My Experience Requesting Disclosure of Immigration Application Documents

1. How It Started

Recently, a foreign client who had applied for a change of status to a Business Manager visa came to my office with this concern:

"My application was refused, but I don't really understand why… I want to reapply, but I have no idea what I need to fix."

The refusal notice from immigration usually contains only a vague reason, such as “unable to confirm the stability of your business.” To help the client understand the exact issues, I suggested making a disclosure request to obtain more specific details.

2. Why Make a Disclosure Request?

Immigration is subject to Japan’s Act on Access to Information. The applicant or their authorized representative can request disclosure of their application records. This can reveal important details such as:

• Points of focus during the examination
• Internal evaluation of submitted documents
• Specific deficiencies noted in the application

These details are often not included in the standard refusal notice.

3. The Procedure I Followed

1. Prepared a power of attorney signed by the client.
2. Completed the disclosure request form with the application type, date, and relevant period.
3. Submitted the request at the immigration counter (postal submission is also possible).
4. Paid only for copies provided — about ¥10 per page.

4. Waiting Period and Results

About three weeks later, the disclosed documents arrived. Names of immigration officers and any third-party information were blacked out, but the examination notes included specific comments such as “insufficient basis for business plan figures” and “concerns over the continuity of the office lease.”

5. How This Information Helped

Using the disclosed information, we:

• Revised the business plan with stronger numerical evidence.
• Renewed the office lease to demonstrate stability.
• Supplemented financial documentation.

As a result, the re-application for the Business Manager visa was approved.

6. Points to Note

• Not all information will be disclosed — some parts are redacted.
• Disclosure is provided only in Japanese.
• It may take about a month to receive the results.
• A disclosure request does not guarantee that a re-application will be successful.

7. Conclusion

A disclosure request can be an effective way to better understand the reasons for a visa refusal. With professional support, you can make better use of the information to strengthen your re-application. If you have received a refusal and are unsure of the reasons, consider making a disclosure request before giving up.