Risks of Forgetting to Submit the “Notification of the Accepting Organization” After Changing Jobs in Japan#

Foreign nationals working in Japan under a status of residence such as “Engineer/Specialist in Humanities/International Services” are legally obligated to submit a “Notification concerning the Accepting Organization” to the Immigration Services Agency of Japan (ISA) within 14 days of changing their employer. This is a critical procedure within Japan’s residence management system.

However, amidst the hustle of changing jobs, it is not uncommon for individuals to overlook this notification requirement. Failure to fulfill this obligation can lead to unforeseen and serious risks for future applications, including the extension of the period of stay (visa renewal), change of status of residence, and even the application for permanent residency.

This article provides an objective explanation of the specific risks involved in failing to submit this notification and outlines the appropriate steps to take if you have forgotten to do so.

What is the “Notification of the Accepting Organization”?#

First, let’s clarify the legal standing of this notification. It is an obligation for medium- to long-term residents stipulated in Article 19-16 of the Immigration Control and Refugee Recognition Act (hereinafter referred to as the “Immigration Control Act”).

Who needs to submit it?: Individuals holding a work-related status of residence (e.g., “Engineer/Specialist in Humanities/International Services,” “Skilled Labor,” “Business Manager”) or other statuses like “Student” are required to file this notification when there is a change in the name or location of their accepting organization (company, school, etc.).
Submission Deadline: In the case of a job change, the notification must be submitted within 14 days from either the start date at the new company or the last day at the previous company. If both events occur, a notification for each is required.
How to Submit: The notification can be submitted in person at a regional immigration services bureau, by mail, or online through the ISA’s e-Notification System.

This system is a fundamental tool for the ISA to accurately track the activities of foreign residents and ensure proper residence management. Therefore, this obligation should not be taken lightly.

Specific Risks of Failing to Submit the Notification#

If you fail to submit the notification within the specified deadline, several risks may arise. These risks can have a direct impact on your future life plans in Japan.

1. Impact on Application for Extension of Period of Stay (Visa Renewal)#

The most direct and frequent consequence of non-compliance emerges during the application for an extension of the period of stay.

Immigration officers review an applicant’s entire history of residence in Japan. During this process, they will verify whether the required notifications have been properly submitted. The fact that a notification was not filed, or was filed significantly late, is recorded in the ISA’s system and cannot be concealed.

If this breach of duty is discovered, the officer may conclude that the applicant’s “residency status is not favorable.” This can lead to adverse outcomes such as:

Shorter Period of Stay: An individual who previously received a 3- or 5-year period of stay might only be granted a 1-year extension. This indicates that the ISA deems it necessary to monitor the applicant’s status more closely.
Risk of Non-Permission (Denial): In cases where the non-compliance is considered egregious or is combined with other negative factors (such as tax payment issues), there is a possibility that the extension application itself could be denied.
Request for Additional Documents: You may be asked to submit a written explanation (a “letter of reason”) detailing why the notification was delayed, and in some cases, a letter of apology.

2. Revocation of Status of Residence#

In a worst-case scenario, your status of residence could be legally revoked.

Article 22-4, Paragraph 1, Item 7 of the Immigration Control Act states that a status of residence may be revoked if the foreign national “has failed to file the notification of…a change in the accepting organization…without a justifiable reason, or has filed a false notification.”

In practice, it is rare for a status of residence to be immediately revoked for a single instance of forgetting to file. However, the risk increases in cases deemed malicious, such as intentionally neglecting the duty for an extended period or submitting false information. As this is a provision in the law, it is a risk that cannot be ignored.

3. Negative Impact on Permanent Resident Application#

For those aspiring to obtain permanent resident status in the future, compliance with this notification duty is extremely important.

The screening process for permanent residency involves a rigorous evaluation of whether the applicant has abided by Japanese laws and fulfilled their public duties. The “good conduct” requirement includes not only paying taxes and social security contributions but also complying with all notification duties under the Immigration Control Act.

A history of failing to submit the required notifications can be interpreted as a disregard for public obligations, which can be a significant disadvantage in a permanent resident application.

4. Penalties (Fines)#

Article 71-3 of the Immigration Control Act provides for a penalty of a fine not exceeding 200,000 yen for those who fail to submit the notification.

Similar to the revocation of status, this fine is not frequently imposed. However, it is a legally stipulated penalty, and the possibility of it being applied exists.

What to Do If You Realize You Forgot#

If you realize you have forgotten to submit the notification, it is crucial to remain calm and act promptly and sincerely.

Submit the Notification Immediately: File the notification as soon as you become aware of the oversight. Hesitating to submit because it is late will only worsen the situation.
Attach a Letter of Explanation for the Delay: It is highly recommended to voluntarily attach a letter explaining the reason for the delay along with the notification form. In the letter, honestly state the reason, such as “I was overwhelmed with my new job responsibilities and forgot about the procedure,” or “I was not aware of this obligation.” Conclude by stating your intention to comply with all laws and regulations in the future. This is an effective way to demonstrate that there was no malicious intent.

By voluntarily submitting the notification, even if late, and showing a sincere attitude, you can significantly improve the impression you make on immigration officers in future applications.

Conclusion#

The “Notification of the Accepting Organization” upon changing jobs is not merely an administrative task; it is a vital legal obligation for maintaining your status of residence and ensuring a stable life in Japan. Forgetting this duty can lead to various long-term risks, including difficulties in renewing your visa and disadvantages in your permanent resident application.

When changing jobs, remember to complete this notification to the ISA within 14 days, alongside your preparations for your new role. If you do forget, do not ignore it. The best course of action is to address the issue sincerely and immediately upon realization to minimize any potential negative consequences.