Anyone who plans to live in Japan—or who already lives in Japan with a foreign family member—will eventually need to submit an immigration application. A valid Status of Residence (在留資格) is required for foreign nationals to stay in Japan, and obtaining or maintaining this status involves several procedures.

To make these processes easier to understand, this article explains the three main types of applications and clarifies who is allowed to submit each application.

What Is a Status of Residence?–
Understanding the Three Application Categories

A Status of Residence defines why a foreign national is allowed to stay in Japan and what activities they may engage in.
(For a more detailed explanation, please see our article: “The Difference Between a “Visa” and a “Status of Residence”)

Applications for a Status of Residence are essentially requests for permission to stay in Japan based on your intended activities.

There are three types of applications:

1. Application for Certificate of Eligibility (CoE)
2. Application for Change of Status of Residence
3. Application for Extension of Period of Stay

Let’s look at each one.

Certificate of Eligibility (COE) Application

This is the process used to bring someone from overseas to Japan.
The application may be submitted by:

• the foreign national themselves
• a staff member of the receiving organization in Japan
• another authorized representative specified by law

In most cases, the applicant is still abroad, so the Japanese employer or receiving organization typically submits the application on their behalf.

This application must be filed in Japan. It cannot be submitted from overseas embassies or consulates.

Application for Change of Status of Residence

This procedure is for foreign nationals already in Japan who need to change their permitted activities.
Because the Status of Residence defines both the activity and the period of stay, you must apply for a change if your purpose of stay changes.

Examples:

• Changing from Student (留学) to Engineer/Specialist in Humanities/International Services (技術・人文知識・国際業務)
• Changing from “Dependent” to a work-authorized status

This application must be submitted by the foreign national themselves, and it must be filed within the current period of stay.
Immigration authorities will examine whether the new activities meet the requirements of the requested status.

Application for Extension of Period of Stay

This is the procedure to extend your current status without changing your activities.

Who Can Submit Each Type of Application?

Certificate of Eligibility (COE)

May be submitted by:

• The foreign national
• A staff member of the accepting organization in Japan
• An authorized representative specified by law

Because most foreign nationals are overseas at this stage, the accepting organization usually files the application.

Change of Status of Residence

Must be submitted by the foreign national currently residing in Japan

Must be submitted before the current period of stay expires
(Except in limited special cases such as when landing permission was granted exceptionally)

Extension of Period of Stay

Normally submitted by the foreign national

If the applicant cannot appear in person due to unavoidable reasons, an eligible representative may file the application
(e.g., cohabiting family member, workplace representative, legal representative)

Important Distinction:
Representative vs. Certified Procedural Agent

Professionals such as Immigration specialists (Gyoseishoshi) and lawyers are not “representatives” who can act as applicants.

Instead, they act as “Application Agents (申請取次者)” certified by the Immigration Services Agency.
They are permitted to submit the application documents on behalf of the applicant, but they cannot become the applicant themselves.

In other words:

• The applicant must always be the foreign national or an authorized representative such as a family member or employer
• Certified professionals assist the process and submit documents, but do not replace the applicant

What Is the Certified Application Agent System?

The Application Agent System (申請取次制度) allows certified professionals to submit immigration applications without requiring the foreign national to appear at the immigration office.

Eligible certified agents include:

• Administrative scriveners/ Immigration Specialists (Gyoseishoshi)
• Lawyers
• Authorized corporate staff members

However:

• They may only submit the application if the applicant or representative is in Japan
• Not all administrative scriveners are authorized—only those who have completed registration and received an official certificate with a registration number

Working with a certified professional helps ensure:

• efficient document collection and preparation
• fewer mistakes
• smoother communication with immigration authorities

This is particularly useful for individuals who cannot easily visit the immigration office.

Summary: When to Apply Yourself and When to Seek Professional Support

While many immigration procedures can be completed independently, the difficulty varies:

• Simple extensions may be manageable for applicants
• Status changes and CoE applications often require specialized knowledge and documentation

Incomplete documents or insufficient explanations can lead to delays, resubmissions, or even denial.
Work-related applications especially require detailed explanations of job duties and corporate information.

A certified Immigration Specialists can:

• reduce your workload
• identify necessary documents
• prepare persuasive explanations
• advise on proper timing and strategy
• help reduce the risk of non-approval

If you are unsure about any part of the application process, it is best to consult early to secure enough preparation time.