You have found a new employer, signed the contract, and submitted your Change of Status of Residence application (在留資格変更許可申請). Now comes the hardest part: waiting.
For Specified Skilled Worker (SSW / Tokutei Ginou / 特定技能) visa holders changing jobs in Japan, the gap between filing your application and receiving approval can feel incredibly long. You cannot start working at your new company until immigration grants the change. Bills keep coming. And every day without an answer raises the same question: how much longer?
This article covers the realistic processing times you can expect, what factors speed up or slow down the review, how to check your application status, what to do during the waiting period, and the most common reasons applications get denied. The goal is to give you accurate, practical information — not guesswork.
If you have not yet started the job change process, our complete SSW job change guide walks through the entire procedure from beginning to end.
Average Processing Times for Change of Status
The standard processing time for a Change of Status of Residence (在留資格変更許可申請) is approximately 2 weeks to 2 months from the date your application is accepted. This range comes from the Immigration Services Agency of Japan (出入国在留管理庁 / ISA), which has published monthly average processing statistics since October 2024.
Processing Time by Application Type
Not all immigration applications take the same amount of time. Here is how Change of Status compares to other common application types:
| Application Type | Typical Processing Time |
|---|---|
| Extension of Period of Stay (在留期間更新) | 2 weeks – 1 month |
| Change of Status of Residence (在留資格変更) | 2 weeks – 2 months |
| Certificate of Eligibility (COE) (在留資格認定証明書) | 1 – 3 months |
Change of Status applications are generally processed faster than new COE applications but slower than simple extension applications. The reason is straightforward: a change involves reviewing the new employer, the new employment contract, and verifying that the worker meets the requirements for the new position — all of which require more scrutiny than renewing an existing status.
Processing Varies by Regional Bureau
Where you file matters. Immigration bureaus in major cities — particularly the Tokyo Regional Immigration Services Bureau in Shinagawa — handle a far higher volume of applications than smaller regional offices. As a result, processing at the Tokyo bureau can take significantly longer than the national average.
Regional differences: If your new employer is located outside a major metropolitan area, your application may be processed at a less congested bureau, which can mean faster results. The ISA publishes average processing times broken down by regional office on its website.
Seasonal Patterns
Processing times also fluctuate throughout the year. The period from January through April tends to be the busiest, as many employers begin new fiscal year hiring in April. Applications filed during this window often face longer wait times than those filed in quieter months such as summer or autumn.
Total Timeline: Preparation Through Approval
The 2 weeks to 2 months figure only covers the immigration review period. The full timeline from start to finish — including document preparation, application submission, and picking up your new residence card — typically looks like this:
| Phase | Duration |
|---|---|
| Document preparation | 2 – 4 weeks |
| Application submission | 1 day |
| Immigration review | 2 weeks – 2 months |
| Pick up new residence card | 1 day (after notification) |
| Total | Approx. 1.5 – 3.5 months |
For a full checklist of what documents you need to prepare, see our guide on SSW job change documents.
Factors That Affect How Long Approval Takes
The 2-week to 2-month range is wide. Where your application falls within that range depends on several specific factors. Understanding these can help you set realistic expectations.
01Completeness of Your Application
This is the single biggest factor you can control. If every required document is submitted correctly the first time, your application moves through the review queue without interruption. Missing documents or errors trigger a request for additional materials (追加書類の提出), which can add 2 to 6 weeks to your processing time.
02The New Employer's Track Record
Immigration reviews the hiring company as part of the application. If the company has a clean history of employing foreign workers, has proper support systems in place, and has filed all required reports, the review goes faster. If the company is hiring SSW workers for the first time, or if there have been compliance issues in the past, the review takes longer.
03Whether You Are Changing Industry Fields
Switching to a new employer within the same SSW field (for example, from one food manufacturing company to another) is generally faster than switching to a different field (for example, from food manufacturing to agriculture). Cross-field changes require additional verification of skills tests and language certification for the new field.
04Your Tax and Social Insurance Payment History
Immigration checks whether you have been paying your taxes, health insurance, and pension contributions. If there are unpaid amounts or gaps in your payment history, the review may take longer as immigration requests proof of payment or an explanation.
05Your Immigration History
If you have a clean record — no overstays, no unauthorized work, no criminal offenses — your application moves through more smoothly. Any past violations will trigger a more thorough review.
06Online vs. In-Person Filing
Since the ISA upgraded its Online Residence Application System in January 2026, applications filed online may be processed slightly faster than those submitted at the counter, partly because digital submissions reduce data entry time and errors on the immigration side.
