Your SSW (Specified Skilled Worker / Tokutei Ginou / 特定技能) visa has an expiry date printed on your residence card. If you do not renew it before that date, you risk overstaying — which can result in detention, deportation, and a multi-year ban on returning to Japan.

The renewal process is officially called "Extension of Period of Stay" (在留期間更新許可申請). While it is not as complex as applying for a new visa from scratch, it still requires careful timing, a complete set of documents, and coordination with your employer. This guide walks you through every step: when to apply, what documents you need, how the process works, the current fees, and what to do if something goes wrong.

If you are changing jobs rather than simply renewing with the same employer, the procedure is different. Refer to our SSW Job Change Documents Checklist for that process.

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When to Apply for Renewal

Timing is the most critical factor. Apply too late and you risk overstaying your visa. The rules are clear-cut:

Application window: You can submit your renewal application up to 3 months before your current period of stay expires (for stays of 6 months or longer).

Recommended timing: Submit at least 1 to 2 months before expiry. This provides a buffer if immigration requests additional documents or processing is delayed.

For 4-month stays: Applications are generally accepted from approximately 1 month before the expiry date.

Check the expiry date on your residence card (在留カード) right now. That date is your hard deadline. Do not wait until the final week — immigration offices can be crowded, and a single missing document could force you to come back another day.

Do not confuse "grace period" with "unlimited extension." If you submit your renewal application before the expiry date and it is still being processed, you can legally stay in Japan for up to 2 months past the expiry (or until a decision is made, whichever comes first). This protection only applies if you submitted before the deadline. Miss the deadline entirely, and you are immediately overstaying.

How SSW Category 1 Residence Periods Work

Understanding the structure of SSW1 (特定技能1号) residence periods helps you plan renewals ahead of time and avoid hitting the ceiling unexpectedly.

Individual Period of Stay

Each time your SSW1 visa is renewed, immigration grants you a specific period of stay. Following the September 2025 revision to the SSW operational guidelines (特定技能外国人受入れに関する運用要領), the maximum individual period was extended from 1 year to up to 3 years. In practice, immigration decides the period case-by-case, and you may receive 3 years, 1 year, 6 months, or 4 months depending on your circumstances and your employer's compliance history.

Cumulative 5-Year Limit

SSW Category 1 has a cumulative cap of 5 years. This total includes all time spent under SSW1 across every employer and every renewal. Once you reach 5 years, you cannot renew further under SSW1 — you must either transition to another visa status or leave Japan.

Exception (since September 2025): Periods of pregnancy, childbirth, childcare leave, illness, or work-related injury can be excluded from the 5-year count upon application to immigration. This means workers in these situations may effectively stay beyond the standard 5-year limit.

Beyond 5 years: The main pathway for staying longer is to transition to SSW Category 2 (特定技能2号), which has no cumulative limit, allows family accompaniment, and opens the possibility of permanent residency.

SSW Category 2 Renewal

If you hold SSW2 (特定技能2号), each renewal may grant 3 years, 2 years, 1 year, or 6 months. There is no cumulative cap — you can renew indefinitely. The document requirements for SSW2 renewal are similar to SSW1, though the support plan is not required for Category 2.

Required Documents Checklist

The documents for an SSW visa renewal fall into three categories: those you prepare yourself, those your employer prepares, and field-specific documents. Below is a complete checklist for each.

A. Documents You Prepare (Applicant Side)

Applicant Checklist

  • Extension of Period of Stay Application Form (在留期間更新許可申請書) — download from the Immigration Services Agency website or pick up at your regional immigration office
  • Photograph (4cm x 3cm) — taken within the last 3 months; plain white or light background, front-facing, no hat, no sunglasses; write your name and date of birth on the back in pencil
  • Valid Passport — bring the original for verification at the counter
  • Residence Card (在留カード) — your current card; the address must match your registered address at city hall
  • Resident Tax Certificate (住民税の課税証明書) — issued by your local city/ward office, covering the most recent fiscal year
  • Resident Tax Payment Certificate (住民税の納税証明書) — proves you have no outstanding tax payments
  • Health Insurance and Pension Payment Records — documents showing enrollment and current payment status (健康保険・年金の加入・支払い記録); if you are on employer social insurance (社会保険), your company can provide confirmation

Tax certificates and social insurance records are issued by your local city/ward office. Some documents can also be obtained through the My Number portal (マイナポータル). Allow several days for processing, especially during busy periods.

