The 「所属機関に関する届出」 Within 14 Days of Changing Jobs: Who, How, and Notes for Extension

When a person holding a work-related status of residence leaves a job or joins a new company, or when their company changes its name, relocates or is dissolved, the person must submit the 「所属機関に関する届出」 (notification regarding the affiliated organization) to 出入国在留管理庁 (Immigration Services Agency of Japan) within 14 days. This article is for readers holding statuses such as 「技術・人文知識・国際業務」 (Engineer/Specialist in Humanities/International Services, abbreviated 技人国) who are about to change jobs or have just done so. It summarizes who must notify, how to notify, the consequences of not notifying, and what to keep in mind when extending the period of stay afterwards.

Key points

• The deadline is within 14 days from the date the event occurs, and the notification is submitted by the mid- to long-term resident personally; you cannot notify in advance using a future date.
• Holders of 技人国, 研究 (Researcher), 介護 (Nursing Care), 技能 (Skilled Labor), 特定技能 (Specified Skilled Worker), 高度専門職１号イ・ロ (Highly Skilled Professional (i)(a)/(b)) and similar statuses submit the 「契約機関に関する届出」 (notification regarding the contracting organization); holders of 経営・管理 (Business Manager), 企業内転勤 (Intra-company Transferee), 教育 (Instructor), 留学 (Student) and similar statuses submit the 「活動機関に関する届出」 (notification regarding the organization of activity).
• There are three ways to submit: the 電子届出システム (electronic notification system, available 24 hours a day, all year), the counter of a 地方出入国在留管理官署 (regional immigration services bureau), or by mail to the Tokyo Regional Immigration Services Bureau.
• The official Q&A states clearly that the Immigration Control Act provides penalties for failing to notify or for making a false notification, and that this may put you at a disadvantage in future residence applications.
• Even if you have already obtained 在留期間更新許可 (permission for extension of period of stay), the notification of a job change must still be submitted separately.
• The 「就労資格証明書」 (certificate of authorized employment) is an optional document applied for only if you wish; the fee is 2,000 yen (1,600 yen online).

Which statuses of residence require notification

The official classification divides those subject to notification into two types, 「活動機関」 (organization of activity) and 「契約機関」 (contracting organization). The difference is whether your status of residence is based on "which organization you carry out activities at" or "which organization you have a contract with".

Type	Statuses of residence covered	Legal basis
契約機関に関する届出	高度専門職１号イ・ロ, 高度専門職２号（イ又はロ）, 研究, 技術・人文知識・国際業務, 介護, 興行 (Entertainer; only those under contract with an organization), 技能, 特定技能	Immigration Control Act Article 19-16, item 2
活動機関に関する届出	教授 (Professor), 高度専門職１号ハ, 高度専門職２号（ハ）, 経営・管理, 法律・会計業務 (Legal/Accounting Services), 医療 (Medical Services), 教育, 企業内転勤, 技能実習 (Technical Intern Training), 留学, 研修 (Trainee)	Immigration Control Act Article 19-16, item 1

People who hold 「家族滞在」 (Dependent), 「日本人の配偶者等」 (Spouse or Child of Japanese National) or 「永住者の配偶者等」 (Spouse or Child of Permanent Resident) and reside as a spouse do not fall into either of the two types above; they submit the 「配偶者に関する届出」 (notification regarding the spouse) only in the event of divorce from or death of the spouse.

Events that require notification

Taking the contracting organization type as an example, notification is required within 14 days after any of the following occurs:

1. The name or location of the contracting organization changes;
2. The contracting organization ceases to exist (e.g. dissolution);
3. The contract with the contracting organization ends (leaving the job, changing jobs, etc.);
4. A contract is concluded with a new contracting organization.

The events for the organization of activity type have the same structure (change of name or location, cessation, leaving, transfer). Leaving and joining are separate items on the official forms, and there is also a form for a combined "leaving + transfer" entry; if there is a long gap between leaving one job and joining another, the 14-day deadline is counted separately from the date each event occurs.

How to submit

1. 電子届出システム (online)

• 出入国在留管理庁's 「電子届出システム」 is available 24 hours a day, all year, and lets you view your notification history and processing status; online notifications do not require any attached documents.
• Registration is required on first use. The portal site explains that some system specifications change from January 5, 2026: people who had used the 電子届出システム or the 在留申請オンラインシステム (online residence application system) by December 31, 2025 can log in with their existing ID; new users must first complete 「利用者登録」 (user registration) and then submit a 「利用申出」 (application for use).
• For questions about system operation, contact the help desk (050-3786-3053, weekdays 9:00–17:00).

