
- Take your residence card (or My Number card) to the city hall
- State each fiscal year you need — read out the 令和 year shown above
- With a My Number card you can also use the kiosk in a convenience store, which is cheaper
Cost & time
About 300 yen per copy, issued the same day. Ask for all three at once (two income certificates + one tax-payment certificate) so you only make one trip.
Notes
If you have OVERDUE tax you cannot get a “clean” certificate — pay it off first. Tax arrears weigh heavily in the assessment (素行不良). Switching to salary deduction (特別徴収) is the surest way to keep the certificate clean.
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.
Written reason — no tax certificateA letter explaining WHY you cannot submit the income and tax-payment certificates, with a promise to file them once issued. Without it the…See detailsWhat this document is
A letter explaining WHY you cannot submit the income and tax-payment certificates, with a promise to file them once issued. Without it the application simply looks incomplete; with it Immigration sees an anticipated case.
What it must show
- Standard Japanese administrative-letter layout: date (right) → bureau name + 殿 → writer's name/nationality/date of birth/address (right) → the title 理由書 → opening → 記 with numbered points → 以上.
- What the app writes for you: your arrival and registration dates · the 1 January assessment rule that means no tax was levied · the substitute documents (three payslips + certificate of employment) · a promise to file the certificate once issued.
- Print it and SIGN by hand next to your name. Letters to Immigration should be in Japanese — the app handles that.
- Check before printing: take the arrival date from the entry stamp in your passport, and the registration date from the BACK of your residence card (住居地記載日).
Where to get it
You make it yourself — use the “Download the letter (PDF)” button in this station.
How to get it
- Fill in the four boxes above
- Press “Download the letter (PDF)”
- Print on A4 and sign by hand
- File it right after the payslips
Cost & time
Free — one sheet of paper.
Notes
If a law office files for you they usually write this letter themselves — hand them the app's version so you don't have to explain everything again.
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. For a baby, the simplest is a COPY of the birth certificate (出生証明書 — the part signed by the doctor/midwife on the 出生届 form); photocopy it before submitting at city hall. The parents' marriage certificate is NOT needed.
Japanese translationA Japanese translation of the relationship document (marriage/birth).See detailsWhat this document is
A Japanese translation of the relationship document (marriage/birth).
What it must show
- Translate the full content of the original
- Clearly write the translator + translation date
Where to get it
You can translate it yourself, or use a translation service.
How to get it
- Translate faithfully to the content
- At the end write: translator's name, signature, date
Notes
The Bureau accepts a self-translation, but the translator MUST be clearly identified.
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.
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.
Document checklist
8 documents · print it or tick it on your phone as each one is ready.
⬇ Download checklist PDF