Engineer/Specialist in Humanities/International Services Visa
How to renew your Engineer, Specialist in Humanities, or International Services visa? Explaining the necessary documents and procedures
Updated: July 2025, 12
For Engineer, Specialist in Humanities, and International Services visas, you will need to go through the renewal procedure if your visa expiration date is approaching. It is important to know when renewal can be applied for and what documents are required.
This article provides detailed information on how to renew, the necessary documents, and points to note when applying for renewal.
Timing for renewal of Technical/Humanities/International Services visas
Renewals for Engineer, Specialist in Humanities, and International Services visas must be completed between three months prior to and on the day the period of stay expires. The results of the review usually come out within two weeks to a month. If you are not changing jobs or changing your duties, and there are no problems with your conduct or work attitude, you may be able to apply one month before your employment expires.
Even if you apply for renewal on the day your period of stay expires, there are special periods. The special period is a period during which you can legally stay in Japan for two months from the expiration date or until the results of the application are announced, if you apply by the expiration date. You can apply for renewal on the day, but it's always better to apply early.
If you change jobs or duties, your current residence status will be checked to see if it matches your current status. Please be careful, as your visa may be denied if your work is deemed to be outside the scope of your visa status.
Required documents for technical/humanities/international business visa renewal
The documents required for renewing an Engineer, Specialist in Humanities, or International Business visa vary depending on the category.
Category 1 institutions are either:
◇Companies listed on Japanese stock exchanges
◇ Mutual companies operating insurance businesses
◇National or local government organizations in Japan or other countries
◇Independent Administrative Agency
◇Special corporations and authorized corporations
◇Public interest corporation approved by the national and local governments of Japan
◇ Public corporations listed in Schedule 1 of the Corporation Tax Act
◇ Companies subject to the special allowance in the middle column (a) or (b) of the table in each item of Article 1, Paragraph 1 of the Ministerial Ordinance on Highly Skilled Professionals (innovation-creating companies)
◇Companies that meet certain conditions Institutions that fall under Category 2 are those that meet any of the following conditions:
◇ Organizations and individuals whose withholding tax amount listed on the statutory report summary table for employment income, such as the withholding slip for employment income for the previous year, is 1,000 million yen or more.
◇ Institutions approved to use the online residence application system
The size of the workforce is also important for institutions to qualify as category 2, with the standard being 200 or more employees.
However, if the salary is high, it may be approved even if the number of employees is less than 200.
In addition, institutions that have been approved to use the online residence application system fall under Category 2 even if the amount of withholding tax is below the standard.
Institutions that fall under Category 3 are organizations or individuals, excluding Category 2, that have submitted a statutory summary of tax returns, such as a withholding slip for the previous year's salary income.
Specifically, this applies to companies whose total withholding tax amount is less than 1,000 million yen.
Category 4 institutions are organizations or individuals that do not fall into categories 1, 2, or 3.
Most new companies fall into this category.
Common Required Documents
First, we will explain the documents that are commonly required regardless of category.
Item
Message
Application for Extension of Period of Stay
You can get the form at your local immigration office or from the Ministry of Justice website.
ID photo
A photograph measuring 4cm in height and 3cm in width is required. It must have been taken within 3 months of the application date, be clearly visible, facing forward, without a hat, and with a plain background. Write the applicant's name on the back of the photograph and attach it to the application form.
Passport and residence card
This will be displayed at the Immigration Bureau counter when you apply. Since the original passport is required, the applicant must be in Japan at the time of application.
Revenue stamp
When your renewal is approved, you will need 4,000 yen in revenue stamps to receive your new residence card.
*If the applicant is a dispatched worker working under a dispatch contract, documents clarifying the applicant's activities at the dispatched workplace are required. Prepare a notice of working conditions and an employment contract.
Required documents by category
Next, we will explain the documents required by category.
Category 1 documents
Category 1 requires one of the following documents:
A copy of the Nikkei Financial Statements or a document certifying that the company is listed on a Japanese stock exchange (copy).
A copy of the document certifying that the company has been approved for establishment by the competent authority.
Documents verifying that the company is eligible for the special allowance under Article 1, Paragraph 1 of the Ministerial Ordinance on Highly Skilled Professionals (e.g., a copy of the subsidy award decision notice).
A document proving that the company meets certain conditions (e.g. a copy of a certificate, etc.).
Category 2 documents
Category 2 requires one of the following documents:
A copy of the statutory report such as the withholding slip for employment income for the previous year (with a receipt stamp).
