This page lists all 19 documents you need for “Tokutei Ginou 2 renewal”. Tap any document to see what it is, where to get it, how to request it and what it costs.
Application for extension of period of stayThis is the MAIN form of the whole application — Application for extension of period of stay (在留期間更新許可申請書), issued by the Immigration Services…See detailsWhat this document is
This is the MAIN form of the whole application — Application for extension of period of stay (在留期間更新許可申請書), 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.
ID photo (3×4cm)A portrait photo pasted onto the application form (for COE, on the applicant's page). The Bureau uses it for identification.See detailsWhat this document is
A portrait photo pasted onto the application form (for COE, on the applicant's page). The Bureau uses it for identification.
What it must show
- Size 3×4 cm (width × height)
- Plain WHITE background, no pattern
- Taken within the last 3 months
- Face forward, no hat, no sunglasses, face clearly visible
Where to get it
An ID-photo booth (shoumei-shashinki) at a station / convenience store, or a photo shop (shashin-ya).
How to get it
- Find an ID-photo booth (shoumei-shashin) or go to a photo shop
- Choose the 3×4cm size (the visa / résumé type)
- Print or save the photo; the app will insert it into the form
Cost & time
Automated booth ~800–1000 yen.
Notes
You may use a white-background camera app, but the photo must be clear and exactly a 3×4 ratio.
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.
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.
Employment contractThe contract + current working conditions, proving you still work legally at the accepting company.See detailsWhat this document is
The contract + current working conditions, proving you still work legally at the accepting company.
What it must show
- Still valid, signed by both parties
- States the job + salary
Where to get it
The accepting company (the supervising organization).
How to get it
- Request a copy of the latest contract / employment-conditions document
Notes
If you changed companies, prepare the new company's contract + the reason for the change.
Tax & time in JapanUnpaid or late tax / pension / insurance is the most common reason Tokutei applications fail. If it happened, Immigration does NOT auto-refuse — but…See detailsWhat this document is
Unpaid or late tax / pension / insurance is the most common reason Tokutei applications fail. If it happened, Immigration does NOT auto-refuse — but you must file an explanation saying why, and whether you have paid it up.
What it must show
- Not sure → get your record at the pension office (被保険者記録照会回答票); it shows everything
- Back-payment is possible for up to 2 years — pay up BEFORE filing
- If unsure, pick “Not sure” and the app prepares the explanation letter
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.
- Income certificate — fully-paid yearThe same 課税証明書 but one year older: Reiwa 7 nendo · 2024 income. It PAIRS with the tax-payment certificate so Immigration can match “income that year”…See details
What this document is
The same 課税証明書 but one year older: Reiwa 7 nendo · 2024 income. It PAIRS with the tax-payment certificate so Immigration can match “income that year” against “fully paid”. That is why you need two versions from different years.
What it must show
- Reiwa 7 nendo · 2024 income — the same fiscal year as the tax-payment certificate in the next station.
- Immigration requires the payment certificate to be the year whose instalments have all fallen due（全ての納期が経過している直近1年度分）. The newest year is still being deducted monthly, so the payment certificate is always one year behind the income certificate.
- Obtainable if you had a 住民票 on 1/1/2025. If you arrived after that date, skip this one.
- Get it while you are at the counter — an extra copy costs 300 yen; a missing one costs another trip.
Where to get it
The city hall (shiyakusho) where you were REGISTERED AS A RESIDENT on 1/1/2025. 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 one certificate shows BOTH the annual income and the payment status, Immigration accepts that single sheet — the official page says 「いずれか一方でかまいません」. Many cities print them together; just ask at the counter.
- Tax payment certificate — fully-paid yearCertificate that municipal tax has been PAID with no arrears (納税証明書) for Reiwa 7 nendo · 2024 income — the same year as the "fully-paid year" income…See details
What this document is
Certificate that municipal tax has been PAID with no arrears (納税証明書) for Reiwa 7 nendo · 2024 income — the same year as the "fully-paid year" income certificate above. A back-up sheet: Immigration now asks for the newer year, but this is the year their official document list names.
What it must show
- Immigration's document list defines this as the year whose instalments have all fallen due —「全ての納期が経過している直近1年度分」, i.e. Reiwa 7 nendo · 2024 income.
- In practice, as of August 2026 they have also been asking for the NEWER year (Reiwa 8 nendo · 2025 income) — so the app marks the newer sheet as required and this one as recommended. Carrying both saves a second trip.
