Online Visa Applications Leave No Stamp on Your Residence Card — Risk of Being Mistaken for an Overstayer During the Grace Period, and What Documents to Carry

The wrongful arrest of a foreign national in Shibuya (2026) drew widespread attention, but immigration practitioners are raising awareness of a similar risk facing foreign nationals who applied for a visa extension or change of status online. When you apply online, no "application pending" stamp is added to your residence card — meaning that even while you are legally present during the statutory grace period, there is no visible proof on your card that an application is in progress.

What Is the Grace Period?

When you file an application to extend or change your status of residence before your current period expires, you are permitted to remain in Japan legally — under the same status and activities — for up to two months after your period of stay expires (or until a decision is rendered on your application, whichever comes first). This is called the "grace period" (特例期間) under Article 20, Paragraph 5 of the Immigration Control and Refugee Recognition Act.

For example, if your period of stay expires on July 1st but you filed a lawful extension application on June 20th, your presence in Japan is fully legal until August 31st (two months later) or until your decision notice, whichever is earlier. Even though your residence card reads "valid until July 1, 2026," you are not overstaying.

Counter Applications and the "Pending" Stamp

With a traditional counter (in-person) application at a Regional Immigration Services Bureau, an immigration officer stamps the lower right of the back of your residence card at the time of acceptance with an "application pending" stamp. This lets police officers and government officials immediately see that the person has a pending application and is lawfully present during the grace period.

Online Applications Leave No "Pending" Stamp

Since 2022, online applications (applicant-use type) have been available for many work-type statuses including Engineer/Specialist in Humanities/International Services. Online applications eliminate the need to visit an immigration office and are far more convenient.

However, when you apply online, no "application pending" stamp is added to your residence card at all. The only record you receive is a confirmation email from the immigration system showing your receipt number and submission date. If you are stopped for questioning during the grace period after expiry, there is no visual evidence on your residence card that an application is in progress — creating a real risk that a police officer will mistake you for an overstayer.

Our Recommendation: Always Carry the Confirmation Email

At Sakura Chuo Legal Office, we strongly advise all clients who have filed online applications to carry the immigration authority's confirmation email (showing the application number and receipt date) at all times. This email may be the only document that can prove you are lawfully present during the grace period.

Specifically, we recommend the following:

• Save the confirmation email on your smartphone and keep it readily accessible.
• Print a screenshot of the email and keep it in your wallet or passport holder — in case your phone battery dies or the screen is damaged.
• If you are stopped for questioning, calmly show the email and explain: "I have a pending application for extension/change of status and am lawfully present during the grace period."
• If the officer is still uncertain, ask them to contact your immigration specialist or the Immigration Services Agency's information line — discuss this scenario with your agent in advance.

The ISA Information Line Is Also Available

The Immigration Services Agency of Japan operates an information helpline (0570-013904) for inquiries from foreign nationals. If a police officer is uncertain how to handle the situation, they can call this number themselves to verify your status. You can tell the officer "Please call the Immigration Services Agency" — this often helps resolve the situation.

Can You Get a Stamp After Filing Online?

There is no official procedure for visiting a counter after an online application specifically to have a "pending" stamp added. However, if you have already encountered problems — or are worried about being stopped — we recommend consulting with an immigration counter about how your residence card is handled. In some cases, switching from an online application to a counter application may be worth considering.

What Employers Should Do

• When a foreign employee files an online application, instruct and confirm that they have saved and are carrying the confirmation email.
• Share emergency contact information in advance — the company's immigration specialist's direct line — so employees know who to call if stopped during the grace period.
• If your HR system tracks only residence card expiry dates, separately flag employees whose applications are in progress to distinguish "pending" from "expired/no application."

Summary

Online visa applications are convenient, but the absence of an "application pending" stamp creates a real risk that foreign nationals in the grace period will be mistaken for overstayers. At our office, we make it standard practice to advise every client to print and carry the immigration confirmation email. When you entrust your residence application to us, we support you through the entire process — including protecting yourself after submission. Contact Sakura Chuo Legal Office for a free initial consultation on residence status applications and management.