How to Obtain a Dependent Visa in Japan: A Complete Guide for Foreign Workers

1. Introduction: What is a Dependent Visa in Japan?

Japan offers a Dependent Visa for foreign workers who wish to bring their family members to live with them while working in the country. This visa category is specifically designed for the spouses and children of foreign nationals who hold valid work visas, such as an Engineer/Specialist in Humanities/International Services visa or a Highly Skilled Professional visa.

The Dependent Visa Japan allows family members to stay in Japan legally, but it comes with certain restrictions. For example, dependents are not automatically granted the right to work. If they wish to take up employment, they must apply for special permission from the Immigration Services Agency of Japan.

One of the key factors in obtaining a Dependent Visa is proving the relationship between the primary visa holder and the dependent applicant. Japanese immigration authorities require official documents, such as marriage certificates for spouses and birth certificates for children, to confirm eligibility.

Another important aspect is financial stability. The primary visa holder must demonstrate the ability to support their dependents financially while living in Japan. While there is no fixed minimum income requirement set by law, immigration officers typically assess whether the sponsor’s earnings are sufficient to cover living expenses. A general benchmark is an annual salary of at least ¥3,000,000 ($20,000–$25,000) per year, but this may vary depending on the size of the family and the location of residence.

Applicants should also be aware that the process of obtaining a Dependent Visa Japan involves multiple steps, including gathering the necessary documents, submitting an application to the Japanese Immigration Bureau, and waiting for approval. Processing times can vary, but they generally take between one to three months.

For foreign workers planning to bring their family to Japan, understanding the requirements and process in advance can help ensure a smooth application. It is recommended to consult with an immigration specialist or legal expert if any concerns arise, particularly in cases where documentation may be complex or if the applicant’s financial situation is unclear.

In the following sections, we will explore the eligibility requirements, step-by-step application procedures, necessary documents, and potential challenges that applicants may encounter when applying for a Dependent Visa in Japan.

2. Eligibility Requirements for a Dependent Visa

Foreign nationals working in Japan who wish to bring their family members must ensure that they meet the eligibility criteria for the Dependent Visa Japan. The Japanese immigration system has specific requirements that determine who qualifies as a dependent and what conditions must be fulfilled before an application can be approved.

Who Qualifies as a Dependent?

The Dependent Visa Japan is granted to the immediate family members of foreign workers residing in Japan. However, only certain relatives are eligible under this visa category:

• Spouses (legally married partners)
• Children (biological or legally adopted)

Other family members, such as parents, siblings, or grandparents, are not eligible under the Dependent Visa and would need to apply for a different visa category, such as a Long-Term Resident Visa, if they wish to stay in Japan.

Primary Visa Holder’s Requirements

The applicant’s sponsor (the primary visa holder) must meet the following conditions for their dependents to be eligible:

• Hold a valid work visa, such as:
  • Engineer/Specialist in Humanities/International Services Visa
  • Highly Skilled Professional Visa
  • Business Manager Visa
  • Professor Visa
• Have a stable income that can support the dependent(s). While no official minimum income is set, a general guideline is an annual salary of at least ¥3,000,000 ($20,000–$25,000). Higher amounts may be required depending on the number of dependents.
• Provide proof of residence in Japan, such as a rental contract or homeownership documents.

Financial Stability and Proof of Support

Since dependents are not automatically permitted to work in Japan, the immigration authorities require evidence that the primary visa holder can financially support them. The following documents may be requested:

• Bank statements showing sufficient savings
• Salary slips or employment contracts proving stable income
• Tax payment certificates (住民税課税証明書) to verify financial contributions in Japan

Legal Documentation

To prove the relationship between the primary visa holder and their dependent(s), official documents must be submitted. These typically include:

• Marriage certificate (for spouses)
• Birth certificate (for children)
• Family registry or notarized documents (if required by the Japanese Immigration Bureau)

All documents issued outside of Japan must be translated into Japanese and may require notarization or authentication by the relevant authorities.

Residence Requirements in Japan

The primary visa holder must already be residing in Japan before applying for a Dependent Visa Japan. This means that newly hired foreign workers who have not yet arrived in Japan must first obtain their own work visa, settle in the country, and then apply for their family members to join them.

Meeting these eligibility requirements is crucial for a successful application. In the next section, we will discuss the step-by-step process of applying for a Dependent Visa, including document submission, processing times, and key points to consider.

3. Step-by-Step Application Process

Applying for a Dependent Visa Japan requires careful preparation and submission of the necessary documents to the appropriate immigration office. The process can take several weeks or even months, depending on various factors such as the completeness of the application and the workload at the immigration bureau. Below is a detailed step-by-step guide to successfully applying for a dependent visa.

