Employment Process for Foreign Nationals in Japan

May 11, 2023

When hiring a foreign national, employers need to consider the candidate’s status of residence, which involves a different process compared to hiring a Japanese employee. Allow us to explain the various application types, relevant procedures, the process flow (for paper applications, NOT for online applications), and the required documents.

Application Types

【Certificate of Eligibility (COE) Application】

1. Assessment of the terms of employment to ensure compatibility with the intended status of residence.
2. Job openings.
3. Employment examination.
4. Selection of candidates.
5. Assessment of eligibility for the expected status of residence in Japan.
6. Issuance of an offer letter/notice of working conditions and an employment agreement.
7. Certificate of Eligibility application.
8. Notification of completion of the screening, which may take one to two months for the authorities to process the application for individuals seeking the “Engineer/Specialist in humanities/International Service” status of residence.
9. Entry visa application- upon receiving the Certificate of Eligibility, the applicant needs to apply for an entry visa at the local embassy/ consulate.
10. Entry into Japan with the issued entry visa and receipt of a residence card.
11. Resident Registration.
12. Start of Work.

The following is the Change of Status application process required for individuals who are currently residing in Japan without a work permit and intend to start working. For example, students currently studying under the “Student” status need to change their status of residence upon graduation.

【Change of Status Application】

1. Assessment of the terms of employment to ensure compatibility with the intended status of residence.
2. Job Openings.
3. Employment examination.
4. Selection of candidates.
5. Assessment of eligibility for the expected status of residence in Japan
6. Issuance of an offer letter/notice of working conditions and an employment agreement.
7. Change of Status application.
8. Notification of completion of the screening, which may take one to two months for the authorities to process for the “Engineer/Specialist in humanities/International status of residence.
9. Receipt of a new residence card at the immigration office.
10. Start of work.

When foreign students change their status of residence from “Student” to a working status, they need to apply for a change of status. Additionally, there may be cases where the students are required to submit a “Notification of affiliated organization” after graduation.

The Extension of Period of Stay application is required when a foreign employee’s current status of residence is about to expire, and the below is an example case when they intend to change their employer within the same field of work.

【Extension of Period of Stay Application】

1. Assessment on the terms of employment to ensure compatibility with the intended status of residence.
2. Job openings.
3. Employment examination.
4. Selection of candidates.
5. Assessment of eligibility for the expected status of residence in Japan.
6. Issuance of an offer letter/notice of working conditions and an employment agreement.
7. Extension of Period of Stay application.
8. Notification of completion of the screening, which may take one to two months for the authorities to process for the “Engineer/Specialist in humanities/International status of residence.
9. Receipt of a new residence card at the immigration office.
10. Start of work.

Please note that foreign employees who have enough remaining period of stay and intend to work for a different employer in the same field of work, do not need to apply for Extension of Period of Stay. Depending on the case, it may be beneficial for them to obtain a “Certificate of Authorization for Employment.” This certificate validates their expertise and the applicable field of work, making it easier to transition to a new workplace. When changing employers, foreign nationals need to submit a “Notification of affiliated organization.”

Documents Required and Important Points to Note:

The specific type of application and the required documents may vary depending on the individual case, status of residence, and application type.

Certificate of Eligibility (COE) and Change of Status applications generally require an extensive set of documents. In particular, when applying for a working status, it is essential to submit supporting documents from both the applicant and the affiliating entity. Failure to provide any of these documents may lead to unfavorable results, so it is crucial to ensure that all necessary supporting documents are fully prepared by both parties.

The list of documents presented on the immigration authorities’ web site represents minimum documentation required. In some cases, the authorities may request additional documents or references.

Conducting the eligibility assessment and organizing the required documents for immigration procedures can pose significant challenges and consume valuable time, especially for individuals without expertise in this field. Such complexities can potentially disrupt their work or business operations. To mitigate these difficulties, we strongly advise reaching out to our team of immigration specialists who are well-versed in the intricacies of the process. Our dedicated professionals are committed to not only saving you time and effort but also ensuring that you steer clear of any unfavorable outcomes.