Your residence card (在留カード / Zairyu Card) is the single most important document you hold as a foreign worker in Japan. It proves your legal status, your permission to work, and your registered address. Whenever you change jobs, move to a new address, or lose the card, Japanese immigration law requires you to complete specific notification procedures within strict deadlines.
Missing these deadlines can result in fines of up to 200,000 yen — and in serious cases, it may affect your ability to renew your visa or change your status of residence. This guide covers every notification you need to make, the exact deadlines, where and how to submit, and what to do if your card is lost or stolen.
If you are currently considering a job change on a Specified Skilled Worker visa, our Complete Guide to Changing Jobs on an SSW Visa covers the full process from start to finish.
What Is the Zairyu Card (Residence Card)?
The Zairyu Card (在留カード) is an IC card issued by the Immigration Services Agency of Japan to mid-to-long-term residents. It serves as official proof of your identity and immigration status while you live in Japan.
The card displays the following information:
- Your name (as it appears in your passport)
- Date of birth and nationality / region
- Status of residence (e.g., Specified Skilled Worker, Engineer/Specialist in Humanities/International Services)
- Period of stay and expiration date
- Whether you have work permission and any restrictions
- Your registered address (written on the back by the municipal office)
Carry it at all times. Japanese immigration law requires mid-to-long-term residents to carry their residence card whenever they go out. If a police officer or immigration official asks to see it and you cannot present it, you may face a fine of up to 200,000 yen.
When any of the information on your card changes — your employer, your address, or even if the card itself is lost — you are legally required to notify the relevant authorities within a set timeframe. The sections below explain each type of notification in detail.
Notification When Changing Jobs (Contract Organization Notification)
Under Article 19-16 of the Immigration Control and Refugee Recognition Act, you must notify the Immigration Services Agency whenever there is a change to your "contract organization" (契約機関). In practical terms: you need to report leaving your old employer and joining your new employer as two separate notifications.
Who needs to submit this notification?
This requirement applies to holders of the following statuses of residence:
- Specified Skilled Worker (特定技能)
- Engineer / Specialist in Humanities / International Services (技術・人文知識・国際業務)
- Highly Skilled Professional (高度専門職)
- Researcher (研究)
- Nursing Care (介護)
- Skilled Worker (技能)
- Entertainer (興行) — limited to those contracted with a Japanese organization
What exactly do you need to report?
You must file a separate notification for each of these events:
| Event | Deadline |
|---|---|
| Left your previous employer (contract ended) | Within 14 days of leaving |
| Started with a new employer (new contract) | Within 14 days of starting |
| Your employer changed its name or address | Within 14 days of the change |
| Your employer ceased to exist (closed down) | Within 14 days of the closure |
Two notifications, not one. When you change jobs, you must file separately for leaving your old employer and for joining your new one. Many workers only file one and unknowingly violate the other requirement. Set a reminder on your phone for both deadlines.
Three ways to submit
Online (Immigration Electronic Notification System)
The most convenient method. You can submit 24 hours a day using the Immigration Services Agency's online notification system. You will need your residence card number and the details of the change. Access it from the Immigration Services Agency website.
By Mail
Send the completed notification form along with a copy of your residence card (front and back) to the Tokyo Regional Immigration Services Bureau. Write "届出書在中" (Notification Enclosed) in red on the front of the envelope. Using registered mail (簡易書留) is recommended so you have proof of delivery.
In Person
Visit your nearest regional immigration office and submit the form at the counter. Bring your residence card for identity verification. Office hours are typically Monday through Friday, 9:00–12:00 and 13:00–16:00.
This notification is not the same as a Change of Status of Residence. The contract organization notification is a simple report. A Change of Status of Residence (在留資格変更許可申請) is a full visa application required when your new job falls under a different visa category, or when changing SSW employers. Even if you need a status change, you still must file the contract organization notification within 14 days. See our SSW job change document checklist for details on the status change application.