Documents proving that your application to use the online residence application system has been approved (e.g., an email notifying you of the approval of your application).
Category 3 documents
For Category 3, the following documents are required:
A copy of the statutory report such as the withholding slip for employment income for the previous year (with a receipt stamp).
Resident tax (or exemption) certificate and tax payment certificate (stating total income and tax payment status for the year).
If you are applying for a first renewal permit, you will need to submit the following documents in addition to those listed above.
Documents clarifying the applicant's activities. - When concluding an employment contract: a document that clearly states the working conditions. - If taking up a position as an officer of a Japanese corporation: a copy of the articles of incorporation that stipulate officer remuneration or a copy of the minutes of the general shareholders' meeting. - If you are transferred to a Japanese branch of a foreign corporation or if you are taking up a position as an officer of an organization other than a company: A document from the organization you belong to that clearly states the position, period, and amount of remuneration.
Certificate of registration.
Documents clarifying business operations. - A detailed guide to the company's history, officers, organization, business activities (including major clients and business performance), etc.
A copy of the most recent financial statements (or business plan if a new business).
Category 4 documents
For Category 4, the following documents are required:
Resident tax (or exemption) certificate and tax payment certificate (stating total income and tax payment status for the year).
If you are applying for a first renewal permit, you will need to submit the following documents in addition to those listed above.
Any of the documents that clarify the applicant's activities. ・When concluding a labor contract: A document that clearly states the working conditions and is issued to the worker in accordance with Article 15, Paragraph 1 of the Labor Standards Act and Article 5 of the Enforcement Regulations of the same Act. - If taking up a position as an officer of a Japanese corporation: a copy of the articles of incorporation that stipulate the officer's remuneration or a copy of the minutes of the general shareholders' meeting where the officer's remuneration was resolved. - If you are transferred to a Japanese branch of a foreign corporation or taking up a position as an officer of an organization other than a company: A document from the organization you belong to that clearly states your position (job responsibilities), period and amount of remuneration to be paid.
Certificate of registration.
Any document that clarifies the business details. - A detailed guide to the company's history, officers, organization, business activities (including major clients and business performance), etc. - Documents similar to the above prepared by other employers, etc.
A copy of the most recent financial statements (or business plan if a new business).
Any of the documents that clarify the reason for not being able to submit a summary of statutory forms such as tax withholding slips for employee salary income for the previous year. ・For organizations exempt from withholding tax: a certificate of exemption from foreign corporation withholding tax or other documentation stating that withholding tax is not required. ・For institutions other than those mentioned above: A copy of the notification of opening of the payroll office, etc. - A statement of income tax withheld for the most recent three months for salary income, retirement income, etc. (a copy of the receipt with the date stamp). ・ Documents that clearly show that the delivery date has been approved if it has been received.
Additional documents when changing jobs or responsibilities
No job change & job duties changed
If there is a change in job duties without changing jobs, we will check whether the new job duties are within the scope of the activities of the Engineer/Specialist in Humanities/International Services visa. If your activities are not within the scope of your activities, you will need to change your status of residence rather than renew it. To change your residence status, you will need to submit an "Application for Permission to Change Residence Status" along with documents appropriate to the activities of your new residence status.
There are several residence statuses required to work in Japan, generally referred to as "work visas," but many of them are difficult to judge without specialized knowledge, so please contact us if you have any concerns.
Furthermore, even if the changed duties are within the scope of activity, it is possible that the applicant may not meet the requirements to perform the duties, so it is important to thoroughly check before applying.
When changing jobs but not changing job duties
Even if you have changed jobs, if the requirements for your residence status are the same as your previous job, you may not need to go through the procedure to change your residence status if there is no change in your duties. However, you should be careful if the requirements differ from your current residence status obtained at your previous company. During renewal review, changing jobs may be considered as a different position.
If you do not meet the requirements for the new job, the period you worked after changing jobs may be considered illegal employment. If this happens, your current qualifications will be revoked and you will be forced to return to your home country.
Obtaining a Certificate of Authorized Employment
When changing jobs, we recommend that you obtain a Certificate of Authorized Employment. This certificate is a document that certifies that the work you will be doing at your new company falls within the scope of your current residence status. The applicant can receive the certificate by submitting an application for the certificate to the regional immigration bureau.
If you obtain a Certificate of Authorized Employment, you can reduce the amount of paperwork you need to submit when renewing your visa. If you have left your previous company, you can apply for the certificate even before joining your new company, so be sure to apply for the certificate when you change jobs. If you have a Certificate of Authorized Employment, you do not need to submit company documents when renewing your certificate.
