For medium to long-term residents in Japan, the Residence Card (在留カード - zairyū kādo) is a crucial identification document that certifies their legal status and contains vital personal information. Maintaining the accuracy of this information is not just a matter of convenience but a legal obligation under the Immigration Control and Refugee Recognition Act (ICRRA). While changes to one's place of residence have their own specific notification procedures (under Articles 19-7 and 19-9), Article 19-10 addresses the requirement to notify changes to other key personal details printed on the card. This article explains which changes require notification, the timeframe, the procedure, and the consequences of non-compliance.

The Importance of Accurate Residence Card Information

The Residence Card system, implemented in July 2012, replaced the previous Alien Registration system. It aims to provide a more accurate and efficient way for the Minister of Justice to manage the residency of foreign nationals staying in Japan for extended periods. The card serves as official proof of the holder's identity, nationality, status of residence, period of stay, and other essential details. Accuracy of this information is paramount for various administrative procedures, employment, banking, and other aspects of daily life in Japan, as well as for overall immigration control.

Article 19-10 specifically deals with changes to fundamental personal data, ensuring that the information held by immigration authorities and displayed on the Residence Card remains current. This provision focuses on changes to information listed in Article 19-4, Paragraph 1, Item 1 of the ICRRA.

Which Changes Require Notification Under Article 19-10?

Article 19-10, Paragraph 1 stipulates:
"A medium to long-term resident shall, when there has been a change in any of the matters set forth in Article 19-4, paragraph (1), item (i), notify the Minister of Justice of said change, pursuant to the procedures provided for by an Ordinance of the Ministry of Justice, within 14 days from the date on which said change occurred."

The "matters set forth in Article 19-4, paragraph (1), item (i)" that require notification under this article are:

1. Name in full (氏名 - shimei): This includes changes due to marriage, divorce, or legal name change in one's home country.
2. Date of birth (生年月日 - seinengappi): While less common, corrections or official changes to one's date of birth would fall under this.
3. Sex (性別 - seibetsu): In cases of legal gender recognition.
4. Nationality or Region (国籍・地域 - kokuseki/chiiki): This covers situations where a foreign national acquires a new nationality, renounces a previous one (if it affects their primary nationality for Japanese immigration purposes), or if there's a change in the official designation of their region of origin (e.g., for holders of passports from regions like Taiwan or Palestine specified in Article 2, Item 5(b) of the ICRRA).

It is crucial to note that Article 19-10 specifically applies to changes in these personal details that do not arise from immigration procedures themselves. For example, a change in status of residence or an extension of the period of stay is processed through separate applications (e.g., Articles 20, 21), and a new Residence Card reflecting these changes is issued as part of that specific permission. Article 19-10 is for changes to core biographical data that occur independently of such immigration status alterations.

Notification Deadline and Procedure

Deadline: Within 14 Days

The notification must be made within 14 days from the date on which the change occurred (その変更を生じた日から十四日以内に - sono henkō o shōjita hi kara jūyokka inai ni). The "date on which the change occurred" would typically be the date a marriage was registered (for a name change due to marriage), the date a new nationality was officially acquired, or the date a legal name change took effect in the individual's country of nationality.

Procedure and Where to Notify

The notification is made to the Minister of Justice, which in practice means submitting an application to a Regional Immigration Bureau (地方入国管理局 - chihō nyūkoku kanrikyoku) or its branch offices. The specific procedures are detailed in the Ministry of Justice Ordinance (Enforcement Regulations of the ICRRA).

Typically, the procedure involves:

1. Completing the Application Form: A designated application form for notification of change in matters entered on the Residence Card must be filled out.
2. Submitting Supporting Documents: Evidence verifying the change must be submitted. The required documents vary depending on the nature of the change:
   • For a name change (e.g., due to marriage/divorce): Official documents from the country of nationality proving the name change (e.g., marriage certificate, divorce decree, court order for name change), along with Japanese translations if the documents are not in Japanese. A new passport reflecting the name change may also be required or highly advisable.
   • For a change in nationality: Documents proving the acquisition of the new nationality (e.g., new passport, certificate of naturalization from the new country) and, if applicable, documents proving the loss of the previous nationality.
   • For changes to date of birth or sex: Official documents from the country of nationality or other competent authorities validating the change, along with Japanese translations.
3. Presenting the Current Residence Card and Passport.

