If your residence card in Japan becomes severely damaged, defaced, or has an unreadable IC chip, you must apply for card reissuance at your local Regional Immigration Bureau. The replacement procedure is free of charge, and in principle, the new card is issued on the same day. Foreign residents, including international students and working holiday visa holders, should confirm their specific documentation requirements directly with official immigration authorities before visiting the office.
Who is eligible to replace a damaged residence card in Japan?
Under Japanese immigration regulations, any medium to long-term resident whose residence card is severely damaged, defaced, or has corrupted IC chip records is eligible to apply for a replacement card. This applies to foreign nationals staying in Japan on student visas, university students, and working holiday participants.
Generally, the cardholder must submit the application in person if they are 16 years of age or older. However, specific individuals may act as representatives or intermediaries under defined conditions:
- Co-resident relatives: A family member aged 16 or older who lives with the applicant can apply if the applicant is under 16 or unable to attend in person due to illness or physical condition (supported by a medical certificate).
- Educational or organizational staff: Staff members from the institution where the applicant is enrolled (such as a language school, university, or training center) who hold official authorization as application proxies from the Regional Immigration Bureau director.
- Legal professionals: Registered lawyers or administrative scriveners who have reported to the Regional Immigration Bureau director and have been retained by the applicant.
Note that being busy with school attendance, exams, work schedules, or daily commuting does not qualify as a legal justification for being unable to appear in person.
What documents do you need for a residence card reissuance?
When applying for a replacement card at the Regional Immigration Bureau, you must prepare and present the following documents:
- Application Form: The standard application form for reissuance of a residence card due to defacement or damage.
- Original Passport: Your valid passport or Certificate of Status of Residence. If you cannot present your passport (for reasons other than simply leaving it at home), a written statement of reasons must be submitted.
- Current Residence Card: Your damaged, defaced, or corrupted residence card. If a proxy or representative submits the application on your behalf, you must carry a copy of the card.
- Passport Photo: One photo meeting official immigration standards. Regarding age rules updated in 2026: prior to June 14, 2026, children under 16 were exempt from providing a photo. From June 14, 2026 onward, photo submission is required for anyone aged 1 year or older (only infants under 1 year old are exempt).
- Kanji Name Form: If you wish to display your name in Kanji on the card, you can submit the dedicated application for Kanji name notation.
- Proxy Documentation: When an agent or intermediary submits the request, proof of relationship (such as a Juminhyo residence certificate), a power of attorney, and the agent's photo ID are required.
What are the fees, processing times, and office hours?
There is no fee charged by immigration for replacing a residence card due to severe damage or IC record corruption. The procedure is entirely free of charge.
Applications must be submitted at the Regional Immigration Bureau office having jurisdiction over your residential address. Official counter hours are weekdays from 9:00 AM to 12:00 PM and from 1:00 PM to 4:00 PM.
- Processing Time: Reissuance is handled as same-day delivery in principle.
- Mandatory Orders: If you receive an official order from immigration authorities directing you to reapply for a residence card, you must submit your application within 14 days of receiving that order. Applicants missing this 14-day timeline must provide a written explanation.
- Corrections: If you discover a clerical error on your newly issued card after receiving it, you must submit the card along with a formal request form for correction of recorded matters.
For general inquiries, residents can contact the Regional Immigration Bureau or the Foreign Residents Information Center at 0570-013904, or the Foreign Residents Support Center (FRESC) at 0570-011000.
Finding a place to stay
When moving to Japan for studies or university enrollment, many newcomers stay in a furnished monthly apartment first to handle their initial life procedures smoothly. The best time to organize accommodation is after your Certificate of Eligibility (COE) or visa is granted, prior to your arrival in Tokyo. OHAYO Stay offers furnished monthly apartments and rooms in Tokyo. Most homes have a minimum stay of 30 nights (shown on each listing). No guarantor, no key money and no agency fee; booking is online with a passport or ID and a credit card.
FAQ
How much does it cost to replace a damaged residence card in Japan?
It is free of charge. No administrative fee is required for replacing a card due to defacement, damage, or corrupted IC records.
Do children need to submit a photo for card replacement in 2026?
Under regulations starting June 14, 2026, photos are required for anyone aged 1 year or older, whereas previously children under 16 were exempt.
Can I send a representative if I am too busy with school classes?
Being busy with school or work does not qualify as an inability to appear. However, officially authorized staff from your school can act as application proxies if requested.
Sources
- 出入国在留管理庁「汚損等による在留カードの再交付申請 | 出入国在留管理庁」(checked 2026-10-14)
This article was created by OHAYO Stay based on the sources above (edited, reorganized and translated). It is not an official publication.
Rules and dates can change. Always confirm with the official source before you apply.