Notification of change in name, date of birth, sex, and nationality/region on residence card

Name of procedure Notification of change in name, date of birth, sex, and nationality/region on residence card
Procedural basis Immigration Control and Refugee Recognition Act (hereinafter referred to as the "Immigration Control Act") Article 19-10
Individuals subject to procedure Mid to long-term residents whose name, date of birth, sex, or nationality/region have changed
Notification period Within 14 days from the date of the change
Notifier
  1. The individual making the notification (excluding those under 16 years of age)
  2. Representative
    1. Should the individual making the notification be under the age of 16, or if they are unable to appear at the relevant office due to illness (Note 1) or other reasons, a relative who lives with the individual and who is 16 years of age or older
    2. A relative living with the individual and who is 16 years or older making the notification at the request of the individual (Note 2)
  3. Proxy
    1. The following individuals who have been approved by the Director-General of a Regional Immigration Services Bureau as a notification proxy and who have received a request from the individual making the notification
      1. Staff of an institution run by or employing the individual making the notification
      2. Staff of an institution where the individual making the notification is either a trainee or instructor
      3. Staff of an organization that oversees activities designed to help foreign nationals acquire skilled labor expertise or knowledge
      4. Staff of public interest corporations dedicated to seamlessly accepting foreign nationals
    2. Attorneys or paralegals who have notified the Director-General of a Regional Immigration Services Bureau, and received a request from the individual making the notification
    3. Legal representative of the individual making the notification (excluding relatives living with the individual who fall under 2a above)
    4. Should the individual making the notification be under the age of 16, or if they are unable to make an appearance at the relevant office due to illness (Note 1) or for other reasons, relatives, cohabitants, or similar individuals deemed appropriate by the Director-General of a Regional Immigration Services Bureau

(Note 1) In case of "illness," please bring a medical certificate or an equivalent document as proof.
(Note 2) In case of "requested" representation, please bring a power of attorney (in Japanese/English)PDF as proof.

Recipient Same as above
Handling fee There is no handling fee
Required documents, etc.
  • Notification form
  • One photograph (write your name on the back of the standard photograph described below and submit by attaching it to the written notification)
    * Recipients under the age of 16 do not need to submit a photograph.
    (mm)
    Photograph size
    1. The photograph must contain only the notifier.
    2. The dimensions of the photograph, excluding the edges, must meet all of the requirements for the sizes indicated in the diagram. (The size of the face must be measured from the top of the head (including hair) to the tip of the chin.)
    3. You must face the camera and cannot wear a hat.
    4. There must be no background (including no shadow).
    5. It must be a clear photograph.
    6. Taken within three months of the date of submission
  • Documents certifying that there has been a change in the items described
    1. When there is a name change resulting from marriage:
      Passport and marriage certificate recorded after the name change (official copy of the family register if married to a Japanese citizen)
    2. When there is a change in nationality or region:
      Passport or similar documents from the new country of nationality (If you have a previous passport, please bring it as well.)
    3. When there is a change of name or other item due to other reasons:
      Passport and birth certificate with the changed name, written judgment regarding the name change, etc.

    (Note) If your passport has not first been corrected or reissued, the residence card may not be issued on the same day.

  • Request form for kanji name notation on a residence card (For those who wish to have their name written in kanji) - PDF (in Japanese/English)PDF Excel (in Japanese/English)Excel
  • Presentation of passport (or Certificate of Eligibility)
  • Presentation of current residence card
    * If somebody other than the person making the notification submits a notification of change in name, date of birth, sex and nationality/region on the residence card, make sure that the person making the notification has a copy of their residence card with them.
  • When unable to present your passport (or Certificate of Eligibility), a written explanation noting the reason
  • Presentation of documents certifying identity (when a proxy submits the application)

* If the residence card is not to be issued on the same day and you want to receive it at a later date, please submit the following documents:

  • Application acceptance stub
  • Passport or Certificate of Eligibility
  • Current residence card
  • Presentation of documents or other materials proving identity
Notification format Notification of change in name, date of birth, sex, and nationality/region on residence card - PDF (in Japanese/English)PDF Excel (in Japanese/English)Excel
(Note 1) Can be printed on standard Japanese A4 paper.
(Note 2) To avoid reducing the size of the copy, uncheck "Reduce page to fit paper size (K)" in the print dialog box before printing.
Where to submit The Regional Immigration Services Bureau with jurisdiction over your place of residence (Please contact either a Regional Immigration Services Bureau or an Immigration Information Center (Tel: 0570-013904).)
Hours Weekdays 9:00 a.m. to 12:00 p.m., and 1:00 p.m. to 4:00 p.m.
(The day or time may vary depending on the procedure, so contact either the Regional Immigration Services Bureau or the Immigration Information Center. Tel: 0570-013904.)
Consultation counter Regional Immigration Services Bureau or Immigration Information Center. (Tel: 0570-013904)
Examination criteria Must meet the requirements of Article 19-10 of the Immigration Control Act
Standard processing period As a general rule, will be issued on the same day
How to appeal N/A

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