The Japanese Residence Card: A Vital Document for Your Foreign Employees – What Employers and Employees Need to Know

Japanese Attorney at Law - Bengoshi L.L.

• 10 min read

For foreign nationals residing in Japan on a medium to long-term basis, the Residence Card (在留カード - Zairyu Card) is more than just an identification document; it is the primary proof of their legal status of residence, permitted activities, and period of stay. Introduced as part of a significant overhaul of Japan's residency management system on July 9, 2012, this card replaced the former Alien Registration Card and plays a central role in the daily lives and legal compliance of foreign residents. Both foreign employees and their employers must understand its features, the information it contains, and the obligations that come with it.

What is the Residence Card?

The Residence Card is issued by the Minister of Justice (administered through the Immigration Services Agency of Japan) to foreign nationals who are granted permission to stay in Japan for a mid-to-long-term period. It serves as official certification of the holder's identity and their specific status of residence, authorized period of stay, and whether they are permitted to work. The card integrates with Japan's resident record system, streamlining administrative processes.

Who is Issued a Residence Card?

Not every foreign national in Japan receives a Residence Card. It is specifically for "mid- to long-term residents" (中長期在留者 - chuchoki zairyusha). This generally includes individuals who have been granted a period of stay in Japan exceeding three months.

The following categories of foreign nationals are excluded from receiving a Residence Card:

  • Individuals granted a period of stay of "3 months" or less.
  • Those holding a "Temporary Visitor" (短期滞在 - tanki taizai) status (e.g., tourists, short-term business visitors).
  • Individuals with "Diplomat" (外交 - gaiko) or "Official" (公用 - koyo) status.
  • Special Permanent Residents (特別永住者 - tokubetsu eijusha), who are issued a separate "Special Permanent Resident Certificate" (特別永住者証明書) under a different legal framework.
  • Individuals who do not have a legal status of residence in Japan (e.g., those in an undocumented status).
  • Certain individuals under "Designated Activities" status, such as employees of the Japan-Taiwan Exchange Association (formerly the Interchange Association, Japan) or the Permanent General Mission of Palestine in Japan, and their families.

Information Displayed on the Residence Card

The Residence Card is a credit-card-sized document containing crucial information about the holder, both printed on its surface and stored in an embedded IC chip. Key details include:

  • Personal Information:
    • Full Name (氏名 - shimei)
    • Date of Birth (生年月日 - seinengappi)
    • Sex (性別 - seibetsu)
    • Nationality/Region (国籍・地域 - kokuseki/chiiki)
    • Photograph of the holder (顔写真 - kaojashin) (generally not included on cards issued to individuals under 16 whose card validity is set to their 16th birthday).
  • Residency Information:
    • Address in Japan (日本における主たる住居の所在地 - Nihon ni okeru shutaru jukyochi no shozaichi) (This is recorded on the back of the card and updated by the municipal office upon notification of a change of address).
    • Status of Residence (在留資格 - zairyu shikaku) (e.g., "Engineer/Specialist in Humanities/International Services").
    • Period of Stay (在留期間 - zairyu kikan) (e.g., "3 years," "5 years").
    • Date of Expiration of Period of Stay (在留期間の満了日 - zairyu kikan no manryobi).
  • Card-Specific Details:
    • Residence Card Number (在留カードの番号 - zairyu card no bango).
    • Date of Issuance (交付年月日 - kofu nengappi).
    • Expiration Date of the Residence Card itself (有効期間の満了日 - yuko kikan no manryobi) (Note: For non-permanent residents, this usually aligns with the expiration of their period of stay. For permanent residents, the card has its own separate validity, typically 7 years).
  • Work Authorization Status:
    • Indication of whether there are restrictions on employment (就労制限の有無 - shuro seigen no umu). This field clearly states if work is permitted, not permitted, or permitted based on the designated status.
    • If the holder has "Permission to Engage in Activity Other Than That Permitted by the Status of Residence Previously Granted" (e.g., for dependents or students working part-time), this fact is noted on the card (資格外活動許可欄 - shikakugai katsudo kyokaran on the back of the card).
  • Other Details:
    • Type of Permission and Date of Permission (許可の種類及び年月日 - kyoka no shurui oyobi nengappi) (e.g., "Landing Permission," "Permission for Extension of Period of Stay").
    • The reverse side of the card has space for recording changes of address and noting if an application for extension or change of status is currently in process (申請中 - shinseichu).

The embedded IC chip securely stores the information printed on the card, allowing for verification and helping to prevent forgery or tampering. It does not contain other sensitive biometric information like fingerprints beyond the data also visible on the card. It's also noteworthy that "aliases" or "commonly used names" (通称名 - tsushomei) are not displayed on the Residence Card; such names are handled through the separate municipal resident registration system (住民票 - juminhyo).