B. Documents Your Employer Prepares

Employer Checklist

  • Specified Skilled Worker Employment Contract (特定技能雇用契約書) — a copy showing salary, working hours, and employment conditions that meet legal requirements
  • Working Conditions Document (雇用条件書) — bilingual (Japanese + a language you understand), detailing wages, work location, duties, overtime, holidays, and insurance coverage
  • Support Plan (1号特定技能外国人支援計画書) — for SSW1 workers; outlines how the company or its Registered Support Organization provides daily life support
  • Support Plan Implementation Status Report — proof that support obligations have been fulfilled during your current stay
  • Company Registration Certificate (登記事項証明書) — must be issued within the last 3 months
  • Financial Statements (決算書) — for the most recent fiscal year
  • Company Tax Payment Certificates — showing the company is current on its tax obligations

Employer document simplification (since April 2025): If your employer meets certain conditions — such as continuously accepting SSW workers for at least 2 years, no missing workers in the past year, no compliance guidance from immigration in the past year, and no missed reporting obligations — many employer-side documents may be waived for renewal applications. Your employer or their administrative scrivener (行政書士) can confirm whether this simplification applies.

C. Field-Specific Documents

Additional documents vary by your designated field (分野). The Immigration Services Agency's official SSW page publishes a detailed document list for each field. Common examples include:

Always check the latest official document list before preparing your application, as requirements are updated periodically.

Step-by-Step Application Procedure

Follow these steps in order. Starting the process 2 to 3 months before your visa expires gives you enough time to handle any issues that arise.

1

Check Your Expiry Date and Calculate Your Timeline

Look at the "Period of Stay" and expiry date on your residence card. Count back 3 months — that is when your application window opens. Count back 2 months — that is when you should aim to submit. For SSW1 holders, also check your total cumulative stay to confirm you have not exceeded the 5-year limit.

2

Gather Your Personal Documents

Visit your local city/ward office to request your resident tax certificate (住民税課税証明書), tax payment certificate (住民税納税証明書), and social insurance payment records. Have your passport photo taken at a photo booth or studio — specify "visa photo, 4cm x 3cm." Make sure your passport is valid and your residence card address is up to date.

3

Coordinate with Your Employer

Notify your employer that your visa renewal is coming up. They need to prepare the employment contract copy, working conditions document, support plan documentation, and company-side certificates. Give them at least 2 to 3 weeks of lead time. If your employer uses a Registered Support Organization (登録支援機関), that organization can often assist with the process.

4

Complete the Application Form

Download the "Application for Extension of Period of Stay" form from the Immigration Services Agency website. Fill in every field carefully: name (exactly as on your passport), date of birth, address (matching your residence card), employer name and address, and designated field code. Double-check everything — even small errors can cause delays.

5

Submit at the Immigration Office or Online

In person: Bring your complete document set to the regional Immigration Services Bureau (出入国在留管理局) that covers your area of residence. Arrive early to avoid long wait times. Keep copies of every document you submit.

Online: If you, your employer, or a certified administrative scrivener (行政書士) has access to the immigration online filing system, you can submit electronically. Online applications carry a slightly lower fee (5,500 yen vs. 6,000 yen).

6

Wait for Notification

After submission, immigration will send a postcard (はがき) to your registered address when a decision has been made. Standard processing takes 2 weeks to 1 month. If immigration needs additional documents, they will contact you — respond promptly to prevent further delays. Continue working at your current employer normally during this period.

7

Pick Up Your New Residence Card

Once approved, bring the notification postcard, your passport, your current residence card, and the fee (revenue stamp / 収入印紙) to the immigration office. You will surrender your old card and receive a new one with the updated period of stay. Verify that all information on the new card is correct before leaving the office.

