Impact of Changing the Head of Household or Address While a Visa Application is Pending#

It is not uncommon for an applicant’s living situation to change while an application for a status of residence (visa) is being processed by the Immigration Services Agency of Japan. Due to examination periods often extending over several months, applicants may move to a new address or experience changes in family structure, leading to a change in the registered “Head of Household” (Setainushi) on their Resident Record (Juminhyo).

Applicants often worry whether discrepancies between the information on the application form and their current situation will negatively affect the examination results. In conclusion, a change in the Head of Household does not immediately lead to a rejection. However, if this change relates to the core requirements of the visa status, it is essential to properly notify the Immigration Bureau and submit updated documentation.

This article provides an objective explanation of the impact on the examination process and the necessary procedures to follow if the Head of Household or address changes while an application is pending.

Understanding the Role of “Head of Household” in Immigration Screening#

To understand the impact, one must first recognize why the Immigration Bureau checks the “Head of Household.” In the Japanese immigration system, information regarding the household is used to verify “financial stability” and the “reality of cohabitation.”

For work visas (such as “Engineer/Specialist in Humanities/International Services”), the examination primarily focuses on the applicant’s professional skills and the employment contract with the sponsoring company. Therefore, the identity of the Head of Household is generally less critical to the core of the examination. For instance, if an applicant is sharing a house with a friend who is the Head of Household, or living with relatives, a change in this status rarely affects the applicant’s eligibility, provided their own income and employment remain stable. However, if the address changes, notification is mandatory (as detailed below).

For status based on family relationships (such as “Spouse or Child of Japanese National” or “Permanent Resident”), a change in the Head of Household can significantly impact the examination. These statuses place heavy emphasis on the family living together as a unit and the household’s overall financial capability.

For example, if an applicant for a “Spouse of Japanese National” visa changes the Head of Household from their spouse to a relative living elsewhere, or if the applicant becomes the head of a separate household, the immigration examiner may suspect that the marriage is unstable or that the couple has separated. Similarly, for Permanent Residence applications, the income and tax payment status of the entire household are scrutinized. A change in the household structure alters the calculation of the household’s combined annual income, necessitating an explanation of the new situation.

Procedures Involving Address Changes#

The most common reason for a change in the Head of Household is moving to a new residence. If an applicant moves while an application is pending, two specific steps must be taken immediately:

Procedures at the Municipal Office Within 14 days of moving, a “Notification of Moving In” or “Notification of Change of Address” must be submitted to the city hall or ward office to update the Resident Record (Juminhyo).
Notification to the Immigration Bureau This step is crucial. If the current address differs from the one listed on the application form, there is a significant risk that important correspondence from the Immigration Bureau—such as requests for additional documents or the final notification of results—will not be delivered. Even if mail forwarding services are set up with the post office, certain official documents from Immigration may not be forwardable.

Therefore, applicants must promptly inform the examination department of the new address. This is typically done by submitting a written notification of change, accompanied by a new “Certificate of Residence” (Juminhyo) showing the new address and all household members.

Changing Head of Household Without Moving#

In some cases, the address remains the same, but the Head of Household changes (e.g., a father retires, and his son becomes the new Head of Household). Even in these instances, if the application is for a family-related visa or Permanent Residence, it is advisable to report the change.

This is particularly important if the previous Head of Household was listed as the “Guarantor” (Mimoto Hoshonin) on the application. If the primary financial supporter of the household changes, the applicant may need to submit a new Letter of Guarantee along with the updated Resident Record, and potentially a letter explaining the reasons for the change to ensure the examiner understands the stability of the household’s finances.

Risks of Failing to Report#

The greatest risks in immigration examinations are “inconsistencies” and “suspicion of falsehoods.” If the actual living situation changes but is not reported, and the examiner discovers the discrepancy by checking the Basic Resident Register (which they have the authority to do), it may cast doubt on the applicant’s credibility. The examiner might suspect that the applicant is attempting to conceal unfavorable facts, such as a separation or a loss of household income.

Furthermore, as mentioned earlier, failure to receive mail can lead to procedural delays or, in the worst-case scenario, the application being treated as withdrawn due to a lack of response. Dealing with the Immigration Bureau with honesty and transparency is the key to a smooth examination.

Recommended Course of Action#

If the Head of Household or address changes during the application process, the following steps are recommended:

Obtain a New Resident Record (Juminhyo): Once the municipal procedures are complete, obtain a certified copy of the Juminhyo reflecting the new information.
Draft a Notification Letter: Prepare a simple document stating the application reference number (if known), the applicant’s name, and the details of the change (e.g., “I have moved to the following address” or “The Head of Household has changed due to…”).
Submit to Immigration: Submit these documents to the inspection department of the Regional Immigration Services Bureau where the application was filed, either by mail or in person.

Conclusion#

Changing the Head of Household during an application is not a legal violation in itself. However, Immigration procedures require that the applicant meets the requirements not just at the time of application, but also at the time the permission is granted. By promptly reporting changes and submitting consistent, updated documentation, applicants can minimize negative impacts and demonstrate their sincerity and compliance with Japanese laws.