Personal Appearance

As a general rule, notifications and applications related to the Residence Card require the personal appearance of the foreign national at the immigration office (ICRRA, Article 61-9-3). However, there are exceptions. For example, if the foreign national is under 16 years of age or unable to appear due to illness, a family member residing with them (spouse, child, parent, or other relative in that order of priority) must make the notification on their behalf. In other cases specified by Ministry of Justice Ordinance (e.g., application through an authorized immigration lawyer or administrative scrivener), personal appearance by the applicant may also be waived.

Issuance of a New Residence Card (Article 19-10, Paragraph 2)

Upon receiving a notification of change under Paragraph 1, Article 19-10, Paragraph 2 states:
"When a notification set forth in the preceding paragraph has been made, the Minister of Justice shall have an immigration inspector issue a new residence card to said medium to long-term resident."

This means that once the immigration authorities have verified the change, a new Residence Card reflecting the updated information will be issued. The old card will typically be collected or invalidated. This ensures that the primary identification document carried by the medium to long-term resident always reflects their current, accurate personal details. The processing time for the issuance of the new card can vary.

Consequences of Non-Compliance

Failure to comply with the notification duty under Article 19-10 carries legal consequences:

• Penalties:
  • Failure to Notify: A person who, in violation of Article 19-10, Paragraph 1, fails to make a notification of a change may be subject to a fine of not more than 200,000 yen (ICRRA, Article 71-3, Item 3).
  • False Notification: A person who makes a false notification regarding these changes may be subject to more severe penalties, including imprisonment for not more than 1 year or a fine of not more than 200,000 yen (ICRRA, Article 71-2, Item 1).
• Impact on Future Immigration Procedures: While not an automatic ground for denial, a record of failing to comply with such notification duties could be considered negatively by immigration authorities during future applications for extension of period of stay, change of status of residence, or permanent residence. It reflects on the individual's adherence to Japanese laws and regulations.

Distinguishing from Other Notification Duties

It is important to distinguish the notification under Article 19-10 from other notification duties for medium to long-term residents:

• Notification of Change of Place of Residence (Article 19-9): This has its own separate 14-day notification requirement to the local municipal office.
• Notification Regarding Affiliated Organization (Article 19-16): For those with work or study-related statuses, changes concerning their employer or educational institution must be notified to the immigration authorities.
• Changes to Status of Residence or Period of Stay: These are not "notifications" but require formal applications for "Permission to Change Status of Residence" (Article 20) or "Permission to Extend Period of Stay" (Article 21). A new Residence Card is issued upon approval of these applications.

Article 19-10 focuses solely on the core biographical data (name, DOB, sex, nationality/region) that might change due to personal life events rather than through a direct immigration application process.

Practical Advice

For medium to long-term residents, it is advisable to:

1. Be Aware of the Obligation: Understand which changes to your personal information necessitate a notification under Article 19-10.
2. Act Promptly: If a relevant change occurs (e.g., marriage resulting in a name change, acquisition of a new nationality), gather the necessary official documents and make the notification at the Regional Immigration Bureau within the 14-day deadline.
3. Prepare Correct Documentation: Ensure all supporting documents are official, accurately translated into Japanese if required, and clearly demonstrate the change.
4. Consult if Unsure: If there is any uncertainty about the procedure or required documents, it is wise to consult with the immigration authorities or a qualified legal professional.

Conclusion

Maintaining the accuracy of the information on the Residence Card is a legal responsibility for all medium to long-term residents in Japan. Article 19-10 of the ICRRA mandates a timely notification to the immigration authorities for changes in fundamental personal details such as name, date of birth, sex, or nationality/region, excluding changes to the place of residence which are covered by different provisions. Compliance with this 14-day notification requirement, which leads to the issuance of an updated Residence Card, is essential for avoiding penalties and ensuring that the individual's official records in Japan are correct, thereby facilitating smoother interactions with administrative bodies and maintaining a lawful residency status.