Notification of the affiliated (activity) organization (Professor, Highly Skilled Professional (i) (c), Highly Skilled Professional (ii) (c), Business Manager, Legal/Accounting Services, Medical Services, Instructor, Intra-Company Transferee, Technical Intern Training, Student, Trainee)

Name of procedure Notification of affiliated (activity) organization
Procedural basis Immigration Control and Refugee Recognition Act, Article 19-16, Item 1
Individuals subject to procedure mid to long-term resident with the status of residence of "Professor," "Highly Skilled Professional (i) (c)," "Highly Skilled Professional (ii) (c)," "Business Manager," "Legal/Accounting Services," "Medical Services," "Instructor," "Intra-Company Transferee," "Technical Intern Training," "Student," or "Trainee" who leaves or transfers from their affiliated organization, whose affiliated organization's name or address changes, or whose affiliated organization is terminated
*Applicable only to those with landing permission, permission to change their status of residence, or permission to update their status of residence, granted on or after July 9, 2012.
 
Notification period Within 14 days from the date of change
Notifier The mid to long-term resident
Required documents, etc.
  • Notification form
    (Note) Any format is acceptable for notifications. Sample forms are provided below for convenience.
  • Present of current resident card. (Enclose a copy of the residence card if sending by mail.)
    (Note) It is not necessary to submit documents to prove the matters pertaining to the notification.
Notification items and notification reference forms
  1. Notification reference forms (Samples in multiple languages are planned for release)
    Using the appropriate notification reference form, fill out the notification form out accurately. (The notification reference form number is provided in the upper left portion of the form.)
    1. Notification of change in name or location, or dissolution of the organization
      *This notification is for a change in the name of the organization you are currently affiliated with (referred to as "affiliated organization" hereinafter), a change in the location of the affiliated organization, or the termination of the affiliated organization.
      Notification Reference Form 1–1 - PDF (in Japanese/English) PDF Excel (in Japanese/English) Excel
      Example of a completed Notification Reference Form 1–1 - PDF (in Japanese) PDF
    2. Notification of leaving the affiliated organization (Note 1)
      *This notification is used when leaving the affiliated organization in cases such as an occupational change, resignation, or graduation.
      Notification Reference Form 1–2 - PDF (in Japanese/English) PDF Excel (in Japanese/English) Excel
      Example of a completed Notification Reference Form 1–2 - PDF (in Japanese) PDF
    3. Notification of transfer from the affiliated organization (Note 1)
      *This notification is for transferring to a new affiliated organization due to an occupational change or enrolling in a university.
      Notification Reference Form 1–3 - PDF (in Japanese/English) PDF Excel (in Japanese/English) Excel
      Example of a completed Notification Reference Form 1–3 - PDF (in Japanese) PDF
    4. Notification of leaving or transferring from the affiliated organization
      *Sample forms are provided below for when simultaneously submitting a notification of transfer to a new affiliated organization and a notification for leaving an affiliated organization due to an occupational change or new employment.
      Notification Reference Form 1–6 - PDF (in Japanese/English) PDF Excel (in Japanese/English) Excel
      Example of a completed Notification Reference Form 1–6 - PDF (in Japanese) PDF
      (Note 1) When leaving an affiliated organization and transferring, notifications are needed for both leaving and for transferring. For example, when a person with a status of residence of "Professor" working at University A, operated by educational institution X, transfers to a job as a professor at University B, operated by the same educational institution X, a notification of leaving University A and a notification of transfer to University B are required.
      (Note 2) Can be printed on standard Japanese A4 paper.
      (Note 3) To avoid reducing the size of the copy, uncheck "Reduce page to fit paper size (K)" in the print dialog box before printing.
  2. How to fill out the notification form and reference form (planned for release in multiple languages)
    PDF (in Japanese)PDF
Where to submit Internet: You can submit the notification via the internet by using the Immigration Services Agency's e-Notification System (in Japanese). Registration is required before accessing the e-Notification System.
Counter: The Regional Immigration Services Bureau with jurisdiction over your place of residence (Please contact a Regional Immigration Services Bureau or an Immigration Information Center (Tel: 0570-013904).)
Mail: Please include a copy of your residence card with the notification and send it to the Registration Department, Tokyo Regional Immigration Services Bureau. Please write "届出書在中" in Japanese in red on the front of the envelope.
    Yotsuya Tower 14F, 1-6-1 Yotsuya, Shinjuku-ku, Tokyo, 160-0004
          東京出入国在留管理局在留管理情報部門届出受付担当 (written in Japanese)
Counter hours for in-person submission Weekdays from 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)

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