Attachment rules of the Online Residence Application System
The Immigration Services Agency of Japan sets these rules for attachments. The system was renewed in January 2026, and the attachment capacity was increased.
- File type: PDF (“.pdf” extension) only
- Size: up to 25MB in total, including the face photo (also 25MB per application when using the bulk-input template)
- Number of files: up to 20 at a time
- Resolution: about 200dpi or higher is recommended so the content is readable on screen
- Files with security settings such as passwords, print restrictions or copy restrictions are treated as errors (no error message is shown)
The rules may change. Always check the latest guidance from the Immigration Services Agency before applying.
Sharing the 25MB
The limit isn’t per file; it’s the total of all attachments plus your face photo. Divide 25MB by the number of documents to pick a per-file target.
- 2–3 files: about 7MB each
- 4–5 files: about 4–5MB each
- Around 10 files: about 2MB each
Leave room for your face photo, so the total doesn’t sit right at 25MB.
Don’t compress too hard
The Immigration Services Agency recommends a resolution of about 200dpi or higher. If compressing images isn’t enough to reach your target, this tool turns pages into images, and a very small target can push that resolution below 200dpi.
Use the largest per-file target that still keeps the total under 25MB. After compressing, check in the preview that even small text is readable.
Documents commonly attached
Required documents depend on the type of application, but these are often attached as PDFs:
- Copies of your residence card and passport
- Employment certificate, employment contract or certificate of enrollment
- Resident tax certificates (taxation and tax payment certificates)
- Withholding tax slips, pay slips and other proof of income
From phone photo to attachment
Photos of documents can’t be attached as they are. Turn them into a PDF in this order, then compress:
- Photograph the document (iPhone HEIC photos work as they are, with no conversion)
- Turn the photos into a PDF (put pages of the same document into one PDF)
- Compress the PDF to your target size on this page
If your documents go over 25MB
According to the Immigration Services Agency, if your documents exceed 25MB you can apply with a designated declaration form attached in place of the documents that don’t fit, then upload them afterwards. For large amounts of material, it advises consulting your regional immigration office before applying. See the agency’s guidance for details.
- Delete blank pages or pages that weren’t requested
- Convert documents that don’t need color to grayscale before compressing
Your residence card and passport stay on your device
Your PDF isn’t uploaded to a server; it’s compressed only on your device. Sensitive documents such as your residence card and passport are never sent anywhere. The data is discarded when you close the page.