Difference Between Visa Renewal and Change of Status (Employer Guide)
Structured to align with ISA official guidance on renewal and change of status procedures. Last updated: August 2026.
- Renewal = same status category, same type of work, just extending the expiry date
- Change of Status = the employee's work activities no longer fit their current status — a different category is needed
- The deciding factor is whether the type of work (activity) has changed, not the job title
- Getting this wrong is a common compliance error — filing a renewal when a change of status is needed causes problems at the next renewal
- ⚠️ Government fees for both procedures are set to rise sharply from October 2026 — see the FAQ below
1. Definitions: Renewal vs. Change of Status
| Renewal (Extension of Period of Stay) | Change of Status of Residence | |
|---|---|---|
| Japanese term | 在留期間更新許可申請 | 在留資格変更許可申請 |
| Purpose | Extend the expiry date; keep the same status | Change to a different status category |
| When to use | Employee continues the same type of work | Employee's work activities now fit a different status |
| ISA page | Extension page | Change page |
2. Decision Guide: Which Applies?
Ask these questions in order:
-
Is the employee's current status still the right category for their work?
→ If yes: file a Renewal. → If no: file a Change of Status. -
What changed?
Job title changed but duties are the same → likely Renewal.
Duties changed to a completely different field → likely Change of Status. -
Did the employment relationship change?
New employer, same type of work → Renewal (with updated employer documents).
New employer, different type of work → Change of Status.
The deciding factor is never the job title — it is always whether the employee's actual work activities match the definition of their Status of Residence. When in doubt, consult an administrative scrivener before filing.
3. Common HR Scenarios
| Scenario | Renewal or Change? | Notes |
|---|---|---|
| Software engineer's visa expires — same job, same employer | ✅ Renewal | Standard renewal; update company documents if category 3/4 |
| Employee promoted from engineer to engineering manager | ✅ Renewal (usually) | Management of technical work still fits Engineer status; document duties carefully |
| Sales employee moves to a manufacturing/production role | 🔄 Change of Status | Different activity type may require Specified Skilled Worker or other status |
| Student graduates and joins company as engineer | 🔄 Change of Status | Student → Engineer/Humanities; must be filed before start date |
| Employee transfers from Japanese subsidiary to parent company abroad | 🔄 Change of Status (or departure) | Intra-company transfer status may apply; complex — consult specialist |
| Spouse visa holder joins company as marketing specialist | No change needed | Spouse of Japanese National has no work restrictions; no status change required |
4. Process Differences
| Renewal | Change of Status | |
|---|---|---|
| When to apply | Up to 3 months before expiry | Before starting the new type of work |
| Can employee keep working during review? | Yes (special permission period) | No — cannot start new activity until approved |
| Processing time (Tokyo) | 2–4 months | 2–4 months |
| Key documents | Same as original; updated employer docs | New activity-matching documents + reasons for change |
Unlike renewal, during a pending Change of Status application the employee cannot begin the new type of work — only the activities permitted under their current status. Starting new activities before approval is a violation.
5. Common Employer Mistakes
- Filing a renewal when a change of status was needed — creates an activity mismatch that surfaces at the next renewal
- Letting a new hire start work before their change of status is approved — violation of their current status conditions
- Not updating employer documents at renewal after the employee transferred — renewal is denied or requires additional documents
- Confusing "visa" (the stamp to enter Japan) with "status of residence" (what allows work in Japan) — these are different things; employers manage status of residence, not visas
6. FAQ
Q. If we promote someone from individual contributor to team lead, do we need a change of status?
Usually not. Managing a technical team is typically still covered under Engineer/Humanities status. The key is that the employee's primary activities remain professional-level and match the status definition. Document the new duties clearly in the employment contract.
Q. Can an employee work while their change of status application is pending?
Only under their current status permissions — not the new activities they're applying for. Plan the timing carefully: ideally, file before the new role begins and don't have the employee start the new activities until approval is received.
Q. Do we pay the employee's Japan visa application fees?
The government fee (収入印紙 / revenue stamp) is paid by the applicant (employee). As of 2026, the fee is a flat ¥6,000 for both renewal and change of status (¥5,500 if filed online). This is set to change significantly: a cabinet order draft, published for public comment in July 2026, would move to a tiered system based on period of stay — ¥10,000–¥75,000 — from an expected effective date of October 1, 2026. As of this writing the cabinet order has not been finalized. See our full 2026 fee breakdown → for the complete picture, including scrivener fees if you engage one. Whether the employer covers this fee is a company policy decision.
Based on the precedent from the previous fee adjustment, applications received before the new fee takes effect are expected to keep the current, lower fee even if approval comes through afterward. If you manage renewals for multiple employees, consider whether any upcoming renewals could be filed before the October 2026 cutoff.
Changing your residence status?
See when a status change may be needed and what to prepare before you apply.