2. Submitting at a counter

Bring the notification form and your residence card to a nearby 地方出入国在留管理官署. Reception hours differ by office, so you can check in advance with the office or with the 外国人在留総合インフォメーションセンター (Immigration Services Center for Foreign Residents) (0570-013904).

3. By mail

• Enclose the notification form and a copy of your residence card, and write 「届出書在中」 or "NOTIFICATION ENCLOSED" in red on the front of the envelope.
• Mailing address: 〒160-0004 東京都新宿区四谷1丁目6番1号 四谷タワー14階 東京出入国在留管理局 在留調査部門 届出受付担当.
• No confirmation of receipt is sent, so using a trackable mailing method is recommended.

Forms to use (for paper submissions)

Contracting organization type: 参考様式1の4 (end of contract), 1の5 (new contract), 1の7 (both at the same time), 1の1 (change of name or location, or cessation). Organization of activity type: 参考様式1の2 (leaving), 1の3 (transfer), 1の6 (leaving + transfer), 1の1. The official pages provide PDF and Excel versions and filled-in examples. The official Q&A explains that supporting documents such as the employment contract do not need to be submitted.

What happens if you do not notify

• The official Q&A states that penalties are provided by law for failing to notify or making a false notification, and warns that 「在留諸申請で不利になる場合もあります」 (you may be at a disadvantage in various residence applications). For the specific penalties, refer to the official explanation.
• If you discover after 14 days that you missed the notification, the official guidance asks you to notify 「速やかに」 (promptly); do not leave it just because the deadline has passed.

Points to note on extension and status of residence after changing jobs

• First, check whether the new job still falls within your current status: the official Q&A (Q35) explains that if your activities after the job change are the same as under your current status, you apply for 「在留期間更新許可申請」 (application for extension of period of stay) before your period of stay expires; if your activities change, you need to apply for 「在留資格変更許可申請」 (application for change of status of residence).
• Gap after leaving a job: under the Immigration Control Act, a holder of a work-related status who does not engage in the activities of that status for 3 months or more in a row without a legitimate reason is subject to grounds for revocation of the status of residence. The official Q&A (Q77) gives the example that engaging in concrete job-seeking activities for re-employment after leaving a job may be considered a 「正当な理由」 (legitimate reason), but whether it is accepted is decided case by case.
• Where to apply: extension, change and the 就労資格証明書 must all be applied for at the regional immigration services bureau with jurisdiction over your place of residence, not at the office covering your workplace.
• Extension permission does not replace notification: the Q&A states clearly that even if you have obtained 在留期間更新許可, the notification of a job change must still be submitted.

就労資格証明書 (optional)

• Purpose: it certifies the income-earning activities the holder can engage in under their current status of residence. The official Q&A (Q36) explains that if you want to confirm whether a new job falls within 技人国, you can do so by applying for this certificate.
• Whether it is required: the official Q&A (Q68) explains that this certificate is issued only when the foreign national wishes, and not having it does not mean you cannot work; it is sufficient if your authorization to work can be confirmed through the stamp in your passport or your residence card.
• Fee: 2,000 yen (revenue stamp), or 1,600 yen for online applications.
• Processing time: the standard is the same day; if your workplace or activities have changed, it takes 1–3 months. When applying after a job change, you must also attach materials explaining the new workplace and activities.

Timeline

1. The day you leave the job: the 14-day deadline for the "end of contract" notification begins.
2. Within 14 days of leaving: submit the notification regarding the 契約機関 (or 活動機関).
3. The day you join the new company: the 14-day deadline for the "new contract" notification begins (if leaving and joining happen at the same time, the combined form can be used).
4. Within 14 days of joining: submit the notification for the new organization.
5. When needed: apply for the 就労資格証明書 to confirm whether the new job falls within your current status.
6. Before your period of stay expires: depending on the content of the new job, apply for an extension of the period of stay (在留期間更新) or a change of status of residence (在留資格変更).

Common misconceptions

• "The company will notify for me": the notification regarding the affiliated organization is your own obligation. Procedures the company submits, such as the notification of the employment status of foreign nationals, are the organization's own procedures, and the official pages do not state that they can replace your notification.
• "I can notify a future start date in advance": the official Q&A states clearly that you cannot notify using a future date as the date of the event; submit it after the fact has occurred.
• "Once I get extension permission, I don't need to notify": extension permission and the job change notification are two separate matters; the latter must still be submitted.
• "Without a 就労資格証明書 I cannot change jobs": this certificate is optional and is not a precondition for working.