What Is the Renewal Procedure for an Intra-Company Transferee Visa?

2. Key Points Often Reviewed in Renewal Examinations

In the renewal of an Intra-Company Transferee Visa, the primary focus is whether “the underlying conditions as an intra-company transferee are still satisfied.” Even if the paperwork appears fine on its face, unclear explanations regarding contractual relationships, the entity paying compensation, or the scope of duties may lead to requests for additional documents or a prolonged examination.

1. Whether the Relationship Between the Home-Country Company and the Japan-Side Host Organization Continues

For intra-company transferees, a capital relationship and/or group relationship between the overseas home-country company and the Japan-side host organization (such as a Japan corporation, branch, office, or affiliated company) is a prerequisite. At renewal, immigration authorities also confirm whether that relationship is still in place and whether the host organization has a substantive presence as the receiving entity.

If there have been changes such as corporate restructuring, changes in the group structure, or changes in the business condition of the host organization, it is important to present documents that demonstrate “the current relationship.”

2. Whether the Secondment/Transfer Arrangement Is Being Maintained

In renewal examinations, immigration authorities tend to closely confirm the actual reality of the secondment (transfer), such as: whether the employing entity remains on the home-country side or has shifted to the Japan side, how the secondment agreement is defined, and who pays the compensation.

For example, if the entity paying the salary has changed, the secondment agreement has not been renewed, or the secondment period is unclear, “whether the case qualifies as an intra-company transferee” may become an issue. If there are changes, it is important to organize the reasons and the current arrangements and ensure they can be explained through documents.

3. Appropriateness of Job Duties and Role in Japan

Intra-company transferee status is premised on the reasonableness of the assignment as an internal transfer within the corporate group. At renewal, the immigration officer may confirm whether your current duties can be explained as appropriate for an intra-company transferee, and whether they have effectively become merely general work.

If you can explain not only your title but also what you do, within what scope, and with what responsibilities, the officer’s decision-making process tends to proceed more smoothly.

4. Clarity of Compensation, Treatment, and Contract Terms

It is important in renewal examinations that the amount of compensation, the payment structure (paid by the home-country entity / paid by the Japan entity / both, etc.), the breakdown of allowances, working arrangement, and contract term are clearly stated. In particular, if there are changes in the compensation structure, it is reassuring to be able to explain the reason for the change and the continuity of the arrangement.

5. Legal Compliance (Tax Payment, Social Insurance, and Residence Status)

In renewal examinations, tax payment status, enrollment and payment status for social insurance, and consistency of address information are also confirmed. Even if “the actual situation is fine,” inconsistencies in documents may require additional explanations and may become a factor that prolongs the examination.

3. Required Documents and Immigration Examination Period for Intra-Company Transferee Visa Renewal

1. Required Documents (Basic + Case-by-Case)

If you retain us to handle the procedure, we will organize your circumstances (secondment arrangement, entity paying compensation, changes in job duties, family situation, etc.) based on the required documents listed on the Immigration Services Agency website, and design the set of documents in a format that is easy for the immigration officer to assess.

In addition to the renewal application, depending on your situation, we will also compare “next options” such as an application for permanent residence or a change to another work visa, and propose a policy that leads to more stable residence in Japan.

(A) Documents Often Prepared by the Applicant

• Application for Extension of Period of Stay
• Passport, Residence Card
• Photograph (specified size)
• Certificate of Residence (juminhyo) (all household members / relationship details, etc.)
• Taxation (income) certificate and tax payment certificate (depending on practice/circumstances)

(B) Documents Often Prepared by the Japan-Side Host Organization

• Company profile materials (certificate of registered matters, company brochure, etc.)
• Materials explaining job duties (job description, organization chart, etc.)
• Materials explaining the reason for acceptance and the necessity of assignment (as needed)
• (Depending on the category) financial statements, business materials, etc.

(C) Documents Often Prepared by the Home-Country Company (Examples)

• Materials showing your employment/affiliation with the home-country company (certificate of employment, appointment letter, secondment order, etc.)
• Materials showing the relationship between the home-country company and the Japan side (explanation of group relationship, etc.)
• Materials showing the contractual relationship for secondment/transfer (secondment agreement, memorandum, treatment/benefits materials, etc.)
• Materials showing the entity paying compensation and the breakdown (as needed)

2. Immigration Examination Period

The examination period varies depending on the time of year, congestion, and the complexity of the application. If there are many changes or if explanations are required, the process may take longer than average due to responding to additional document requests. We recommend proceeding with preparation well in advance of your residence period expiration.

