Japan PR Application Document Checklist and 理由書 Template
Complete PR document checklist for regular, spouse, and HSP routes. 15 required documents, reason statement template, and submission tips to avoid rejection.
Bottom line: A PR application requires 10–15 documents depending on your route — and a single missing item or late tax payment in your records can get you rejected after months of waiting. This checklist covers every document for the regular, spouse, and HSP routes, plus a 理由書 (reason statement) template that actually works.
Information current as of March 2026 based on ISA official PR application requirements. Requirements may vary slightly by immigration bureau — call ahead to confirm. For a full overview of PR requirements, see our complete PR guide.
Documents you prepare
For all routes
| # | Document | Where to get it | Notes |
|---|---|---|---|
| 1 | 永住許可申請書 (PR application form) | ISA website or immigration bureau | Fill in all fields. Leave nothing blank. |
| 2 | Photo (4cm × 3cm) | Photo booth or studio | Taken within 3 months. White background, no glasses. |
| 3 | 理由書 (reason statement) | You write it | See template below. This is your most important document. |
| 4 | Passport + Residence Card | Yours | Presented at the counter, not submitted. Bring originals. |
Income and tax documents
| # | Document | Where to get it | Years needed |
|---|---|---|---|
| 5 | 課税証明書 (kazei shoumeisho — tax assessment certificate) | Ward office | Regular: 3 years. Spouse/HSP: 1 year. |
| 6 | 納税証明書 (nouzei shoumeisho — tax payment certificate) | Ward office | Regular: 3 years. Spouse/HSP: 1 year. |
| 7 | 国税の納税証明書 (その3) (national tax payment certificate) | Tax office (税務署) | Shows no outstanding national taxes |
| 8 | 在職証明書 (zaishoku shoumeisho — employment certificate) | Your employer's HR | Current employment. Include position, salary, start date. |
At the ward office, say: 永住申請に使う課税証明書と納税証明書をください。3年分お願いします (Eijuu shinsei ni tsukau kazei shoumeisho to nouzei shoumeisho o kudasai. Sannen bun onegai shimasu) — I need tax assessment and payment certificates for a PR application. Three years please.
Pension and health insurance proof
| # | Document | Where to get it | Notes |
|---|---|---|---|
| 9 | 年金記録 (nenkin kiroku — pension payment record) | ねんきんネット printout, or pension office | Must show consecutive payments with no gaps. Regular: 3 years. Spouse/HSP: 1 year. |
| 10 | 健康保険料の納付証明 (health insurance payment proof) | Ward office (NHI) or employer (Shakai Hoken) | If NHI: request 納付確認書. If Shakai Hoken: your payslip showing deductions is usually sufficient. |
Critical: Even one day of late payment in your pension or tax record can result in rejection. Check ねんきんネット before applying. If you find gaps, settle them and wait until you have a clean record for the required period before submitting.
Resident register documents
| # | Document | Where to get it | Notes |
|---|---|---|---|
| 11 | 住民票 (juuminhyou — resident register) | Ward office | Include all household members. Request with My Number and nationality. |
Guarantor documents
| # | Document | Where to get it | Notes |
|---|---|---|---|
| 12 | 身元保証書 (mimoto hoshoushō — guarantee letter) | Your guarantor fills it in | Guarantor must be a Japanese national or PR holder |
| 13 | Guarantor's 在職証明書 (employment certificate) | Guarantor's employer | |
| 14 | Guarantor's 課税証明書 (tax assessment, 1 year) | Ward office | |
| 15 | Guarantor's 住民票 | Ward office |
Finding a guarantor: Your employer, Japanese spouse, or a close Japanese friend are common choices. The guarantor is NOT financially liable — it's a character reference, not a financial guarantee.
Additional documents by route
Spouse route (add these)
- 戸籍謄本 (koseki touhon) — family register showing your marriage (from your Japanese spouse's ward office)
- Marriage certificate (if married abroad, with Japanese translation)
HSP route (add these)
- ポイント計算表 (point calculation form) — download from ISA
- Evidence for each claimed point: degree certificates, JLPT certificate, employment contracts, patent records, etc.
- See our HSP point calculation guide for details
The 理由書: your most important document
The 理由書 (rijuusho — reason statement) explains why you want permanent residency. Immigration officers read this carefully. A weak or generic reason statement is a common cause of rejection.
Structure that works
- Your history in Japan (2–3 sentences): When you arrived, what visa, what you've been doing
- Your current situation (2–3 sentences): Job, family, community ties
- Why you want PR (3–4 sentences): Career stability, family roots, long-term commitment to Japan. Be specific — "I want to buy a house" or "my children attend Japanese school" is better than "I love Japan"
- Your contribution to Japan (2–3 sentences): Tax payments, community involvement, professional achievements
- Compliance record (1–2 sentences): Confirm you've paid all taxes and social insurance on time
Template (adapt to your situation)
I have been living in Japan since [year] on a [visa type] visa. I currently work at [company] as a [position], where I have been employed for [X] years.
My spouse is [Japanese national / also a foreign resident] and we have [X] children who attend [school name] in [city]. We own/rent our home in [city] and are active members of our local community.
I am applying for permanent residency because Japan is my long-term home. I plan to continue my career at [company/in my field], and my family is rooted here — [specific reason: children in school, property ownership, aging parents-in-law, etc.]. Permanent residency will provide the stability I need to [specific goal: advance my career without visa renewal concerns / qualify for a housing loan / contribute more to my community].
Throughout my time in Japan, I have paid all taxes (住民税, 所得税), pension (年金), and health insurance premiums on time and in full. I have no criminal record and have complied with all Japanese laws and regulations.
I respectfully request your favorable consideration of my application.
Tips:
- Write in Japanese if you can — it shows commitment. If not, write in English and have it translated.
- Keep it to 1 page (A4). Immigration officers review hundreds of applications.
- Be honest and specific. Don't exaggerate.
- If you had any gaps in tax/pension payments that you've since resolved, address them briefly and explain the circumstances.
If writing the 理由書 in Japanese or gathering all the documents feels overwhelming, that's exactly why I built LO-PAL. Post your request for free — a local helper can translate your reason statement, review your documents, or accompany you to the ward office to collect certificates.
Submission tips
- Make copies of everything. Immigration keeps your originals (except passport and residence card). Keep a complete set of copies for yourself.
- Organize by category. Use clear dividers or separate envelopes. Immigration officers appreciate well-organized applications.
- Bring extra documents. Employment verification, company brochure, property ownership documents — anything that strengthens your case.
- Go early. Immigration bureaus get crowded after 10:00 AM. Aim for opening time.
Related articles
- Japan Permanent Residency in 2026: New Rules and Revocation Risk
- HSP Points and PR in 1 Year
- PR Application Fee Jumping to ¥200,000+
- PR Revocation for Tax/Pension Non-Payment
- Japan PR After Marriage: Spouse Checklist
Get Your Documents Reviewed Before Submitting
A missing document or weak reason statement means months of waiting for a rejection. Post a task on LO-PAL for free: a local helper can review your entire application package, translate your 理由書, and make sure everything is in order before you submit. You only pay when you accept task help.
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