How to get copies of your past immigration applications in Japan

1. Why get copies of your past applications?

Each new application is reviewed against what you said before. If your new application says something different from an earlier one, for example about your education, work history or family, Immigration may ask why. Common reasons to get copies are:

• Your employer or school filed the earlier application for you (for example, a Certificate of Eligibility application), or a gyoseishoshi or lawyer handled it, and you never saw what was submitted.
• You want your new application to be consistent with the old ones.
• An application was refused, and you want to review exactly what was submitted before you apply again.

2. What you can and cannot get

The request is made under the Act on the Protection of Personal Information. You can request your own personal information held by the ISA, including the materials submitted when you went through procedures at a regional immigration office.

• Covered: applications to the ISA, for example extensions of period of stay, changes of status of residence and Certificates of Eligibility.
• Not covered: visa applications made at a Japanese embassy or consulate abroad. These are handled by the Ministry of Foreign Affairs, not the ISA. See the difference between a visa and a status of residence.
• Other people’s records: the request is always for the information of the person concerned. A parent or guardian can make the request for a minor child as their legal representative, and an adult can appoint an agent with a power of attorney to make the request for them. This system cannot be used to obtain another person’s records for your own purposes.

3. Where to send the request

Send the request to the regional immigration bureau where you filed the application. If you applied at a district office or branch office, send it to the regional bureau that oversees that office. The ISA’s page lists the address and phone number of each bureau.

• Method: at the counter or by post
• Fee: ¥300 per application, paid with revenue stamps (shunyu inshi). Do not cancel the stamps.
• Form: the request form for personal information held by regional immigration offices, available on the ISA website (in Japanese)

If you applied at different bureaus over the years, you need a separate request for each bureau.

4. How to identify each application

This is the part that causes the most trouble. The form asks you to describe the information you want precisely enough for the bureau to identify it. If the description is vague, you may be asked to correct it, and the request will take longer.

Use your old residence cards

Residence cards issued before June 14, 2026 show the date of permission and the card number on the front. With the date of permission, the number of the card issued with that permission and the type of application, the bureau can identify the application even if you do not know its application number.

A line in English would read like this (the form itself is written in Japanese):

• “The complete set of application documents I submitted in my application for extension of period of stay permitted on (date) (residence card number: (number)).”

List each application on a separate line. If you also want the records of how the application was examined, say so. If your goal is only to see what you submitted, the documents you submitted are enough.

No old residence cards? Get your residence history first

If you no longer have your old cards, or you do not remember when you applied, first request your residence procedure records from the ISA headquarters. They show, for example, the office that made each decision, the date of the decision and the permission number. Refused applications can also be identified. With this information, you can tell which bureau to ask and describe each application precisely. See how to get your Japan entry and exit records.

5. What to send

For a request by post, you will typically need:

1. The completed request form, with ¥300 in revenue stamps for each application listed
2. A copy of your ID, front and back, such as your residence card. The address on it must match your certificate of residence.
3. The original of your certificate of residence (juminhyo), issued within the last 30 days and without your My Number
4. A return Letter Pack or a return envelope with enough stamps. A full set of application documents can be thick, so a Letter Pack is the safer choice.

If you live outside Japan or want an agent to make the request, the ID and power of attorney rules are the same as for entry and exit records. See sections 4 and 6 of our article on entry and exit records.

6. How long it takes

By law, the decision on disclosure is to be made within 30 days of the request, but this can be extended. Allow about 1 to 1.5 months, and sometimes longer.

7. Our Japan Immigration Records Request service

If you would rather not deal with the Japanese forms, or you live outside Japan, our Japan Immigration Records Request service can make the request for you as your agent. A gyoseishoshi identifies each application, files the request and delivers the documents as PDF files with a summary table in English.

• B. Past Immigration Application Files (up to 3 applications): ¥33,000 if you live in Japan, ¥44,000 if you live outside Japan
• C. History + Application Files: we first obtain your residence history from the headquarters, then request the application files from the regional bureau. ¥49,500 if you live in Japan, ¥71,500 if you live outside Japan

Fees include consumption tax. Actual costs (ISA fees and return postage) are charged separately. See the service page for all plans, typical timeframes and conditions. To apply, send us an inquiry. If you would like us to check the documents for your new application before you file it, see our document check service.

Disclaimer: This article is provided for general information only and is not legal advice on any individual case. The information is based on sources available as of October 28, 2026. Laws, guidelines and their application may change without notice. Processing times and how a request is handled may differ by bureau and by case. TKG Immigration Consulting Office accepts no liability for any loss or damage arising from the use of this information. In case of any difference between our English descriptions and the original Japanese texts, the Japanese texts prevail.