- Obtainable if you had a 住民票 on 1/1/2025. If you arrived after that date this year does not exist for you and the station hides itself.
- All instalments for this year are settled, so it is the cleanest sheet in the set.
Where to get it
The city hall (shiyakusho) where you were REGISTERED AS A RESIDENT on 1/1/2025. 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.
Explanation letterNeeded only if your record shows late or missed payments. Keep it short and honest: which period, the circumstances (job change, illness, didn't…See detailsWhat this document is
Needed only if your record shows late or missed payments. Keep it short and honest: which period, the circumstances (job change, illness, didn't understand the system…), the date you paid it up, and a commitment to pay on time from now on.
What it must show
- Attach PROOF of back-payment (receipts) — more important than the explanation itself
- Date it and sign by hand
- Don't invent reasons — Immigration can cross-check pension records
Where to get it
You write it yourself (no fixed form). Support organisations usually have a template.
Notes
Filing before you have paid up is very risky — pay it off first, then file.
- Withholding tax slipYear-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 details
What 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 nenbun · 2024 income.
What it must show
- The gensen Reiwa 6 nenbun · 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 2024 or earlier): you HAVE a gensen (令和6年分, 2024 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.
- Who pays your insurance?Immigration's official document list says the insurance and pension papers are required only IF you are enrolled in national health insurance /…See details
What this document is
Immigration's official document list says the insurance and pension papers are required only IF you are enrolled in national health insurance / national pension. If your company enrols you in social insurance, Immigration checks that itself. This question lets the app show only what you actually need.
What it must show
- Check your payslip: lines for 健康保険 + 厚生年金 deducted → company-paid
- Card says 国民健康保険 and you pay at the city hall → self-paid
- Recently arrived / had months between jobs → pick “Both”
Notes
Pick “Both” if unsure — the app will prepare papers for the self-paid period. Extra papers are harmless; missing ones trigger follow-up requests.
National pensionImmigration checks whether you kept up national-pension payments while you were self-enrolled — the single most common reason Tokutei applications…See detailsWhat this document is
Immigration checks whether you kept up national-pension payments while you were self-enrolled — the single most common reason Tokutei applications fail. Many people skipped payments as a trainee or between jobs without realising.
What it must show
- ① The record enquiry reply (被保険者記録照会回答票)
- ② The payment record (納付Ⅱ) OR the last 24 months of receipts
- Mask the basic pension number
- Already filed within the past year with nothing changed → may be omitted
Where to get it
Your local pension office (年金事務所).
How to get it
- At the pension office say: “I'd like the 被保険者記録照会回答票 and 納付Ⅱ, please.”
- Bring your residence card + My Number (+ pension book if you have one)
- Free, usually issued same day
Notes
If you find unpaid months → pay them up FIRST, then request the documents (back-payment is possible for up to 2 years).
- Health insurance papersProves you were enrolled in and paid national health insurance during the self-paid period. Together with pension and tax, this is the trio…See details
What this document is
Proves you were enrolled in and paid national health insurance during the self-paid period. Together with pension and tax, this is the trio Immigration scrutinises most for Tokutei.
What it must show
- ① Myna Portal → print your insurance eligibility info, or copy the 資格確認書
- ② The payment certificate for the latest fiscal year (city hall)
- Mask the insurer number and member symbol/number
- If you have a payment deferral → add a copy of that notice
Where to get it
① Your phone (Myna Portal app) or what you already hold. ② Your city hall (national health insurance desk).
How to get it
- At the city hall say: “I'd like the national health insurance payment certificate, please.”
- Bring your residence card + My Number
- Usually ¥200–400, issued on the spot
Notes
If you filed these within the past year for an earlier application and nothing changed → they may be omitted.
Résumé (CV)A résumé summarizing your education + work history up to now. Immigration uses it to cross-check against what you submitted last time.See detailsWhat this document is
A résumé summarizing your education + work history up to now. Immigration uses it to cross-check against what you submitted last time.
What it must show
- List education + work experience by date
- Consistent with what you submitted to Immigration before
Where to get it
You write it yourself (forms sold at convenience stores / downloadable online).
How to get it
- Fill in a standard résumé form
- Check the dates match your previous documents
Notes
The key is that the dates do NOT contradict the documents you already submitted.
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