What is an application agent required to file status of residence applications on behalf of foreign nationals? This article explains the qualification needed to file status of residence applications on behalf of Specified Skilled Worker foreign nationals. Accepting Specified Skilled Worker foreign nationals requires various procedures.

In addition, depending on nationality, procedures with embassies may be required, and rules differ by the nationality of those being accepted, so confirmation is needed when filing applications. This article explains application agents, who can submit the status of residence applications to the immigration authority that are always required, on behalf of the individual.

What Is an Application Agent?

An application agent is a person authorized to submit status of residence applications on behalf of the individual. For example, when a Specified Skilled Worker foreign national is accepted, the status of residence usually must be renewed every year, and the individual must bring the application documents to the immigration office to file the application. In addition, several months after filing, a postcard arrives notifying them to pick up their new residence card, and the individual must again go to the immigration office to receive the new residence card. Of course, because immigration offices are open only on weekdays, the individual must take paid leave or otherwise take time off work and visit the immigration office at least twice a year. On the other hand, when an application agent submits the application on their behalf, bringing the application documents along with the individual’s passport and residence card to the immigration office allows the application procedures to be completed without the individual going to the immigration office. In this case, the notice that the new residence card is ready for pickup is also sent to the address designated by the application agent. When submitting applications for the Specified Skilled Worker status of residence, it is expected that staff of a Registered Support Organization or of the accepting company will need to obtain this qualification.

How to Become an Application Agent

Those who are recognized as having knowledge of entry and residence procedures for foreign nationals, based on participation in training sessions related to immigration administration or on their background, can become application agents.

It is said that attorneys, administrative scriveners, and staff of Registered Support Organizations or accepting companies can become application agents for Specified Skilled Worker foreign national applications. In principle, to become an application agent, one must attend the Application Agent Training Session held irregularly by an organization called the Immigration Association. These training sessions are held throughout Japan, and capacity is often reached within a few days after registration opens, so it is necessary to constantly check the Immigration Association website for session dates. Application Agent Training Sessions are held only on weekdays and require nearly a full day of attendance. There is no particular test; by attending the training session and receiving the certificate of completion issued at the end, one obtains the qualification to become an application agent. Regarding the certificate of completion, if one leaves a Registered Support Organization or accepting company and moves to another organization, and will also submit status of residence applications for foreign nationals at the new workplace, there is no need to retake the training session; the certificate of completion already obtained can be used to become an application agent. The Application Agent Certificate issued to an application agent may only be used to handle status of residence applications for Specified Skilled Worker foreign nationals who are employed by or managed at the accepting company or Registered Support Organization, so if the application agent resigns, the certificate must be returned.

What Is the Immigration Association?

The Immigration Association is an organization that holds seminars on immigration control and also conducts the Application Agent Training Sessions already introduced above. It also recruits supporting members and special supporting members. There is an admission fee and annual membership dues, but members can apply for Application Agent Training Sessions with priority over the general public and can participate at a discounted rate. Members also receive a periodical publication and, for a fee, can use services for advance review of application documents and application submission. This service involves, for example, having a Registered Support Organization or accepting company prepare the application documents for a Specified Skilled Worker foreign national’s status of residence application, after which the Association reviews all application forms and submits them to the immigration office on their behalf. Although it is a paid service, it is worthwhile when preparing Specified Skilled Worker application documents for the first time or when one wants to avoid the hassle of going to the immigration office. In particular, depending on the immigration office where the application is filed, waiting times of several hours can occur when filing or picking up a new residence card, so many people use this service to save time.

Required Documents

The documents that must be submitted to the immigration authority to become an application agent are as follows.

  1. List and checklist of documents to be submitted for the application agent request

This is a list of documents required for submission to become an application agent. When applying, use this to check the documents to be submitted and attach it at the front of the application.

  • Application Agent Request Form

This is a form on which to enter the name of the person who wishes to become an application agent and the name of their affiliated organization.

  • Photograph of the person seeking approval

Two facial photographs (2 cm × 2 cm) of the person who wishes to become an application agent are required.

Note that the photograph size is very small. The photograph submitted here is used on the Application Agent Certificate, a card about the same size as a driver’s license. This card must be presented when submitting status of residence applications on behalf of Specified Skilled Worker foreign nationals and when picking up new residence cards.

  • Curriculum vitae and certificate of employment of the person seeking approval

The person becoming an application agent must be a staff member employed by a Registered Support Organization or an accepting company. Therefore, a certificate of employment must be submitted as proof. The certificate of employment is also a document that must be presented when attending the Application Agent Training Session. For the curriculum vitae, prepare and submit your own CV (there is no fixed format).

  • Supporting materials demonstrating knowledge of entry and residence procedures for foreign nationals

Submit the certificate of attendance received upon completing the Application Agent Training Session hosted by the Immigration Association. Submit a copy, not the original, to the immigration authority.

  • Certificate of registered matters

Submit the certificate of registered matters for the organization to which the person becoming an application agent belongs. Note that the certificate of registered matters submitted must have been issued within the past three months.

  • Identity verification documents

A copy of an identification document must be submitted as identity verification. This includes a driver’s license or health insurance card; for foreign nationals, a residence card or Special Permanent Resident Certificate must be submitted.

  • Return envelope

Previously, it was necessary to visit the immigration office twice in total—once when applying to become an application agent and once to receive the certificate—but now the certificate can be received by mail if a return envelope is submitted (a standard envelope with the address clearly written and 404 yen in postage stamps affixed for simplified registered mail, or a Letter Pack Plus).

Summary

When accepting Specified Skilled Worker foreign nationals, status of residence applications must always be filed with the immigration authority. In principle, the foreign national filing the application must go to the immigration office in person, but in most cases, staff of a Registered Support Organization or accepting company act as agents to prepare the application documents and handle filing with the immigration office on behalf of the Specified Skilled Worker foreign national. For example, at accepting companies that plan to employ or already employ many Specified Skilled Worker foreign nationals, an application agent can submit applications for everyone in a single visit to the immigration office. In addition, under the current COVID-19 situation, large numbers of foreign nationals coming to the immigration office to file applications is not desirable, so demand for application agents is expected to continue increasing.