Even with online applications, you must visit the immigration office in person to pick up your new residence card and surrender the old one.

Fees and Processing Time

Application Fee

Since the April 2025 fee revision, the cost for an Extension of Period of Stay application is:

Payment is made using a revenue stamp (収入印紙), which you can purchase at post offices, some convenience stores, or the revenue stamp counter inside the immigration office. You pay this fee when you pick up your new residence card after approval — not at the time of submission.

Potential fee increase ahead: The Japanese government approved a bill in early 2026 to raise the statutory upper limit for immigration fees. While the specific new amounts have not yet been set by government ordinance, renewal fees may increase later in fiscal 2026. Always check the Immigration Services Agency's renewal page for the latest fee information before applying.

Processing Time

The Immigration Services Agency indicates a standard processing time of approximately 2 weeks to 1 month. In practice, processing times depend on several factors:

Submitting a clean, complete application with no errors is the single most effective way to minimize processing time.

Make Your Renewal Stress-Free

TreeGlobalPartners provides free job placement support for SSW workers. Our group company, Administrative Scrivener Corporation Tree (行政書士法人Tree), handles visa procedures including renewal applications. No fees are ever charged to workers.

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What Happens If Your Visa Expires

Allowing your visa to expire without renewing it is one of the most serious situations you can face as a foreign worker in Japan. The consequences depend on whether you submitted your application before or after the expiry date.

If You Applied Before Expiry (Application Pending)

If you submitted your renewal before the expiry date and a decision has not been made yet, you are protected by the "deemed period of stay" (特例期間):

Travel during the deemed period of stay: During the deemed period of stay, you may travel abroad using re-entry permission (including deemed re-entry permission). However, you must return to Japan before 2 months have passed since your original expiry date (or before a decision is made, whichever is earlier). Traveling without re-entry permission, or failing to return within this window, will result in loss of your status. Consult immigration before making any travel plans.

If You Did NOT Apply Before Expiry

Failing to submit a renewal application before your visa expires is classified as "overstaying" (不法残留) under the Immigration Control and Refugee Recognition Act:

If you have already overstayed: Contact a qualified professional (行政書士 or attorney) immediately. In some cases, applying for a "Special Permission to Stay" (在留特別許可) may be possible, though approval is at immigration's discretion and not guaranteed. Acting quickly gives you the best chance of resolving the situation.

If Your Renewal Is Denied

A denial results in a "Designated Activities (Departure Preparation)" status of 30 or 31 days. During this time, you must prepare to leave Japan. You may ask immigration for the reason for denial, and in cases where the issue is correctable (e.g., a missing document), consult a professional about whether reapplication is feasible. For background on maintaining valid visa status during transitions, see our guide on visa status during a job change.

Tips for a Smooth Approval

Most SSW visa renewals are approved without problems when the application is properly prepared. These practical measures help ensure yours is one of them.

01Pay All Taxes and Social Insurance on Time

Immigration reviews your tax and social insurance payment records carefully. Outstanding payments are a common cause of delays or additional scrutiny. Before applying, visit your city/ward office to verify you have no arrears. Settle any outstanding amounts before submission.

02Keep Your Registered Address Up to Date

The address on your residence card must match the address registered at your local city hall. If you have moved and not updated your registration, do so before applying. An address mismatch triggers additional questions from immigration and may delay your application.

03Verify Document Freshness

Tax certificates and company registration documents typically must have been issued within the last 3 months. If you gathered documents early and the application gets delayed, they may expire before submission. Check issue dates and request fresh copies if needed.

04Cross-Check Every Detail on the Application Form

Your name spelling, date of birth, passport number, residence card number, and employer information must be identical across all documents. Even a single inconsistency — such as a middle name included in one document but absent from another — can lead to additional inquiries and delays.

05Coordinate with Your Employer Early

Do not assume your employer is tracking your visa expiry. Notify them at least 1 to 2 months in advance. If your company uses a Registered Support Organization (登録支援機関), that organization can often coordinate document preparation and even submit the application on your behalf.

