For foreign nationals living in Japan—and for Japanese citizens living together with them—the concept of a Status of Residence is fundamental.
A Status of Residence defines the conditions under which a foreign national is permitted to stay in Japan, and an application for a status of residence is the legal procedure through which permission is granted based on the individual’s intended activities in Japan.

There are three main types of status of residence applications, depending on the foreign national’s circumstances.
To establish a solid foundation for living in Japan, it is important to understand the overall framework of these three application types.

What Is a Status of Residence Application? — Basic Concepts

To stay in Japan, foreign nationals must hold a Status of Residence that matches their purpose of stay.
Statuses of residence are determined by the type of activity conducted in Japan, such as studying, working, or living with family members.

The term “visa” is often confused with a status of residence. However, a visa is a document that allows entry into Japan, whereas a status of residence defines what activities are permitted after entry.
(For a more detailed explanation, please refer to our related article:
“The Difference Between a “Visa” and a “Status of Residence”)

There are three categories of status of residence applications:
・Certificate of Eligibility (COE)
・Change
・Extension
(Legally, these are referred to as: Application for Extension of Period of Stay (Article 21), Application for Issuance of a Certificate of Eligibility(Article 7-2 of the Immigration Control Act), Application for Change of Status of Residence (Article 20))

Each category serves a different purpose and requires different documentation.
Because these procedures involve not only the foreign national but also employers and family members, accurate understanding is the first step toward a smooth and lawful stay in Japan.

Certificate of Eligibility (COE) Application
— Procedures Required Before Coming to Japan

The Certificate of Eligibility (COE) application is used by foreign nationals who have not yet entered Japan.
Its purpose is to review, in advance, what the applicant intends to do in Japan or what legal status they will hold, so that the appropriate status of residence can be granted upon entry.

Even if a person meets the basic entry requirements, allowing entry without confirming the suitability of post-entry activities could be detrimental to both Japan and the foreign national. For this reason, Japan conducts this prior screening process.

Because applicants are usually outside Japan, the application may be submitted by a proxy, such as a prospective employer, educational institution, or a Japanese spouse or family member.
Most work-related and student statuses begin with this COE application.

Once approved, a Certificate of Eligibility is issued. The applicant then applies for a visa at the Japanese embassy or consulate with jurisdiction over their place of residence.
Upon arrival in Japan with a valid visa, a Residence Card is issued, and the individual begins their life in Japan as a mid- to long-term resident.
(In some cases, the residence card is issued after arrival, depending on the airport.)

Processing typically takes one to three months, so early preparation is essential.
The COE is valid for three months from the date of issuance, making careful scheduling particularly important when hiring overseas personnel.
(In exceptional circumstances—such as pandemics or travel restrictions—the validity period may be temporarily extended.)

Change of Status of Residence
— When Your Activities in Japan Change

An Application for Change of Status of Residence is required when a person already in Japan changes their primary activities.
Typical examples include international students finding employment after graduation, or a worker marrying a Japanese national and changing to a “Spouse of Japanese National” status.

For example, a student would change from “Student” to a work-related status such as “Engineer / Specialist in Humanities / International Services.”
Engaging in new activities without changing status may constitute unauthorized work, potentially leading to serious legal consequences.
Employers must also confirm the candidate’s status and ensure appropriate procedures are followed.

Documents such as employment contracts, company profiles, and job descriptions are submitted to confirm that the proposed activities match the new status and the applicant’s background.

Change applications may also take one month or longer, so advance planning is strongly advised.

Extension of Period of Stay
— Continuing the Same Activities

If a foreign national wishes to continue staying in Japan under the same status, an Application for Extension of Period of Stay is required.
In principle, applications can be submitted up to three months before the expiration date.

Failure to apply before the expiration date may result in overstaying.
At extension, immigration authorities review the applicant’s activities, income, and employment status. For work visas, consistency in employer and job duties is closely examined.

Employers should carefully manage residence card expiration dates. If a status expires, continued employment becomes impossible and may cause serious disruption.
As long as an extension application is submitted before the expiration date, the applicant may lawfully remain in Japan while awaiting the result.

By consulting a Certified Administrative Procedures Legal Specialist, applicants can also receive reminders as extension deadlines approach.

Point: Confirm “Who Can Apply”

In principle, status of residence applications must be submitted by the foreign national himself/herself.
However, in COE applications, where the applicant is outside Japan, proxies such as employers or other legally authorized representatives may submit applications.
In some cases, certified professionals may also submit documents on the applicant’s behalf.

When applying, it is important not only to focus on the correct status and required documents, but also to confirm who is legally permitted to submit the application.

For more details, please see our related article:
Who Can Apply for a Status of Residence in Japan?

Understanding COE, Change, and Extension for a Secure Stay in Japan

The three types of status of residence applications—COE, Change, and Extension—each serve distinct purposes.
The first step is identifying which procedure applies to your situation or that of your prospective employee.

Before entering Japan: COE
Changing activities while in Japan: Change
Continuing the same activities: Extension

If you are uncertain, consulting a Certified Administrative Procedures Legal Specialist early can help you proceed safely and efficiently.
Correct procedures ensure a stable life and employment in Japan.