Maintaining Residency Status During Long-Term Business Trips Outside Japan#

For foreign nationals working for globally active companies or freelancers with international clients, long-term business trips outside of Japan are often an unavoidable part of professional life. However, for those holding a Japanese status of residence (visa), frequent or prolonged absences from Japan can pose significant risks regarding visa renewal and future applications for Permanent Residency.

Under the Immigration Control and Refugee Recognition Act, a status of residence is granted on the premise that the individual has a “base of life” in Japan. Consequently, if a foreign national spends the majority of the year abroad, the Immigration Services Agency may question the necessity of their continued residence in Japan. This article explains how “residency requirement” is interpreted when long-term business trips overlap and provides strategies to mitigate risks during immigration evaluations.

Criteria for Judging “Residency” in Visa Renewals#

When applying for an extension of the period of stay (visa renewal), the Immigration Bureau strictly examines the applicant’s entry and exit records. While there is no explicit legal clause stating a specific number of days one must be physically present in Japan, there are practical guidelines used during the examination process.

Generally, if a single trip outside Japan exceeds 3 months (90 days), or if the total number of days spent outside Japan in a year exceeds approximately 100 to 150 days, the examination becomes significantly more rigorous.

If an applicant spends more than half the year abroad, immigration inspectors may suspect that the applicant’s main base of life is not in Japan but overseas. They may question whether there is a genuine need to maintain a Japanese status of residence. As a result, even if an applicant would typically be eligible for a 3-year or 5-year visa, they may only be granted a 1-year period due to the “tenuous nature of their residency,” or in worst-case scenarios, the renewal could be denied.

Impact on Permanent Residency (PR) Applications#

The impact of long-term business trips is even more critical for those planning to apply for Permanent Residency in the future. One of the key requirements for PR is that the applicant must have “continuously resided in Japan for 10 years or more.” Long-term absences can break this “continuity.”

It is widely understood in immigration practice that if an individual leaves Japan for 90 consecutive days or more, or for a total of approximately 100 to 150 days within a calendar year, the continuity of residence is considered broken (reset). Even if the absence is due to a company order (business trip), this rule is often applied strictly. This means the 10-year countdown may reset to zero. Therefore, managing the number of days spent outside Japan is extremely important for anyone eyeing Permanent Residency.

Strategies and Documentation to Prove Residency#

If long-term business trips are unavoidable due to work duties, simply submitting the standard renewal application forms is insufficient. It is crucial to provide a reasonable explanation for the absence and objective proof that your base of life remains in Japan.

1. Statement of Reasons (Riyusho)#

You should prepare a detailed “Statement of Reasons” explaining the purpose, duration, and content of the business trips. It is essential to articulate why these trips are vital for the Japanese subsidiary or for Japan’s national interest. Attaching copies of business orders or assignment letters from your company can prove that the absence was due to professional obligations, not personal preference.

2. Proof of Maintaining a Base in Japan#

Even if you are physically absent, you must demonstrate that Japan remains your home.

Housing: Submit a copy of your lease agreement or records of rent payments (bank book copies) to show that you are maintaining a home to return to.
Family: If your spouse or children continue to reside in Japan while you are away, this serves as strong evidence that your foundation of life is in Japan.
Possessions: In some cases, photos of your residence showing furniture and personal belongings can serve as supplementary evidence that the move is temporary.

This is arguably the most critical factor. While abroad, you must continue to pay Japanese Resident Tax (Juminze), Income Tax, National Health Insurance (or Social Employees’ Insurance), and Pension premiums without delay.

Some individuals remove their residency registration (file a “moving-out notification” at the city hall) to avoid paying Resident Tax and Health Insurance while abroad. However, doing so officially declares that you no longer live in Japan. For immigration purposes, this almost certainly confirms a lack of residency, jeopardizing your visa status. To maintain your status of residence, it is strongly recommended that you keep your resident registration active and fulfill all tax and social security obligations.

Understanding Re-entry Permits#

Before departing for a long-term business trip, understanding the “Re-entry Permit” system is vital to prevent the accidental loss of your visa.

Special Re-entry Permit (Minashi): If you will return to Japan within one year, you do not need a formal permit. You simply need to check the box for “Special Re-entry Permit” on the Embarkation Card (ED Card) at the airport and present your Residence Card.
Standard Re-entry Permit: If there is a possibility that your business trip will last longer than one year, or if your current visa will expire while you are abroad, you must obtain a formal “Re-entry Permit” from the Immigration Bureau before you leave Japan. This permit can be valid for up to 5 years (not exceeding your current visa expiration).

If you leave without a formal permit and fail to return within one year (under the Special Re-entry system), your status of residence will lapse, and you will lose your visa. For long-term projects, obtaining a Standard Re-entry Permit is the safest course of action.

Conclusion#

While long-term business trips are a common feature of the modern global workforce, they carry the risk of being interpreted as a “lack of residency” under Japan’s immigration system. To ensure smooth visa renewals and successful Permanent Residency applications, it is insufficient to merely count days. You must proactively manage your records and provide objective proof of your continued ties to Japanese society, primarily through maintaining a residence and fulfilling tax obligations strictly. By taking these precautionary measures, you can protect your legal standing in Japan while pursuing your international career.