06Keep Copies of Everything

Photocopy or scan every document before submitting. If immigration loses a document or asks you to resubmit something, having copies saves weeks. Maintain an organized folder with all your immigration documents arranged by date.

Frequently Asked Questions

You can submit your renewal application up to 3 months before your current period of stay expires, provided your current period is 6 months or longer. For 4-month stays, applications are generally accepted from around 1 month before expiry. Applying as early as possible is strongly recommended to avoid any risk of overstaying.
As of April 2025, the fee is 6,000 yen for in-person (counter) applications or 5,500 yen for online applications. This is paid using a revenue stamp (収入印紙) when you pick up your new residence card after approval — not at the time of submission. The Japanese government has approved a bill to raise the statutory upper limit for immigration fees, so the actual amounts may increase later in fiscal 2026. Check the Immigration Services Agency website for the latest fees before applying.
If you submitted your application before the expiry date, you are protected by the "deemed period of stay" (特例期間). You can legally remain in Japan and continue working for up to 2 months past your visa's expiry date (or until a decision is made, whichever comes first). You may travel abroad during this period using re-entry permission (including deemed re-entry permission), but you must return before 2 months have passed since your original expiry date or before a decision is made, whichever is earlier. Traveling without re-entry permission, or failing to return within this window, will result in loss of your status. If you did not submit before the expiry date, you are overstaying and face potential detention and deportation.
No. SSW Type 1 (特定技能1号) has a cumulative maximum stay of 5 years. Each individual renewal may now grant up to 3 years (since the September 2025 guideline revision), but the total cannot exceed 5 years. Certain periods — pregnancy, childbirth, childcare leave, illness, or work-related injury — can be excluded from the 5-year count upon application. If you want to stay longer, transitioning to SSW Type 2 (特定技能2号) is the main option; Type 2 has no cumulative limit and allows family accompaniment.
No. TreeGlobalPartners provides free job placement services to foreign workers and never charges any fees — this is both our policy and a legal requirement under Japanese law. Our group company, Administrative Scrivener Corporation Tree (行政書士法人Tree), handles visa procedures including renewal applications. All professional costs are borne by the employer, not the worker.

Summary

  • When to apply: Up to 3 months before your visa expires; submit at least 1 to 2 months early for a safety margin
  • Your documents: Application form, photo (4cm x 3cm), passport, residence card, tax certificates, social insurance payment records
  • Employer's documents: Employment contract, working conditions document, support plan + implementation report, company registration, financial statements, tax certificates (may be waived for qualifying employers)
  • Field-specific documents: Vary by industry — check the Immigration Services Agency's official list for your designated field
  • Application fee: 6,000 yen (counter) / 5,500 yen (online) as of April 2025 — check for updates
  • Processing time: Approximately 2 weeks to 1 month
  • SSW1 cumulative limit: 5 years total (with exclusions for maternity, illness, etc. since September 2025)
  • SSW2: No cumulative limit; renewable indefinitely
  • Deemed period of stay: If you apply before expiry, you can stay and work for up to 2 months past the expiry date while waiting for a decision
  • Overstaying risks: Detention, deportation, re-entry ban of 5+ years, criminal penalties

Visa renewal is a routine procedure — but only if you start early and prepare thoroughly. The single biggest risk is procrastination: waiting too long turns a manageable process into a crisis. Mark your expiry date, coordinate with your employer, and gather documents well in advance. If any part of the process is unclear, seek professional guidance before your deadline arrives.

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TreeGlobalPartners helps SSW workers find better jobs in Japan at no cost. Our group company, Administrative Scrivener Corporation Tree (行政書士法人Tree), handles visa applications including renewals. Zero fees for workers — guaranteed.

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Disclaimer: The information in this article is based on Japanese immigration laws and the Immigration Services Agency's operational guidelines as of March 2026. Laws, regulations, fees, and required documents are subject to change. For the most up-to-date information, consult the Immigration Services Agency of Japan (出入国在留管理庁) or a qualified professional (行政書士 / attorney). TreeGlobalPartners accepts no liability for actions taken based on this article.