Important note on fees (as of April 2025): The application fee for Change of Status of Residence is 6,000 yen when filed in person and 5,500 yen when filed online. These fees are paid when the application is approved, not when it is submitted. Fee revisions are being considered for fiscal 2026 — check the ISA's official fee page for the latest amounts.
How to Check Your Application Status
Once you have submitted your application, you will naturally want to know what is happening with it. There are several ways to check.
ISA Online Residence Application System
If you or your representative filed the application through the ISA's online system, you can log in to see your application status. Since January 2026, the system has been upgraded with a more user-friendly interface. Foreign nationals with a My Number card can access the system directly. The status will typically show as “Application Received,” “Under Review,” or “Decision Made.”
Call the Immigration Information Center
If you filed at the counter, you can call the Immigration Information Center at 0570-013904 (Monday to Friday, 8:30 to 17:15). Multilingual support is available in Japanese, English, Chinese, Korean, and other languages. Have your application receipt number (受付番号) ready. The staff may not be able to give you a specific timeline, but they can confirm whether your application is still under review or if a decision has been made.
Ask Your Representative
If your new employer or an immigration specialist (行政書士 / administrative scrivener) filed the application on your behalf, they can check the status for you. This is often the most efficient method, as professionals have experience with the system and can interpret status updates in context.
ISA monthly statistics: Even if you cannot check your individual case status online, the ISA publishes monthly average processing times by regional office and by visa category on its official website. This data can help you estimate how long your application might take based on where and when you filed.
Do not visit immigration just to ask about your status. Walking into a busy immigration bureau to ask “is my application done yet?” does not speed up the process. Use the online system, phone line, or your representative first.
Need Help With Your Visa Change?
TreeGlobalPartners helps SSW workers find new employers — completely free of charge. Our group company, Gyoseishoshi Hojin Tree (行政書士法人Tree), handles all visa application procedures, so you get professional support from start to finish.
Get Free Consultation →What to Do While Waiting for Approval
The waiting period can stretch from a couple of weeks to two months. This is not dead time — there are productive things you should be doing, and important rules you must follow.
What You MUST Do
01Keep Your Address Updated
Immigration will contact you by postal mail when a decision is made. Make sure your registered address is current. If you move during the waiting period, update your address at the local city hall within 14 days.
02Stay in Japan
If you leave Japan while your Change of Status application is pending, the application may be treated as withdrawn. If you need to travel, consult with your immigration specialist beforehand. In some cases, you may be able to obtain a re-entry permit, but this is not guaranteed.
03Respond to Additional Document Requests Immediately
If immigration requests additional materials (追加書類), respond as quickly as possible. Delays in providing requested documents directly extend your processing time. Your employer or 行政書士 will typically receive these requests.
What You CANNOT Do
You cannot start working at your new employer until approval is granted. Even if you have a signed contract, you are not authorized to work for the new company until immigration approves the Change of Status and you receive your new residence card. Working before approval is a violation of immigration law and can result in denial of your application and potential deportation.
The Grace Period (特例期間)
If your current visa expires while your Change of Status application is being reviewed, you do not immediately become an overstayer — as long as you submitted the application before the expiration date. Under the grace period provision, you can legally remain in Japan until the result is issued or until 2 months after the original expiration date, whichever comes first.
Managing the Gap Period Financially
Since you cannot work while waiting, financial planning is important. Before leaving your previous employer, save enough to cover at least 2 months of living expenses. If you are eligible for Employment Insurance (雇用保険) benefits through Hello Work (ハローワーク), apply for them.
For a detailed breakdown of the gap period between jobs and your legal obligations during this time, see our article on what happens to your visa during a job change.
Tips for Faster Processing
While you cannot force immigration to process your application faster, there are concrete steps that reduce the chances of delays.
Submit a Complete Application the First Time
Every missing document or error means a request for additional materials, which adds weeks. Before submitting, double-check that every form is filled out correctly, every required attachment is included, and all information is consistent across documents. A checklist is your best friend. See our required documents guide for the full list.
Use the Online Application System
Filing through the ISA's Online Residence Application System can reduce processing time compared to in-person filing. Online applications also cost 500 yen less (5,500 yen vs. 6,000 yen at the counter). The system requires a My Number card for individual applicants, or the application can be submitted by an authorized representative.
Ensure Your Taxes and Insurance Are Fully Paid
Unpaid tax or social insurance is one of the most common causes of additional document requests. Before you file, obtain certificates of tax payment (納税証明書) and insurance payment records. If there are unpaid amounts, clear them before applying.