4. Cases Where Intra-Company Transferee Visa Renewal Tends to Become Disadvantageous and Points to Note

In intra-company transferee visa renewals, what tends to be disadvantageous is not so much a lack of documents, but rather cases where the underlying premise of the system (the reality of being transferred/seconded to a Japan office while remaining employed by the home-country company) has weakened. Unlike general work visas, intra-company transferee status strongly reflects the nature of an “internal reassignment within a corporate group,” and therefore, in renewal examinations, immigration authorities tend to confirm whether employment, compensation, job duties, and organizational positioning are reasonable as an intra-company transfer.

If there have been changes since the previous approval, what matters is not the change itself, but whether the reason/background for the change and the current arrangement can be explained through documents. If any of the following items apply, it is reassuring to “take stock of the current situation” and “organize explanatory materials” before proceeding with the renewal procedure.

1. Substantively Becoming a “Japan-Based Hire” (Transfer of Employment / Change of Employing Entity)

If the employment contract has been switched to the Japan corporation, or the salary is paid only by the Japan corporation, etc., and the employing entity has shifted to the Japan side, it may be inconsistent with the premise of intra-company transfer (being transferred/seconded while remaining employed by the home-country company).

In such cases, it may become difficult to explain within the renewal application that “the requirements for intra-company transfer are satisfied,” and in practice, it may be a case where you should consider changing your status of residence to one that matches the actual employment, such as Engineer/Specialist in Humanities/International Services. Note that it is not automatically the case that “transfer of employment means a change is always required,” but because the determination depends on where the employment, compensation, and chain of command are located, it is important to organize the facts early and finalize the policy.

2. Unclear Explanation of the Secondment Agreement, Paying Entity, or Treatment

For intra-company transferees, it is important to be able to explain, through a secondment agreement, memorandum, notices of treatment, etc., the secondment period, job duties, compensation (base salary and allowances), and the paying entity. Situations such as the secondment agreement not being renewed, unclear contract term or renewal prospects, or inability to explain the paying entity (home country / Japan / both) or the breakdown of allowances, are points that tend to lead to requests for additional documents.

In particular, if part of the salary is paid by the home-country entity, or if there are many allowances such as housing allowance or business trip allowance, it often becomes an issue “what is included in compensation” and “whether it will continue to be paid.” If there are changes, it is important to organize the reason for the change and the current arrangement, and ensure you can present, together with supporting documents, “from when, what, and how it changed”.

3. Job Duties in Japan Are Difficult to Explain as an Intra-Company Transfer

Because intra-company transfer is premised on the reasonableness of an assignment within a corporate group, if the work in Japan is centered on general administrative tasks, the explanation of professional relevance is weak, or it is difficult to understand “why assignment to Japan is necessary,” the immigration officer may conduct deeper confirmation.

In such cases, rather than relying only on your title or department name, it is reassuring to organize and present: specific job duties (what you do, in what proportion, and with what responsibilities), organizational positioning (supervisor/subordinates, role, authority), and coordination with the home country (information sharing, technology transfer, oversight, etc.). Even when your duties have expanded, clarifying where the “core professional axis” lies often makes the explanation easier to accept.

4. Inconsistencies in Tax Payment, Social Insurance, Address, etc.

In renewal examinations, in addition to job duties, immigration authorities also confirm formal consistency such as tax payment, social insurance, and address. Inconsistencies such as address discrepancies, insufficient tax certificates, or unclear social insurance enrollment may require additional explanations even when “there is no problem in reality,” and as a result may become a factor prolonging the examination.

For example, “you moved but the certificate of residence has not been updated,” “documents for employer-covered social insurance cannot be assembled,” or “taxation/tax payment certificates are missing due to differences in how to obtain them,” and even small discrepancies may lead to additional document requests. We recommend taking stock of your certificate of residence, residence card entries, tax payment, and social insurance before renewal.

5. Consistency with Future Residence Planning (Change to Engineer/Specialist in Humanities/International Services, Permanent Residence)

Intra-company transferee status is a field in which many people later consider a “change to Engineer/Specialist in Humanities/International Services” or “permanent residence” during long-term residence. Therefore, even at the time of renewal, it is reassuring to keep in mind whether the consistency of the explanations and materials this time will not conflict with future applications.

For example, if you plan to transfer your employment to the Japan corporation in the future, organizing the direction at the time of renewal—such as “from when will the employing entity change” and “when is it safest to change your status of residence”—will help the next procedures proceed smoothly. Also, if you have permanent residence in mind, the accumulation of your residence situation, tax payment, and social insurance will be important, and therefore, it is essential to manage your status with consistency and not treat renewal as a mere stopgap.