Conversely, if you do not have a Certificate of Authorized Employment, in addition to the documents required for the common renewal application, you will need to submit documents appropriate to your company category.
Applicant
Applications for renewal of Engineer, Specialist in Humanities, and International Services visas are made at the local Immigration Bureau.
The review process usually takes between two weeks and one month. Even if your application is rejected, you can reapply if there are any areas that can be improved. Therefore, we recommend that you apply for renewal as soon as it becomes available.
When renewing your residence status, your conduct, tax payment, and fulfillment of notification obligations are also subject to review. Be aware that if you have a poor work attitude or are late with your tax payments, your renewal may be more difficult.
If the screening is passed, the Immigration Bureau will send the applicant a postcard notifying them of the screening results. The postcard will be needed to receive your new residence card, so be sure not to lose it. You can also pick up your residence card at the counter of your regional immigration office.
Who can apply?
Renewals for Engineer, Specialist in Humanities, and International Services visas can be done not only by the applicant, but also by their agent or intermediary. If a person other than the applicant submits an application, documents such as an application agent certificate and a copy of family register will be required to verify the person's eligibility to submit the application.
Agent
The legal representative is: The representative must be a legal representative of the applicant.
Parental authority: If the applicant is under 18 years of age, the person who supervises, protects, and educates the applicant in regards to his/her personal status and financial affairs.
Guardian of a minor: A person who acts as a guardian when the applicant is under 18 years of age and has no parental authority or when the parental authority does not have management authority.
Adult guardian: If the applicant is an adult ward, this refers to a person who performs legal acts on behalf of the ward or who assists the ward in performing legal acts.
agent
An agent must meet the following criteria:
Those listed below who have been approved by the Director of the Regional Immigration Bureau to act as an intermediary for the application and who have been requested by the applicant. - Employees of the institution run or employed by the applicant. - Employees of the institution where the applicant is receiving training or education. - Organizations that supervise activities carried out by foreigners to acquire skills, techniques or knowledge. - Employees of public interest corporations whose purpose is to facilitate the smooth acceptance of foreigners.
An attorney or administrative scrivener who has been registered with the Director of the Regional Immigration Bureau and who has been requested by the applicant.
If the applicant is under 16 years of age or is unable to appear in person due to illness or other reasons, a relative or cohabitant, or a person of equivalent status who the Director-General of the Regional Immigration Bureau deems appropriate, may appear in person.
Important points to note when renewing your Engineer, Specialist in Humanities, or International Business visa
We will explain points to note when renewing your Engineer, Specialist in Humanities, or International Business visa.
Check your resident tax
When renewing a Skilled Worker Visa, you will need to submit your Resident Tax Certificate and Resident Tax Payment Certificate. These documents are issued by the city hall of the city or town where you live.
When you receive your resident tax payment certificate, check to see if you have any outstanding payments.
In case of non-delivery or non-payment
If there are outstanding deliveries or outstanding payments, this is often not a problem.
In case of non-payment by the due date
If you submit the application as is, you will still be able to renew your visa, but it may become a one-year visa. Also, this may be detrimental to your future permanent residence application.
If you have unpaid resident tax, you can consult with your company and have them pay the tax immediately, in order to obtain a resident tax payment certificate again and submit a new certificate (with no unpaid tax). This will not affect your visa renewal or permanent residence application.
Handling of certificate of employment
When renewing your Skilled Worker Visa, your company may ask you to issue a certificate of employment, but you do not need to submit the certificate. If you are changing jobs, you will need to submit an employment contract or notice of working conditions instead of a certificate of employment. If the start date or job description stated on your employment certificate differs from other application documents, you may be asked for additional explanation.
Final thoughts
In this article, we have introduced how to renew your Technical/Humanities Specialist/International Business visa, the necessary documents, and points to note when applying for renewal. Documents must be submitted within three months of the date of issue, so it is important to plan ahead and complete the application process smoothly.
In many cases, applications are submitted while working, which can lead to incomplete documents or forgetting to submit them. The review process takes time, so if you are unsure, you may want to seek the help of an expert.
Support Administrative Scriveners Corporation provides support for new applications, renewals, and changes to Engineering, Humanities Specialist, and International Business visas. If you are considering applying for or renewing an Engineer, Specialist in Humanities, or International Services visa, or if you are a business employing foreigners, please contact us.
