A typical visit in outline
Every bureau is organised a little differently, but most visits follow the same shape. You find the right floor, take a numbered ticket, wait for your number on a display board, hand over your application at a counter, and wait again while it is checked.
The first counter conversation is where language matters most. The clerk needs to know which procedure you want, check that the form and documents are complete, and tell you what happens next. Everything else is waiting.
- Check the current form and document list before the visit.
- Arrive early; queues can be long, especially near busy seasons.
- Take a numbered ticket for the right kind of procedure.
- Submit the application and answer questions about your documents.
- Receive instructions about the result and how you will be contacted.
Naming your procedure
Open with the procedure rather than a long explanation of your situation. A clerk can route you in seconds once they hear kōshin or henkō, and the details can follow if they ask.
If you are not sure which procedure applies to you, say so directly. It is a normal question at an information desk and far better than joining the wrong queue.
| Japanese | Romaji | Meaning |
|---|---|---|
| 在留期間の更新をしたいです。 | Zairyū kikan no kōshin o shitai desu. | I would like to renew my period of stay. |
| 在留資格の変更をお願いしたいのですが。 | Zairyū shikaku no henkō o onegai shitai no desu ga. | I would like to apply for a change of status. |
| 在留カード | zairyū kādo | Residence card |
| 申請書 | shinseisho | Application form |
| どの手続きが必要か分かりません。 | Dono tetsuzuki ga hitsuyō ka wakarimasen. | I am not sure which procedure I need. |
| 仕事が変わったので、相談したいです。 | Shigoto ga kawatta node, sōdan shitai desu. | My job has changed, so I would like some advice. |
Tickets, counters and waiting
The numbered ticket system is the same one used at city offices and banks, but the wait can be much longer. Watch the display board and listen for your number, because calls are often made only once or twice.
If you are unsure whether you are in the right place, ask before you sit down. Staff would much rather redirect you at the start than after an hour of waiting.
| Japanese | Romaji | Meaning |
|---|---|---|
| 番号札を取ってください。 | Bangōfuda o totte kudasai. | Please take a numbered ticket. |
| 何番の窓口に行けばいいですか。 | Nanban no madoguchi ni ikeba ii desu ka. | Which counter number should I go to? |
| 呼ばれるまでお待ちください。 | Yobareru made o-machi kudasai. | Please wait until you are called. |
| ここで待っていればいいですか。 | Koko de matte ireba ii desu ka. | Is it all right to wait here? |
| もう呼ばれましたか。 | Mō yobaremashita ka. | Has my number already been called? |
Documents and what the clerk checks
Most of the counter conversation is about paper. The clerk checks that the form is filled in, that the photo meets the requirements, and that the supporting documents match your situation. The exact list depends on your status, so the table below shows only the kinds of items commonly involved.
| Japanese | Romaji | Meaning |
|---|---|---|
| 書類が足りません。 | Shorui ga tarimasen. | A document is missing. |
| 追加の書類を出してください。 | Tsuika no shorui o dashite kudasai. | Please submit additional documents. |
| この写真で大丈夫ですか。 | Kono shashin de daijōbu desu ka. | Is this photo acceptable? |
| 後で郵送してもいいですか。 | Ato de yūsō shite mo ii desu ka. | Can I send it by post later? |
| 収入印紙はどこで買えますか。 | Shūnyū inshi wa doko de kaemasu ka. | Where can I buy a revenue stamp? |
| Item you may be asked for | Why it matters |
|---|---|
| Application form | It must be the form for your specific procedure |
| Passport and residence card | They identify you and show your current status |
| Photo | It must meet the size and background rules on the form |
| Documents from your employer or school | They support the reason for your stay |
| Revenue stamp for the fee | Some procedures are paid for with a stamp when you receive the result |
After you apply
An application is rarely decided on the day. You may be told how the result will reach you, often by a postcard or notice asking you to come back and collect your new card, and your current card may be marked to show that an application is in progress.
This is the moment to ask your questions, because the counter is the easiest place to get a clear answer. Ask how you will be contacted, what to bring when you return, and what to do if you move before the result arrives.
| Japanese | Romaji | Meaning |
|---|---|---|
| 結果はいつごろ分かりますか。 | Kekka wa itsugoro wakarimasu ka. | Roughly when will I know the result? |
| はがきが届いたら、何を持ってくればいいですか。 | Hagaki ga todoitara, nani o motte kureba ii desu ka. | When the postcard arrives, what should I bring? |
| 申請中 | shinsei-chū | Application in progress |
| その間に引っ越したら、どうすればいいですか。 | Sono aida ni hikkoshitara, dō sureba ii desu ka. | What should I do if I move in the meantime? |
| 今日の受付票はなくさないでください。 | Kyō no uketsukehyō wa nakusanaide kudasai. | Please do not lose today's receipt slip. |
Asking questions without getting lost
Counter staff speak quickly because they are busy, not because they expect you to keep up. Asking them to slow down, simplify or write a word is completely ordinary, and it is far better than nodding at an instruction you did not catch.
Repeating the key point back is the single most useful habit here. It confirms the instruction and gives the clerk a chance to correct you before you leave.
| Japanese | Romaji | Meaning |
|---|---|---|
| すみません、もう一度ゆっくりお願いします。 | Sumimasen, mō ichido yukkuri onegai shimasu. | Sorry, once more slowly, please. |
| もう少し簡単な日本語でお願いできますか。 | Mō sukoshi kantan na nihongo de onegai dekimasu ka. | Could you say it in simpler Japanese? |
| 紙に書いていただけますか。 | Kami ni kaite itadakemasu ka. | Could you write it down for me? |
| 英語の案内はありますか。 | Eigo no annai wa arimasu ka. | Is there any information in English? |
| つまり、来週までにこの書類を出せばいいですね。 | Tsumari, raishū made ni kono shorui o daseba ii desu ne. | So I just need to submit this document by next week, right? |
Preparing before the visit
Preparation turns a stressful day into a manageable one. Most problems at the counter come from a missing document or from not being able to explain a change in circumstances, and both can be handled at home.
Rehearsing the opening exchange out loud helps more than people expect, because the counter is noisy and you will not want to search for words there. Practising with an AI Sensei in Unihongo's 3D classroom lets you run the exchange several times, and the corrections in the session report show which lines came out unclear.
- Print or save the current document list for your procedure.
- Put documents in the order they are listed.
- Write one sentence explaining any change, such as a new employer.
- Bring your residence card, passport and a pen.
- Allow a full morning or more, and bring something to do while you wait.