How to Use the 在留申請オンラインシステム: Procedures You Can File Online, Conditions and Preparation

Besides going to an immigration counter, procedures such as 在留期間更新 (extension of period of stay) and 在留資格変更 (change of status of residence) can also be filed online through the 出入国在留管理庁's 「在留申請オンラインシステム」 (online residence application system). Based on the official explanations, this article summarizes the conditions for filing online as a foreign national yourself, which procedures can and cannot be filed, the preparation needed and the requirements for attachments.

Key points

• Foreign nationals themselves can file online: 在留資格変更許可申請, 在留期間更新許可申請, 在留資格取得許可申請, 就労資格証明書交付申請, 資格外活動許可申請 and 再入国許可申請. The 在留資格認定証明書交付申請 cannot be filed online by the foreign national themselves.
• The 永住許可申請 and procedures related to the residence card (住居地以外の記載事項変更届出, 在留カードの有効期間更新申請, etc.) currently cannot be done online.
• You need a マイナンバーカード (with both the 署名用電子証明書 and the 利用者証明用電子証明書) and a smartphone with the マイナポータルアプリ installed.
• People who are not 中長期在留者 (for example those with 「外交」, 「公用」 or 「短期滞在」, or a period of stay of 3 months or less) and people under 15 cannot use the system as the foreign national themselves.
• You cannot apply online on the last day of your period of stay (the expiry date itself); apply at the 地方出入国在留管理官署 with jurisdiction instead.
• Attachments must be PDF only, up to 20 files at a time, with a total of 25MB or less including the 顔写真 (photo).

Procedures and statuses available online

The official 「利用者ごとの申請可能な手続」 lists the following procedures for foreign nationals themselves (○ = can apply, × = cannot apply):

Procedure	Foreign national themselves
在留資格認定証明書交付申請	×
在留資格変更許可申請	○
在留期間更新許可申請	○
在留資格取得許可申請	○
就労資格証明書交付申請	○
資格外活動許可申請	○
再入国許可申請	○

The 「対象範囲」 PDF (as of January 5, 2026) states that the 再入国許可申請 and 資格外活動許可申請 are applications made together with a change, renewal or acquisition, and that people holding the 「外交」, 「短期滞在」 or 「特定活動（出国準備期間）」 status, or wishing to change to these statuses, are not covered. For whether each status of residence can be filed online and the scope covered (for example, 「家族滞在」 is limited to people whose supporter is within the online scope), see that PDF.

Family members (spouse, child, parents, etc.) can in principle apply on someone's behalf only when the applicant is under 16 or cannot apply themselves due to illness or other reasons.

Preparation

1. マイナンバーカード: it must have the 署名用電子証明書 and the 利用者証明用電子証明書.
2. Smartphone: for the 利用申出 (application for use), you read your マイナンバーカード with a smartphone that has the マイナポータルアプリ installed.
3. An email address that can receive mail: make sure you can receive mail from the 「@rasens-immi.moj.go.jp」 domain.

Steps

1. STEP1 利用者登録 (user registration): after you register your email address, you receive a URL to the [利用者登録] screen (valid for 24 hours; after that you must start again from entering your email address); when finished, you receive an email with your 「利用者ＩＤ」 (user ID).
2. STEP2 利用申出 (application for use): apply using your マイナンバーカード and the マイナポータルアプリ; if there are no problems, you receive a registration-complete email within a few minutes and can then use the system.
3. STEP3 在留申請 (residence application): enter the application details, attach the documents and submit. After submitting, you can check the status of your application under [申請状況の確認] on the system's top page.

Attachment requirements

• A 顔写真 (photo) must be attached; for applications that do not require a photo, attach the official 「顔写真不要者用データ」.
• File format: PDF only (extension 「.pdf」), up to 20 files at a time, a total of 25MB or less including the photo; a resolution equivalent to 200dpi or higher is recommended.
• No passwords or restrictions: PDFs with a password, print prohibition, copy prohibition or similar settings, or files that do not conform to the PDF standard (ISO 32000-1), are treated as error files, so immigration cannot see the contents, and no error message is shown; you will later have to submit them separately by post or at a counter.
• When over 25MB: first attach what fits together with the 「資料添付に係る申告書（参考様式９）」 and complete the application, then add the rest following the request-for-additional-documents email sent by immigration.
• Application forms prepared by the organization or supporter: when a foreign national themselves applies for the statuses listed officially, such as 「技術・人文知識・国際業務」, 「留学」 and 「家族滞在」, the 「所属機関等作成用の申請書」 or 「扶養者等作成用の申請書」 for that status must be attached.
• Resident tax certificate of taxation (or non-taxation): from 令和6年3月19日 (March 19, 2024), foreign nationals themselves can obtain their own income and individual resident tax information through the マイナポータル with their マイナンバーカード on the system and attach it as electronic data; this is not necessary if you submit the tax certificate as a PDF.

The method of receiving the residence card and the 就労資格証明書 can be changed until the examination at the regional immigration services bureau is finished; the method of receiving the 在留資格認定証明書 cannot be changed.

Common misconceptions

• "Any procedure can be done online": the 永住許可申請 and residence-card procedures currently cannot be done online, and foreign nationals themselves cannot apply online for the 在留資格認定証明書.
• "Submitting online on the last day is still in time": you cannot apply online on the last day of your period of stay; only the counter is available.
• "You can use it without a マイナンバーカード": a マイナンバーカード is needed whether the foreign national themselves, a legal representative or a family member uses the system.
• "If the upload succeeded, everything is fine": PDFs with a password or print prohibition are treated as error files without any message, and must be submitted separately.

Inquiries

Questions about how to operate the system can be directed to the 「在留申請オンラインシステムヘルプデスク」 (phone 050-3786-3053, Monday to Friday 9:00–17:00). The documents needed for each status of residence are the same as for counter applications; you can ask the 地方出入国在留管理官署 with jurisdiction or the 外国人在留総合インフォメーションセンター.