Have a Professional Prepare and File the Application
An experienced immigration specialist (行政書士) knows what immigration officers look for and can prepare documents that anticipate potential questions. This reduces the likelihood of additional requests. TreeGlobalPartners’ group company, Gyoseishoshi Hojin Tree (行政書士法人Tree), handles these applications as part of their visa support services.
Avoid Peak Filing Periods If Possible
If your situation allows flexibility, avoid filing during the January-to-April rush. Applications submitted in less busy months (such as June through October) may be processed faster simply because the bureau has fewer cases in the queue.
Make Sure Your Employer’s Documents Are in Order
The employer’s side of the application is just as important as yours. Verify that the company has submitted all required periodic reports to immigration, that their financial documents are current, and that the employment contract meets the requirements for SSW workers (including salary equal to or above Japanese workers in the same role).
Common Reasons Applications Get Denied
Understanding why applications get rejected helps you avoid the same pitfalls. Here are the most frequent reasons for denial of a Change of Status of Residence for SSW workers.
1. Incomplete or Inconsistent Documentation
This is the most common cause. Forms with blank fields, inconsistent dates between documents (for example, the employment start date on the contract not matching the application form), or missing attachments can all lead to denial if not corrected in time.
2. The New Employer Does Not Meet Requirements
The hiring company must be an approved organization for employing SSW workers. If the company has not filed the required registration or support plans, or if there are outstanding compliance issues (such as unpaid wages to previous foreign employees or failure to submit required reports), the application will be denied regardless of how qualified the worker is.
3. Unpaid Taxes or Social Insurance
Immigration takes tax and social insurance compliance seriously. If you have unpaid resident tax (住民税), income tax (所得税), health insurance (健康保険), or pension contributions (厚生年金), your application may be denied. This is true even if the unpaid amounts stem from a previous employer’s administrative errors.
4. Violations of Previous Visa Conditions
If you engaged in unauthorized work (such as part-time jobs not permitted under your visa), overstayed, or failed to submit required notifications during your previous employment, immigration will consider this during the review. Serious violations can result in outright denial.
Working without authorization during the gap period — including part-time jobs, freelancing, or cash-in-hand work — is a violation that immigration takes very seriously. Even if it happened before you filed the application, it can be grounds for denial.
5. The Job Does Not Match the SSW Field Requirements
Specified Skilled Worker visas are restricted to designated industry fields. If the job description in the employment contract does not align with the activities permitted under the SSW category, or if the worker has not passed the relevant skills test for the new field, the application will be denied.
6. Insufficient Salary or Employment Terms
The offered salary must be equal to or above what Japanese workers receive for comparable work in the same position and region. If the employment terms suggest the worker would not be able to maintain a stable livelihood, or if the salary is below the required minimum, this will be flagged during review.
If your application is denied: You have the option to reapply after addressing the reasons for denial. In some cases, you may also be able to file a request for reconsideration. An experienced 行政書士 can review the denial notice and advise on the best course of action. Contact us if you need assistance.
Frequently Asked Questions
Summary
- Change of Status of Residence for SSW workers typically takes 2 weeks to 2 months, depending on the bureau, the time of year, and the completeness of your application
- The Tokyo bureau tends to have the longest processing times due to high volume; smaller regional offices may process faster
- The most common cause of delays is incomplete documentation — submit everything correctly the first time
- You can check your status through the ISA Online System, by calling 0570-013904, or through your representative
- You cannot work at your new employer until the change is approved — plan your finances for a gap of up to 2 months
- Using the online filing system and having a professional prepare documents can help reduce processing time
- Common denial reasons include unpaid taxes, unauthorized work history, and employer compliance issues
- The application fee is 6,000 yen (counter) or 5,500 yen (online) as of April 2025
The wait for visa approval is one of the most stressful parts of changing jobs as an SSW worker in Japan. But by submitting a thorough application, paying all taxes and insurance, and working with qualified professionals, you can minimize your wait time and avoid the most common pitfalls.
If you are looking for a new employer or need support with your visa change process, TreeGlobalPartners can help. Our job placement service is completely free for workers — no fees, no hidden costs. And our group company, Gyoseishoshi Hojin Tree (行政書士法人Tree), handles all visa-related applications so that your paperwork is prepared correctly from the start.
Free Job Placement + Professional Visa Support
TreeGlobalPartners connects SSW workers with better jobs at no cost. Visa change applications are prepared and filed by our group company, Gyoseishoshi Hojin Tree (行政書士法人Tree), ensuring your documents are complete and accurate. No fees charged to workers, ever.
Get Free Consultation →Disclaimer: The information in this article is accurate as of March 2026 and is intended for general informational purposes only. It should not be considered legal advice. Immigration laws, regulations, and application fees are subject to change. For the most up-to-date information, please 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.