How and When is the Residence Card Issued?

  1. Upon New Entry into Japan:
    • For mid- to long-term residents arriving at major international airports such as Narita, Haneda, Chubu (Centrair), Kansai, New Chitose, Hiroshima, and Fukuoka, the Residence Card is typically issued by the immigration officer at the time landing permission is granted. The photograph submitted for the Certificate of Eligibility (CoE) or visa application is usually used for the card.
    • If arriving at other airports or seaports, or if the card cannot be issued immediately at the major airports, the individual's passport will be stamped with "Residence Card to be issued at a later date" (在留カード後日交付 - zairyu card gojitsu kofu). In this case, the foreign national must register their address at their local municipal office within 14 days of establishing residence. After this registration, the Residence Card will be mailed to their registered address by the Immigration Services Agency.
  2. Following Immigration Procedures within Japan:
    • When a foreign resident in Japan is granted a change of status of residence, an extension of period of stay, or permission to acquire a status of residence, a new Residence Card reflecting the updated status or period is issued by the regional Immigration Services Agency office. This issuance of a new card replaces the older system where permission stamps were affixed directly into the passport.

Key Obligations for Residence Card Holders

Possessing a Residence Card comes with several important legal obligations:

1. Duty to Carry and Present the Card (携帯義務・提示義務)

  • Mid- to long-term residents aged 16 years or older are required by law to carry their Residence Card with them at all times. This obligation exists regardless of whether they are also carrying their passport.
  • They must present their Residence Card to authorized officials, such as immigration officers, immigration control officers, or police officers, when requested to do so.
  • Penalties for Non-Compliance:
    • Failure to carry the Residence Card can result in a fine of up to 200,000 JPY.
    • Refusing to present the card when lawfully requested can lead to more severe penalties, including imprisonment for up to one year or a fine of up to 200,000 JPY.
  • Exemption: Individuals under the age of 16 are exempt from the obligation to carry their Residence Card at all times.

2. Notification Requirements (各種届出)

Foreign residents must report certain changes in their information to the relevant authorities:

  • A. Notifications to the Local Municipal Office (市区町村役場):
    • Initial Address Registration: Within 14 days of establishing a place of residence in Japan after initial entry (if the card was marked for later issuance) or after newly becoming a mid- to long-term resident (e.g., through a change of status).
    • Change of Address: When moving to a new address within Japan, the resident must first submit a "moving-out notification" (転出届 - tenshutsu todoke) to their current municipal office and then, within 14 days of moving into the new residence, submit a "moving-in notification" (転入届 - tennyu todoke) along with the moving-out certificate to the new municipal office. The new address will be recorded on the back of the Residence Card.
    • Penalties: Failure to make these address notifications within the 14-day timeframe can result in a fine of up to 200,000 JPY. More severe consequences, including potential cancellation of the status of residence or even deportation if convicted of making a false registration, can arise from failing to register an initial address within 90 days of landing without a justifiable reason, or from making a deliberately false address registration.
  • B. Notifications to the Immigration Services Agency (地方入国管理官署):
    • Changes to Basic Personal Information: Any changes to the holder's name, date of birth, sex, or nationality/region must be reported to a regional Immigration Services Agency office within 14 days of the change.
    • Changes Related to the Sponsoring Organization (for many work and student visas): For those holding statuses like "Engineer/Specialist in Humanities/International Services," "Instructor," "Student," etc., where the status is tied to a specific employer, school, or contracting institution, certain changes must be reported within 14 days. These include:
      • The name or location of the contracting organization changing.
      • The contracting organization ceasing to exist.
      • The termination of the contract with the organization.
      • Entering into a new contract with a new organization (i.e., changing jobs).
      • This notification requirement regarding the sponsoring organization does not apply to holders of statuses such as "Artist," "Religious Activities," "Journalist," or those based on civil status like "Spouse or Child of Japanese National" or "Permanent Resident". Furthermore, internal transfers or promotions within the same legal employing entity generally do not require this specific notification.
    • Changes in Marital Status (for certain statuses): Individuals whose status of residence is based on their spousal relationship, such as "Spouse or Child of Japanese National," "Spouse or Child of Permanent Resident," or "Dependent" (when residing as a spouse), must notify the Immigration Services Agency within 14 days in the event of divorce from or the death of their spouse. This notification requirement does not apply to holders of "Long-Term Resident" (定住者 - teijusha) status, even if their status was initially granted based on a past marital relationship.
    • Penalties: Failure to make these required notifications to the Immigration Services Agency within the 14-day timeframe can also result in a fine of up to 200,000 JPY.