Address Change Notification When Moving
When you move to a new address in Japan, you must update your registered address through your local municipal office (市区町村役場). This is a separate process from the immigration notifications above — it is handled by the city or ward office, not by immigration directly.
Moving within the same city or ward
- Visit your city or ward office within 14 days of moving
- Submit a "Change of Address Notification" (転居届 / tenkyo todoke)
- Bring your residence card — the staff will write your new address on the back of the card
Moving to a different city or ward
- Before moving: Visit the office of your current municipality and submit a "Moving-Out Notification" (転出届). You will receive a "Moving-Out Certificate" (転出証明書)
- After moving: Visit the office of your new municipality within 14 days of moving in and submit a "Moving-In Notification" (転入届)
- Bring your residence card, the Moving-Out Certificate, and your passport. The staff will write your new address on the back of your card
Why this matters for your visa: The address on the back of your residence card must match your actual place of residence. Immigration uses this address for official correspondence. If the address is wrong, important mail — including visa approval notices — will not reach you.
My Number Card: If you have a My Number Card (マイナンバーカード), bring it as well. The municipal office will update the address information stored on it.
Failure to register your new address within 14 days, or registering a false address, can be grounds for revocation of your status of residence under the Immigration Control Act. If more than 90 days pass without registering, the risk of revocation becomes even higher.
If you are changing jobs and also relocating, remember that the address change notification (at the city office) and the contract organization notification (to immigration) are separate procedures filed at different offices. You must complete both within their respective 14-day deadlines.
Changing Jobs and Not Sure What to Report?
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Get Free Consultation →What to Do If You Lose Your Residence Card
Losing your residence card is a serious situation — but the procedure to get a replacement is straightforward if you act quickly. The key deadline is 14 days from the date you discover the loss.
File a Loss Report with the Police
Go to the nearest police station (交番 or 警察署) and file a loss report (遺失届). If the card was stolen, file a theft report (盗難届) instead. You will receive a certificate confirming your report — keep this document, as you will need it for the reissuance application.
Apply for Reissuance at Immigration
Visit your regional Immigration Services Bureau within 14 days of discovering the loss and submit a "Residence Card Reissuance Application" (在留カード再交付申請書). If you discover the loss while outside Japan, the deadline is 14 days from the date you re-enter the country.
Bring the Required Documents
You will need the following items:
- Completed reissuance application form (available at the immigration office or downloadable from the ISA website)
- Your passport
- One photograph (4cm x 3cm, taken within the last 3 months, plain background, front-facing)
- Police loss report certificate or theft report certificate
- Documents explaining the circumstances of the loss (a brief written explanation)
Receive Your New Card
If your documents are complete, the new card is typically issued on the same day, though busy seasons (March–April) may cause delays. There is no fee for reissuance due to loss or theft. For reissuance due to voluntary reasons (such as changing the kanji representation of your name), a fee of 1,600 yen applies.
Do not delay. Failing to apply for reissuance within the 14-day deadline can result in a penalty of up to 1 year of imprisonment or a fine of up to 200,000 yen under the Immigration Control Act. Act as soon as you notice the card is missing.
Severely damaged cards: If your card is damaged to the point where it cannot be read (water damage, broken IC chip, faded print), you should also apply for reissuance. This follows the same process as a lost card, with no fee for damage-related reissuance.
Penalties for Not Reporting
Japan's immigration law imposes real penalties for failing to meet notification obligations. These are not theoretical — they can directly impact your ability to continue living and working in Japan.
| Violation | Penalty |
|---|---|
| Failure to submit contract organization notification within 14 days | Fine of up to 200,000 yen |
| Submitting a false notification | Up to 1 year imprisonment or fine of up to 200,000 yen |
| Failure to register new address within 14 days | Fine of up to 200,000 yen |
| Failure to register address for 90+ days | Possible revocation of status of residence |
| Registering a false address | Possible revocation of status of residence |
| Failure to apply for card reissuance within 14 days of discovering loss | Up to 1 year imprisonment or fine of up to 200,000 yen |
| Failure to carry residence card | Fine of up to 200,000 yen |
Beyond direct penalties, there is an important indirect consequence: non-compliance with notification obligations can negatively affect future visa applications. When you apply to renew your visa or change your status of residence, the Immigration Services Agency reviews your history of compliance. A record of missed notifications may result in a shorter renewal period or even denial.