Step 1: Gather the Required Documents

Before submitting an application, the primary visa holder (sponsor) must collect all the required documents to support the application. The exact requirements may vary based on the applicant’s nationality and circumstances, but typically include:

• Application form (available at the Immigration Services Agency of Japan)
• Passport copy of the dependent
• Residence Card (在留カード) copy of the sponsor
• Proof of relationship (e.g., marriage certificate for a spouse, birth certificate for a child)
• Financial proof (e.g., bank statements, salary slips, tax payment certificates)
• Residence proof (e.g., rental agreement or homeownership documents)
• Letter of guarantee from the sponsor

All foreign-issued documents must be translated into Japanese, and in some cases, they may require notarization or authentication.

Step 2: Submit the Application for a Certificate of Eligibility (COE)

In most cases, before applying for a Dependent Visa Japan, the sponsor must obtain a Certificate of Eligibility (COE) from the Japanese Immigration Bureau. This document serves as proof that the dependent meets the immigration requirements.

The sponsor (or their employer) submits the COE application to the local immigration office in Japan. Processing time usually takes 1 to 3 months. Once approved, the immigration office issues the COE, which must then be sent to the dependent residing outside Japan.

Step 3: Apply for the Dependent Visa at a Japanese Embassy or Consulate

After receiving the COE, the dependent must apply for the actual visa at the Japanese embassy or consulate in their home country. The required documents typically include:

• The original Certificate of Eligibility (COE)
• A valid passport
• A completed visa application form
• A passport-sized photograph

Visa processing at the embassy usually takes 5 to 10 business days, but it may vary depending on the country.

Step 4: Enter Japan and Obtain a Residence Card

Once the visa is approved, the dependent can travel to Japan. Upon arrival at a major Japanese airport, immigration officers will issue a Residence Card (在留カード) to the dependent. This card serves as official proof of residence and is required for various administrative procedures in Japan.

Step 5: Register at the Local Municipal Office

Within 14 days of arrival in Japan, the dependent must complete their residence registration at the local municipal office. This step includes:

• Registering an address in Japan
• Enrolling in the National Health Insurance system (if applicable)
• Applying for a My Number card (if necessary)

Step 6: Apply for a Work Permit (If Needed)

While dependents are generally not allowed to work in Japan, they can apply for Permission to Engage in Activities Other Than Those Permitted (資格外活動許可) at the immigration office. If approved, they will be allowed to work part-time (up to 28 hours per week).

Following these steps carefully can help ensure a smooth application process. In the next section, we will discuss the necessary documents in more detail and provide additional tips for a successful application.

4. Required Documents and Where to Submit Them

When applying for a Dependent Visa Japan, both the primary visa holder (sponsor) and the dependent must submit various documents to prove their relationship, financial stability, and legal eligibility. Proper preparation is essential to ensure a smooth application process and avoid unnecessary delays. Below is a detailed breakdown of the required documents and where they need to be submitted.

Documents Required for the Certificate of Eligibility (COE)

Before applying for a Dependent Visa Japan at a Japanese embassy or consulate, the sponsor must obtain a Certificate of Eligibility (COE) from the Immigration Services Agency of Japan. The following documents are required:

• COE application form (available on the Immigration Services Agency website)
• Passport copy of the dependent
• Residence Card (在留カード) copy of the sponsor
• Proof of relationship:
  • Marriage certificate (for spouses)
  • Birth certificate (for children)
• Proof of financial stability:
  • Bank statements showing sufficient savings
  • Salary slips or employment contracts of the sponsor
  • Tax payment certificates (住民税課税証明書) for the most recent year
• Proof of residence in Japan:
  • Rental agreement or homeownership documents
  • Utility bills (if applicable)
• Letter of guarantee written by the sponsor

All non-Japanese documents must be translated into Japanese. Some embassies and immigration offices require official translations and notarization, so it is advisable to check in advance.

Where to Submit the COE Application

The sponsor (or their employer) must submit the COE application in person at the nearest Regional Immigration Bureau in Japan. The processing time typically takes 1 to 3 months. If additional documents are required, the applicant will be contacted by immigration officials.

Documents Required for Dependent Visa Application at a Japanese Embassy/Consulate

Once the COE is issued, the dependent must apply for a Dependent Visa Japan at the Japanese embassy or consulate in their home country. The following documents are required:

• The original Certificate of Eligibility (COE)
• A completed visa application form (available on the Japanese embassy’s website)
• A valid passport
• A passport-sized photograph (taken within the last six months)

Additional documents may be required depending on the embassy’s policies. Processing time usually takes 5 to 10 business days.

Where to Submit the Visa Application

The dependent must submit their visa application at the Japanese embassy or consulate in their country of residence. Visa fees vary by country but typically range from ¥3,000 to ¥6,000 ($20–$40). Some embassies allow online appointment booking, while others require in-person submission.

