It is difficult to grasp the application status
Many of our clients include not only the foreign nationals themselves but also representatives from host organizations and registered support organizations who submit multiple applications on behalf of others.
When immigration screenings by the Immigration Services Agency of Japan take a long time, it is not only the applicants who become anxious about the results, but also the organizations involved in the application process.
The Immigration Services Agency advises against contacting the screening departments of regional immigration bureaus directly by phone to inquire about the status of applications. Instead, they encourage the use of the online residency application system to monitor the progress of applications. (Source: Immigration Services Agency website)
However, since most individuals are not registered users of the online application system, they often contact our office directly when the review process takes too long. Additionally, in cases involving applications for change of status of residence or extension of period of stay, it is difficult to keep track of the process all the way to the end, as even after permission is granted, the applicant must exchange their old residence card for a new one.
What is application status inquiry?
Therefore, we have launched a new “Application Status Inquiry” feature for the organizations that have entrusted our office with their applications!
Here is how representatives of organizations that have requested application representation through Nishiyama Immigration Service can check the status of their applications.
 | Access https://www.ngj.jp and click the “Login” link at the bottom of the screen. |
 | Enter your login ID and password and click the “LOGIN” button. Your login ID and initial password will be provided to you by the Nishiyama Immigration Service. |
 | You will be returned to the home page. Scroll down to the bottom. |
 | The “Login” link has been changed to an “ADMIN” link. Click the “ADMIN” link. |
 | The application status inquiry screen is displayed. *1 |
 | You can narrow down the list by status using the list box on the top right. *2 |
 | You can change your password using the link at the bottom of the screen. |
*1 Meaning of each item on the application status inquiry screen
| Internal control number | This is our office’s control number. |
| Applicant name | The foreigner’s name |
| Nationality | The nationality of the foreigner |
| Accepting organization | The employer of the foreign national |
| Application status | Please see *2 below. |
| Procedure type | These are applications for a Certificate of Eligibility, an application for permission to change the status of residence, an application for permission to extend period of stay, or an application for a Certificate of Authorized Employment. |
| Status of residence | This is the status of residence you wish to obtain. |
| Application date | This is the date on which our office submits the application to the Immigration Services Agency and the application is accepted. |
| Reception number | This is the official receipt number issued by the Immigration Services Agency. |
| Examination completion date | This is the date when the Immigration Services Agency’s examination is completed. |
| Issued Date | This is the date when the Certificate of Eligibility, Certificate of Authorized Employment, or new residence card was issued. |
| Examination period | For applications under review, it indicates the number of days from the date of application to the current date. For applications whose review has been completed, it indicates the number of days from the date of application to the date of completion of review. |
| Current period of stay | The period of stay stated on the residence card issued upon the application(applicable procedures only). |
| Current expiration date | Displays the expiration date of the residence card issued upon the application (applicable procedures only). |
| Latest update date and time | This is the date and time when our office confirmed the situation. |
| Application method | Applications made through the online residence application API are displayed as “API”, applications made through the online residence application system screen are displayed as “Online”, and applications made at the counter are displayed as “Counter”. *3 |
*2 Meaning of each status
| 0: Application completed | This refers to the situation where our office has submitted an application to the Immigration Services Agency and the application has been “provisionally accepted.” |
| 1: Under review | This means that your application has been officially accepted and is waiting for completion of the review. Usually, the status changes to “Under review” the day after #1. |
| 2: Waiting for certificate to be issued | This refers to the state where you have received a notice that the examination of your application for the Certificate of Eligibility for Residence Status or the Certificate of Authorized Employment has been completed and you are waiting for issuance. Normally, it is confirmed that the certificate will be issued. For the Certificate of Authorized Employment, once it has reached this state, we need to send the fee and a reply envelope to the Immigration Bureau and wait for the certificate to arrive. |
| 3: Waiting for issuance of residence card to be issued (NGJ is waiting for receipt of “current” residence card) | When the examination is completed for an application for permission to change residence status or permission to extend period of stay, the applicant will be asked to mail the current residence card to our office. This is the status where we are waiting for receipt. |
| 4: Waiting for residence card to be issued (current residence card already sent from NGJ) | Once we receive your current residence card, our office will send the form with the revenue stamp attached as a fee and your current residence card to the Immigration Services Agency. This is the status from when we send it to when we receive the notice of issuance of your new residence card. |
| 5: Certificate issued | The Certificate of Eligibility or the Certificate of Authorization for Employment have been issued and received by the applicant/representative. |
| 6: Waiting to receive residence card at NGJ | This is the status from when we receive notification from the Immigration Services Agency that a new residence card has been issued until the new residence card arrives at our office. |
| 7: Waiting for the applicant to receive the residence card | This is the status from when our office sends the new residence card to the applicant’s address until the applicant receives it. |
| 8: Residence card received by applicant | This indicates that it has been confirmed that the applicant has received their new residence card. |
| 9: Not permitted/not issued | Unfortunately, applications for permission to change residence status or extend period of stay have been denied, and Certificates of Eligibility for Residence Status and Certificates of Authorized Employment have been refused. |
*3 Currently, applications are made through the online residence application API, but this system provided by the Immigration Services Agency/Digital Agency has only just been released, and at this stage it is often the case that applications fail and we have to switch to the online system. For applications made through the API, the transmitted data itself is delivered to the customer as evidence, and for applications made online, a screenshot of the online screen is delivered to the customer as evidence.