Hiring foreign nationals in Japan can be complex. This guide explains everything from work visa requirements to the application process — so your HR team can hire with confidence. Inui Gyoseishoshi Corporation (Osaka) handles all immigration paperwork on your behalf.
Step 1: Check the Work Authorization
Before hiring a foreign national, always verify that they hold a work-authorized residence status. Ask to see their Residence Card (在留カード) and check the “Employment Restrictions” field.
| Residence Status | Work Authorization |
|---|---|
| Engineer/Specialist in Humanities/International Services (技人国), Business Manager, Highly Skilled Professional, etc. | Permitted within designated activities only |
| Permanent Resident, Spouse of Japanese National, Long-Term Resident, etc. | Unrestricted (full-time OK) |
| Student, Dependent Family | Up to 28 hrs/week with Permission to Engage in Activity Outside Status |
| Temporary Visitor | Not permitted |
⚠️ Illegal Employment Facilitation: Employers who knowingly hire unauthorized workers may face up to 3 years imprisonment or a fine of up to ¥3,000,000.
Visa Application Process for New Hires
Case A: Hiring from Overseas (Certificate of Eligibility)
- The sponsoring company applies for a Certificate of Eligibility (COE) at a Japanese Immigration office
- The candidate applies for a visa at the Japanese embassy/consulate in their home country using the COE
- The candidate enters Japan and receives their Residence Card
📅 COE processing time: approx. 1–3 months
Case B: Changing Status for a Japan-Based Applicant
- Sign an employment contract / issue a job offer letter
- File a Change of Status of Residence application at the Immigration office (the registered immigration lawyer handles this)
- Upon approval, the applicant receives a new Residence Card
📅 Processing time: approx. 2 weeks – 2 months
Job Categories Eligible for Engineer / Specialist Visa (技人国)
| Category | Example Roles |
|---|---|
| Engineering (STEM) | Software engineer, programmer, mechanical design, R&D |
| Humanities / Business | Corporate planning, HR, trade operations, accounting |
| International Services | Interpreter, translator, language instructor, designer, marketing |
⚠️ Factory line work, food service, and other unskilled labor roles are not eligible under this status (Technical Intern Training or Specified Skilled Worker visas apply instead).
Key Points for a Successful Application
- ✅ Match job duties to academic background — a well-written reason letter is critical
- ✅ Demonstrate company stability — provide registration certificate and financial statements
- ✅ Salary must be equivalent to Japanese employees — document in the employment contract
- ✅ Specific job description — vague or catch-all duties increase risk of denial
Our Corporate Services
| Service | Details | Fee (approx.) |
|---|---|---|
| Certificate of Eligibility (COE) | For hiring from overseas | From ¥132,000 (tax incl.) |
| Change of Status | For Japan-based applicants changing jobs | From ¥132,000 (tax incl.) |
| Renewal of Work Visa | Annual/biennial renewal | From ¥88,000 (tax incl.) |
| Hiring Consultation | Pre-screening eligibility check | From ¥33,000 (tax incl.) |
FAQ
Q. Can we hire a foreign student graduating from a Japanese university?
Yes. After receiving a job offer, the student changes their status from Student to a work visa (typically Engineer/Specialist). We recommend starting the application 2–3 months before graduation to allow time for processing.
Q. What if our foreign employee changes jobs to a different industry?
If the new role differs significantly in category from the current visa, a Change of Status application is required. Working outside the permitted scope is considered illegal employment.
Q. Does the Immigration office ever request additional documents?
Yes, especially for IT, food service, and SMEs in the manufacturing sector. Our office handles all RFE (Request for Evidence) responses on your behalf.
Free initial consultation available — online (Zoom), phone, or in-person at our Osaka office.