5. If You Are Unsure Whether to Renew or Change Your Status of Residence (Engineer/Specialist in Humanities/International Services, etc.) | Practical Criteria and Key Points for Consulting a Professional

For an Intra-Company Transferee Visa, you cannot determine the best approach solely based on formal factors such as “my period of stay is still valid” or “I was able to renew last time.” Whether renewal is possible depends on the current realities of your employment, secondment/transfer arrangement, and job duties. If you are unsure, first try organizing which category your situation is closer to.

1. Cases Where Renewal Is Often More Suitable (Examples)

• You remain employed by the home-country company and are seconded to the Japan side (the secondment arrangement is clearly defined)
• You can clearly organize the secondment agreement, job duties, and the compensation payment structure (paid by the home country / Japan / both)
• Your duties in Japan can be reasonably explained as an internal assignment within the group
• There are no major changes to the employing entity, chain of command, or compensation conditions

2. Cases Where You Should Consider a Change of Status (Engineer/Specialist in Humanities/International Services, etc.) (Examples)

• You have transferred employment to the Japan corporation and have effectively become a Japan-based hire
• The employing entity and/or paying entity has shifted to the Japan side, and the reality of a secondment has weakened
• Your job duties have changed, and Engineer/Specialist in Humanities/International Services is more consistent with your actual work
• You want to stabilize your residence on the premise of continued employment with the Japan corporation going forward

In borderline cases, even if you may be able to file a “renewal” application procedurally, insufficient explanation of the changes can lead to additional document requests and may result in a prolonged examination period or a deferral of the decision. If there are any concerns, it is safer to identify the key issues (employing entity, secondment agreement, job duties, compensation) before renewal, and to design in advance your application policy (renewal vs. change of status) and the required documents.

3. Reasons You Should Consult a Professional

Renewal of an Intra-Company Transferee Visa does not have the same level of difficulty for everyone. If there are few changes, it often proceeds relatively smoothly; however, if there are changes to the employing entity, secondment agreement, paying entity, or job duties, the number of items the immigration officer needs to confirm tends to increase significantly. As a result, the risk of additional document requests or insufficient explanations increases, and the examination may take longer.

In addition, many people with Intra-Company Transferee status later consider a change to Engineer/Specialist in Humanities/International Services or permanent residence. The consistency of the explanations and documents at the time of renewal may also be referenced in examinations of a later change of status or permanent residence application.

By consulting a professional, you can prepare not only for “whether this renewal will be approved,” but also the optimal choice that includes future residence planning and an application structure that is easy for the immigration officer to assess. This helps reduce residence-related risks in the medium to long term.

6. Intra-Company Transferee Visa Renewal Q&A

In principle, you can apply for renewal of an Intra-Company Transferee Visa from three months before the expiration date of your period of stay. However, for intra-company transferees, it is common that the required documents include not only the applicant’s documents but also materials that take time to prepare, such as documents showing the relationship with the home-country company, the secondment agreement, and materials regarding employment conditions/benefits.

In particular, if during your period of stay there has been a transfer of employment to a Japan corporation (Japan-based hire), a change in the entity paying salary or allowances, or a change in job duties, department, or role, the number of points the immigration officer must confirm increases, and the likelihood of being asked to submit additional documents becomes higher.

Therefore, even though the application is formally possible from three months prior, in practice, starting to organize your situation and prepare documents about 4 to 6 months in advance makes it easier to reduce the risk of rework and prolonged examinations.

In renewal examinations for an Intra-Company Transferee Visa, the central axis of assessment is whether “the underlying conditions as an intra-company transferee are still being maintained.” Specifically, the following points are comprehensively reviewed.

• Whether the relationship between the home-country company and the Japan-side host organization (Japan corporation, branch, etc.) continues
• Whether the secondment/transfer arrangement (employing entity, secondment agreement, affiliation status) is being maintained
• Whether your job duties and role in Japan can be reasonably explained as an intra-company transfer
• Whether the compensation, treatment, and contract terms (paying entity, breakdown, term, etc.) are clear
• Whether you are complying with laws and regulations such as tax payments, social insurance, and residence status

If there have been changes since the previous approval, it is important to be able to explain “what changed, why it changed, and how it changed,” together with supporting documents. If you apply without organizing the changes, it may lead to requests for additional documents or a prolonged examination.

