Obtain a Work Visa

1) What is a work visa 

A 'work visa' is a common term used to refer to a residency status granted for the purpose of employment in Japan. It is issued by the Ministry of Justice. Currently, there are 19 different types of work visas.

For more detailed information about the various types of work visas, please refer to the article titled About Work Visas

2) Step-by-Step Guide to Obtaining a Work Visa

To obtain a work visa, the following requirements must be met: Engaging in work that corresponds to the type of residence status (visa), having relevant education, background, or work experience, earning a salary equal to or higher than that of a Japanese national in the same occupation, and being employed by a stable and sustainable company. The process of obtaining the visa varies depending on whether the prospective foreign national is currently in Japan or overseas.。

Traveling From Overseas to Japan for Work: Procedures 

When bringing in a foreigner from another country, the company can proceed smoothly by following the steps below:

①Am I eligible for a Work Visa in Japan ?

② Employment Contracts in Japan

③Application Process for a Certificate of Eligibility 

④After receiving the Certificate of Eligibility

⑤Entry and Residence Registration

①Am I eligible for a Work Visa in Japan ?

First, confirm that you meet the aforementioned requirements for obtaining a work visa. In terms of the requirements for the foreign nationals to be hired, the immigration office will investigate the educational background requirements and the job description. They will start by checking the educational background requirements using diplomas and other supporting documents. The diploma should include the applicant's name, the name of the university, the date of issue, and the degree or major obtained. This will help them verify if the educational background requirements are met, so please include it along with your resume.

After verifying the educational background, they will assess the compatibility of the work you plan to perform at the Japanese company. If the work does not align with any of the visa activities, such as simple labor, it will be deemed "not possible to obtain a work visa." Additionally, they will evaluate the relationship between your educational background and the nature of your work. For instance, the educational requirements differ depending on the category for visas like Engineer/Humanities/International Services. In the Engineer/Humanities category, students graduating from overseas universities are expected to have a certain level of education relevant to the work they will be performing in Japan. On the other hand, the International Business category prioritizes personnel needs over the relevance of educational background. As specialized knowledge is necessary in these cases, it may be advisable to consult a specialist to avoid visa denial.

② Employment Contracts in Japan

①Once you have obtained confirmation of (1), you should conclude an employment contract before applying for a work visa. The reason for concluding an employment contract first is that a formal employment contract is a prerequisite for applying for a work visa. 

However, as a precaution when concluding an employment contract, since a work visa cannot always be obtained, it is advisable to include a statement in the contract such as "This contract shall become null and void if the applicant is unable to obtain a work visa or is not granted permission to land in Japan."

③Application Process for a Certificate of Eligibility 

Once the employment contract has been concluded, apply for the issuance of a "Certificate of Eligibility" at the Immigration and Residence Management Agency with jurisdiction. A Certificate of Eligibility is a document required for foreign nationals residing abroad to enter Japan and certifies the nature of the activities to be performed in Japan. Obtaining this certificate will facilitate the procedures for receiving a work visa at the Diplomatic Mission Abroad.

④After receiving the Certificate of Eligibility

As soon as the Certificate of Eligibility is issued, it is mailed to the foreign national, who applies for a work visa at the diplomatic establishment abroad. The required documents are listed on the website of the overseas diplomatic mission in each country in the form of "Documents Required for Visa Application with a Certificate of Eligibility," so please check the website before applying for a visa.

⑤Entry and Residence Registration

Foreign nationals who will stay in Japan for more than 3 months are required to register as a resident at the municipal office with jurisdiction within 14 days from the date of their settlement after entry into Japan. A passport and a resident card are required for resident registration. If a residence card is not issued at the airport, you only need to present your passport.

Once you register at the municipal office, your residence card will be mailed to your registered address at a later date.

3）Necessary Documents for Application 

The following two items are commonly required for all statuses of residence:

Application for Certificate of Eligibility (1 copy)

Two photographs (4 cm x 3 cm)

(Taken within 3 months prior to application, clear, no cap, no background, upper half of the body)

(One must be affixed to the application form, and one must be submitted with the applicant’s name written on the back)

In addition to the above, the applicant must submit an application form and materials appropriate to the status of residence for which they are applying.

For details, please refer to the page of the Immigration and Residency Management Agency.

In addition to these, there are also other materials you should submit when applying. Please contact us for more information.

Inquiry Link: info@visaoffice.jp

4) Timeframe for Obtaining a Work Visa

How long does it actually take to apply and obtain a work visa?

The following table summarizes the examination periods for "Engineer/Specialist in humanities/International services" and "Specified Skills" based on statistics provided by the Immigration and Residence Management Agency. (See data for fiscal year 2022)

Source: Immigration and Residence Management Agency | Duration of Residence Screening (2022)

The average number of days of screening throughout the year is as follows:

Technical/Humanities/International Services

Application for issuance of a certificate of eligibility takes about 40 days

Application for permission for a change of status of residence takes about 26 days

Specified skilled workers

Application for issuance of a certificate of eligibility takes about 65 days

Application for permission for a change of status of residence takes about 37 days

※ The above number of days is the time required to complete the screening process. They do not include the number of days for mailing. From our practical perspective, the average review processing time seems to be a bit longer. In reality, it also takes a number of days to enter the review queue, and from the time internal review is completed to the issuance of the approval notification. Additionally, consider that it takes about a month to prepare the application before that. Therefore, it will take two to three months or more to obtain a work visa from the moment you start preparations.

5）Essential Points to Remember When Applying 

When applying for a visa, both the foreigners themselves and the company should pay attention to the following points:

①Acquire basic knowledge of employing foreigners

For instance, labor-related laws and regulations, the application of workers' accident compensation insurance, social insurance, and income and inhabitants taxes also apply to foreigners. Compared to hiring Japanese nationals, there are more opportunities to check these items when hiring foreigners, so it is recommended to acquire knowledge about them.

②Pay attention to the expiration date of the Certificate of Eligibility.

The Certificate of Eligibility is valid for only three months, so the foreigner must enter Japan within three months of its issuance. Companies should follow up with the applicant to ensure they can enter Japan within the validity period without any delays.

③Beware of promoting illegal employment

Illegal employment is simply defined as "working in Japan by a foreigner who is not qualified to work in Japan." It is important to note that companies can be penalized for promoting illegal employment, even unintentionally, if they allow foreigners who are not qualified to work in Japan to work. Please ensure you have accurate knowledge and diligently verify the qualifications.

※ If you are unable to make a decision, please contact us.

【Inquiry link: info@visaoffice.jp】