Validity Period of the Residence Card and Its Renewal

It's crucial to distinguish between the validity period of the Residence Card itself and the expiration date of the period of stay granted under the status of residence.

  • For Non-Permanent Residents:
    • If the holder is 16 years of age or older: The Residence Card is valid until the expiration date of their authorized period of stay.
    • If the holder is under 16 years of age: The Residence Card is valid until their 16th birthday OR the expiration date of their period of stay, whichever date comes first. (As noted, cards issued to those under 16 whose validity is tied to their 16th birthday do not display a photograph ).
    • When a non-permanent resident successfully applies for an Extension of Period of Stay, a new Residence Card is issued with a new card validity date that aligns with the newly granted period of stay.
  • For Permanent Residents (永住者 - Eijusha):
    • If the holder is 16 years of age or older: The Residence Card is valid for seven years from its date of issuance.
    • If the holder is under 16 years of age: The Residence Card is valid until their 16th birthday.
    • Renewal of the Card for Permanent Residents: Permanent residents must apply to renew their Residence Card itself before its 7-year validity (or validity until their 16th birthday) expires. The application window for this card renewal typically opens two months before the card's expiration date (or six months before for those whose card expires on their 16th birthday). This is a separate process from renewing a period of stay, as permanent residents have an indefinite period of stay.
  • Penalties for Not Renewing the Card: Failure to apply for the renewal of the Residence Card (for permanent residents) or to obtain a new card upon extension of stay (for non-permanent residents) within the prescribed periods can lead to penalties, including imprisonment for up to one year or a fine of up to 200,000 JPY. If a family member who is legally obliged to make such an application on behalf of another (e.g., for a child) fails to do so, they may be subject to a non-penal administrative fine (過料 - karyo) of up to 50,000 JPY.

Re-issuance of a Lost, Stolen, or Damaged Residence Card

If a Residence Card is lost, stolen, destroyed, or significantly damaged or defaced (including malfunction of the IC chip), the holder is obligated to apply for a re-issuance (再交付 - saikofu).

  • Application Period: The application for re-issuance must be made to a regional Immigration Services Agency office within 14 days of becoming aware of the loss, theft, or damage. If the loss occurs while the holder is outside Japan, the 14-day period begins from the date of their first re-entry into Japan.
  • Fees: There is generally no fee for re-issuance due to loss, theft, destruction, severe damage, or IC chip malfunction.
  • Penalties for Non-Application: Failure to apply for re-issuance within the 14-day period after loss, etc., can result in imprisonment for up to one year or a fine of up to 200,000 JPY. It's important to note that the penalty is for failing to apply for re-issuance, not for the act of losing the card itself.
  • Voluntary Exchange: If a cardholder wishes to exchange their card for other personal reasons (e.g., the photograph is significantly outdated, but the card is otherwise functional and undamaged), this may be possible, but a fee will be charged for the new card.

Significance of the Residence Card for Employers

For employers in Japan, the Residence Card is a primary document for:

  1. Verifying Identity: Confirming the identity of a foreign job applicant or employee.
  2. Confirming Legal Status: Verifying their status of residence and authorized period of stay.
  3. Checking Work Authorization: Critically, the card explicitly states whether employment is permitted (就労制限の有無 - shuro seigen no umu). This field will indicate if work is unrestricted (e.g., for Permanent Residents), permitted under the specific status (e.g., "Engineer..."), or generally not permitted (e.g., "Student," "Dependent").
  4. Verifying Ancillary Work Permissions: The card will also show if the holder has obtained "Permission to Engage in Activity Other Than That Permitted" (e.g., for a student or dependent to work part-time), often detailing any conditions like hourly limits on the reverse side.

Employers have a responsibility to ensure they are legally employing foreign nationals, and checking the Residence Card is a fundamental step in this due diligence.

Connection to the Resident Record System

Mid- to long-term foreign residents, including Residence Card holders, are registered in Japan's basic resident record system (住民基本台帳制度 - Jumin Kihon Daicho Seido), and a resident record (住民票 - juminhyo) is created for them at their local municipal office. Information from the Residence Card (such as address and changes to status made at immigration offices) is generally coordinated with the municipal resident records. For instance, when a foreign resident reports a change of address to their municipal office, this information is also conveyed to the Immigration Services Agency.

Conclusion: A Cornerstone of Residency Management

The Japanese Residence Card is far more than a simple ID. It is a comprehensive document that underpins the system for managing foreign residents in Japan. It provides foreign nationals with clear proof of their legal status while imposing important obligations regarding carrying the card and reporting changes. For employers, it is an indispensable tool for verifying employment eligibility. A thorough understanding of the Residence Card and its associated rules is therefore essential for both foreign employees and their Japanese employers to navigate residency and employment smoothly and ensure full compliance with Japanese immigration law.