For Specified Skilled Worker employers: Companies (or their designated Registered Support Organizations) that fail to submit required notifications about their foreign employees may face a fine of up to 300,000 yen. Both the worker and the employer have separate notification responsibilities.
Already past the deadline? Submit the notification immediately. Late submission is always better than no submission. At the city hall, you may be asked to write a "Statement of Reasons for Delay" (遅延理由書) explaining the circumstances. Immigration also takes into account whether the delay was an honest oversight or intentional avoidance.
Step-by-Step: All Notifications After a Job Change
When you change jobs, multiple notification procedures overlap. Here is the complete sequence in chronological order, so you do not miss anything.
Before You Leave: Confirm Your Last Working Day
Know your exact last day of employment. This date starts the 14-day clock for your first notification. If you are unsure about the resignation procedure, see our guide on how to properly change jobs on an SSW visa.
Within 14 Days of Leaving: Notify Immigration (Contract Ended)
Submit the "Notification Concerning Contract Organization" (契約機関に関する届出) to immigration, indicating that your employment contract has ended. Online submission is the fastest option. This is the most commonly missed step — do it immediately after your last day.
If You Are Moving: Update Your Address at the City Office
If the job change involves relocation, complete your moving-out notification at your current city office before you move, and your moving-in notification at your new city office within 14 days of moving in. Bring your residence card to have the new address written on the back.
Apply for Change of Status of Residence (If Required)
If your new job requires a different status of residence, or if you are changing employers within the SSW category, you will likely need to apply for a Change of Status of Residence at your regional immigration office. See our full document checklist for SSW job changes for what to prepare.
Within 14 Days of Starting: Notify Immigration (New Contract)
After you begin working at your new company, submit another contract organization notification reporting the new employment contract. This is your second required notification — separate from the one you filed when leaving your previous employer.
Verify Everything Is Updated
After completing all notifications, confirm that: (1) your address on the back of your residence card is current, (2) contract organization notifications have been submitted for both the old and new employer, and (3) any change of status application is in progress or completed. Keep copies of all submitted forms.
Keep copies of everything. Make photocopies or take photos of all notification forms, receipts, and your updated residence card (front and back). These records will be useful when you apply for your next visa renewal or if immigration ever asks for verification.
Frequently Asked Questions
Summary
- Residence card (Zairyu Card) = your primary ID as a foreign resident in Japan; carry it at all times
- Changing jobs: Notify immigration within 14 days of leaving your employer AND within 14 days of starting a new job (two separate notifications required)
- Moving: Update your address at the city or ward office within 14 days; the new address will be written on the back of your card
- Lost card: File a police report, then apply for reissuance at immigration within 14 days (no fee for loss or theft)
- Penalties: Up to 200,000 yen fine for missed notifications; up to 1 year imprisonment for false notifications; possible visa revocation for address violations
- Submission methods: Online (24/7), by mail, or in person at the immigration office
- Keep copies of all notifications and receipts for your records
Every notification described in this article has a 14-day deadline. The simplest approach is to act on each notification as soon as the triggering event happens — do not wait until the last day. If you are changing jobs and feel overwhelmed by the overlapping deadlines, reach out to TreeGlobalPartners. We coordinate the entire process so nothing falls through the cracks.
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* The information in this article is based on Japanese immigration laws and regulations as of March 2026. Systems and fees are subject to change. For the most current information, please refer to the Immigration Services Agency of Japan (出入国在留管理庁).
* This article is intended for general informational purposes only and does not constitute individual legal advice. For specific cases, we recommend consulting a qualified professional.