If, due to a transfer of employment to a Japan corporation, the employing entity has shifted from the home-country company to the Japan corporation, it may no longer be consistent with the premise of the Intra-Company Transferee Visa: “being transferred (seconded) to Japan while remaining employed by the home-country company.”

In such cases, even if there is still time left on your current period of stay, renewal may become difficult to obtain, and in practice it is common to consider filing a change of status to a status that matches the actual situation, such as Engineer/Specialist in Humanities/International Services.

However, because conclusions differ depending on the timing of the transfer, contract terms, and the actual working arrangement, whether you can “proceed with renewal” or “should change status” must be examined on a case-by-case basis. By confirming the policy at an early stage, it becomes easier to prevent denial risks and gaps in lawful residence.

The period of stay granted under an Intra-Company Transferee Visa is not determined by a single mechanical rule, but rather by a comprehensive assessment based on individual circumstances.

In practice, the following points tend to be taken into consideration.

• The stability and continuity of the secondment/transfer (duration and likelihood of continuation/renewal)
• The clarity of the employment contract and secondment agreement
• The business substance and receiving structure of the Japan-side host organization
• The continuity of the compensation level and payment arrangement
• Your compliance status regarding tax payments and social insurance, etc.

If there have been no major changes since the previous approval and the intra-company transfer arrangement is stable, a relatively longer period of stay may be granted. Even if there are changes, by carefully organizing supporting documents and explanations, your application becomes easier for the immigration officer to assess, and this tends to lead to a smoother examination.

7. Overview of Support Services for Intra-Company Transferee Visa Renewal Applications

1. Service Overview

Renewal (extension of period of stay) under the Intra-Company Transferee Visa (status of residence: “Intra-Company Transferee”) is not a procedure performed merely as a formality because the deadline is approaching. It is an important examination in which it is re-confirmed whether the underlying conditions for an intra-company transfer (relationship with the home-country company, secondment arrangement, job duties, compensation, etc.) are still being maintained at the time of renewal.

In particular, unlike common work visa categories (such as Engineer/Specialist in Humanities/International Services), intra-company transferee status is centered on the institutional premise that you remain employed by the home-country company (overseas) and are transferred (seconded) to the Japan side. Therefore, if during your period of stay there are changes such as a transfer of employment (switching employment to a Japan corporation), or changes in secondment conditions, the paying entity, or the compensation structure, renewal examinations tend to become more cautious.

At ACROSEED Immigration Lawyer's Office, we organize the relationship between the home-country company and the Japan-side host organization, the secondment agreement, employing entity, compensation payment structure, and the positioning of your job duties and role in Japan, and then visualize in advance the points that are likely to be checked in renewal examinations, and design a renewal application that is more likely to lead to approval.

In addition, as intra-company transferee residence becomes long-term, many people also consider a change to Engineer/Specialist in Humanities/International Services, etc. and a future permanent residence application. Our office does not merely provide renewal filing assistance, but rather provides support with a perspective that looks ahead to medium-to-long-term residence planning (renewal, change of status, permanent residence).

Who This Service Is For (Individuals / Companies)

• Those who are approaching an extension of period of stay for an Intra-Company Transferee Visa
• Those who have (or expect) changes to secondment conditions, compensation structure, or the paying entity during their period of stay
• Those who have had a transfer of employment to a Japan corporation (Japan-based hire) and are unsure whether renewal is feasible
• Those who are concerned whether their job duties in Japan can be explained as appropriate for intra-company transfer
• Companies and HR personnel who are unsure how to proceed regarding renewals for foreign employees

2. Services Included

1. Confirmation of the relationship between the home-country company and the Japan-side host organization (checking the prerequisites for intra-company transfer)
2. Organizing the secondment agreement, employing entity, and paying entity (home country / Japan / combined), and designing the explanatory policy
3. Organizing job duties and role in Japan (professional relevance and the reasonableness of the assignment)
4. Taking stock of changes (transfer of employment, department transfer, change of work location, compensation changes, etc.) and designing supplementary materials
5. Reviewing company profile materials and contracts (secondment agreement / employment agreement, etc.) and designing supplements as needed
6. Comparative consideration and policy proposal including a possible change of status (Engineer/Specialist in Humanities/International Services, etc.) depending on circumstances
7. Filing on your behalf with the Immigration Services Agency for the application for extension of period of stay
8. Responding to requests for additional documents during examination and providing supplementary explanations
9. Residence management advice with an eye toward the future, including renewal, change of status, and permanent residence

3. Advantages of Requesting ACROSEED