Additional Procedures After Entering Japan

Upon arrival in Japan, the dependent will receive a Residence Card (在留カード) at major airports. Within 14 days, they must register their address at the local municipal office. If they wish to work, they must apply for a work permit separately.

Preparing the required documents in advance and following the correct submission procedures will help streamline the application process. In the next section, we will discuss common challenges applicants may face and how to overcome them.

5. Common Challenges and Tips for a Successful Application

Applying for a Dependent Visa Japan can be a complex process, and many foreign nationals face challenges when trying to secure approval for their family members. While the requirements may seem straightforward, issues such as incomplete documentation, insufficient financial proof, and long processing times can create unexpected delays. Below, we discuss some of the most common difficulties encountered during the application process and provide practical tips to ensure a smooth and successful application.

Common Challenges

1. Incomplete or Incorrect Documentation

One of the most common reasons for visa delays or rejections is missing or incorrect documentation. Japanese immigration authorities are strict about paperwork, and even minor errors can result in application rejection.

• Marriage and birth certificates must be officially issued and translated into Japanese.
• Documents must be properly notarized or certified, depending on the applicant’s country of origin.
• Some applicants fail to include the necessary tax documents or financial proof, leading to further scrutiny.

2. Financial Stability Issues

Since dependents are generally not allowed to work in Japan, immigration officers require proof that the sponsor can financially support them. However, some applicants struggle to provide sufficient evidence of stable income.

• The immigration office generally expects a minimum income of ¥3,000,000 to ¥4,000,000 ($20,000–$27,000) per year, depending on the number of dependents.
• Freelancers and business owners may face additional scrutiny and may need to submit detailed financial statements.
• New employees who have just started working in Japan might find it difficult to provide sufficient salary records.

3. Long Processing Times

Dependent Visa applications, especially the Certificate of Eligibility (COE), can take anywhere from 1 to 3 months to be processed. Some applicants experience longer delays due to the high volume of applications or missing documents.

• Processing time varies by immigration office, with some locations handling cases faster than others.
• Requests for additional documents can extend the timeline significantly.
• Embassy processing times for visa issuance can also vary depending on the country.

4. Proving the Authenticity of Relationships

For spouses and children applying for a Dependent Visa Japan, proving their relationship to the primary visa holder is critical. However, in some cases, the immigration office may request additional proof.

• Couples with recently registered marriages may be asked for additional supporting documents, such as wedding photos or joint financial records.
• Adopted children may require legal adoption paperwork that has been verified and translated into Japanese.
• Immigration officers may question the validity of documents from certain countries with higher instances of fraud.

5. Difficulties in Obtaining a Work Permit for Dependents

Since dependents are not automatically allowed to work in Japan, they must apply for permission to engage in part-time work (資格外活動許可). However, some applications are denied if they do not meet the necessary conditions.

• Dependents can only work up to 28 hours per week.
• Jobs in entertainment establishments such as nightclubs and pachinko parlors are prohibited.
• Employers may hesitate to hire dependents due to additional administrative requirements.

Tips for a Successful Application

1. Double-Check All Documents

Ensure all required documents are complete, accurate, and properly translated before submitting the application.

• Use certified translation services if needed.
• Double-check expiration dates on passports and other official papers.
• Submit clear copies of all necessary documents to avoid unnecessary delays.

2. Maintain a Strong Financial Record

Providing clear proof of stable income is crucial for visa approval.

• For salaried employees, submit recent salary slips and tax certificates.
• For self-employed individuals, submit tax filings, bank statements, and business contracts.
• If necessary, provide a letter from the employer stating job stability and future income projections.

3. Plan Ahead for Processing Delays

Start the application process as early as possible to account for delays.

• Submit the COE application well in advance, as it may take up to three months for approval.
• Check with the local immigration office about peak processing times and plan accordingly.
• Prepare additional supporting documents in case the immigration office requests further proof.

4. Provide Additional Proof of Relationship if Necessary

In cases where immigration officers request further proof of relationship, be prepared with supplementary documents.

• For spouses, provide wedding photos, joint financial records, or proof of living together.
• For children, provide vaccination records or school enrollment documents.
• For adopted children, ensure that all legal adoption papers are notarized and officially translated.

5. Seek Professional Assistance if Needed

If the application process becomes too complex, consider consulting an immigration lawyer or visa specialist.

• Professionals can help review documents and ensure compliance with immigration regulations.
• They can provide assistance if an application has been delayed or rejected.
• Employers with in-house legal teams can also offer support in the application process.

By being well-prepared and following these tips, applicants can increase their chances of securing a Dependent Visa Japan without unnecessary setbacks. Ensuring that all requirements are met and anticipating potential challenges will help foreign nationals successfully reunite with their families in Japan.