Visa Guide for Foreign New Hires (Designated Activities) ：Japan Immigration Support for HR

When hiring foreign students graduating in March with an April start date, the usual procedure is to change their residence status from “Student” to a work-eligible status such as “Engineer/Specialist in Humanities/International Services.”

However, for those graduating in September or October but starting employment the following April, there is a gap between graduation and employment commencement. Once a student graduates, they can no longer remain in Japan under “Student” status. To legally remain in Japan during this gap, they must change their status to “Designated Activities” (awaiting employment commencement).

1. Designated Activities Visa for New Hires

Foreign nationals who have received a job offer while still enrolled, or who have secured an offer shortly after graduation, may qualify to remain in Japan until their employment begins if specific conditions are met. This is done by changing their status of residence to “Designated Activities (awaiting employment).”

Eligible applicants include:

2. Requirements for Obtaining Designated Activities Status

3. Processing Times (as of June 2025)

The most critical factor in managing new hire visas is schedule control. The change of status to a work-eligible visa must be completed and a new Residence Card issued by April 1—the official start of employment.

1. Suggested Timeline

Typical process for April hires:

2. Key Considerations

Applications to change from “Designated Activities (awaiting employment)” to a work visa are generally accepted from December each year. This schedule appears intended to reduce seasonal congestion at ISA.

If approval is not granted by March and a Residence Card is not issued before April 1, the employee cannot legally work full-time—even if they have already joined. Employers may face operational disruption, including delaying start dates or adjusting training.

To avoid this risk, we strongly recommend submitting applications as early as possible—ideally in December.

Applications to change status of residence are generally filed by the foreign new hire at the Regional Immigration Services Bureau that has jurisdiction over their residence—or, in some cases, their workplace after onboarding.

The critical question is: who takes the lead in preparing the application? If responsibility lies solely with the new hire, the risk of delays, incomplete documentation, or procedural errors is significantly higher. Such problems can extend review times and delay issuance of the new Residence Card.

To minimize these risks, it is strongly recommended that employers take the lead. This ensures consistency in documentation, alignment of submission timing across multiple hires, and centralized tracking of application progress.

For companies hiring a larger number of foreign graduates, or where internal support capacity is limited, it is common to consult or outsource to licensed immigration specialists (gyoseishoshi) or attorneys experienced in Japan’s immigration system.

Another option is for HR staff to obtain authorization as a Certified Application Agent from the Immigration Services Agency. This status enables HR to directly submit visa applications on behalf of new hires, providing reassurance to incoming employees. While it increases administrative work, it strengthens compliance and helps prevent onboarding disruptions.

To become a Certified Application Agent, a company representative must file a request with the Immigration Services Agency and attend a one-day training session. Approval is granted upon completion of this process.

Required documents are subject to change with legal amendments. Always confirm the latest requirements on the Immigration Services Agency (ISA) website.

Submitting the listed documents only increases the likelihood of acceptance; it does not guarantee approval. In practice, examiners often request additional materials, such as details of the company’s operations, financial stability, or evidence linking the applicant’s academic background to the offered role. Proactively preparing these documents improves the chances of a smooth review.

Companies classified as Category 1 or 2 enjoy simplified requirements compared with Category 3 or 4, but examiners may still request additional supporting materials. Employers should prepare for this possibility in advance.

If you engage our services, we will prepare a tailored documentation package based on ISA’s official list, optimized to maximize approval probability for your specific case.

Required Documents for New Hires Awaiting Employment

1. Application for Change of Status of Residence – 1 copy

2. Photograph – 1 copy (meeting ISA requirements, affixed to form)

3. Passport and Residence Card – for presentation

4. Proof of Financial Means – documents showing ability to cover living expenses

※ If a third party provides support, submit documents verifying their financial capacity and an explanation of the arrangement.

5. Documentation related to the work-eligible visa to be obtained after hiring

6. Document verifying the job offer and start date – 1 copy

7. Written pledge of compliance with reporting obligations – 1 copy

8. Documentation of training or activities prior to employment – if applicable

One eligibility condition is that the applicant’s future job duties must qualify for a work-eligible visa, such as “Engineer/Specialist in Humanities/International Services.” Examiners will review this point carefully—even when the immediate application is for “Designated Activities.”

1. Job Duties Not Aligned with Visa Criteria

The most common reason for denial is that the duties do not fall under a work-eligible status. Generalist hiring practices—such as assigning new graduates to retail stores or factory rotations—often trigger problems.

If these duties are undisclosed at the time of application, the employee may be deemed to have engaged in unauthorized work, exposing both the company and employee to compliance risks.

2. Weak Link Between Education and Job Duties

Approval usually requires a clear connection between the applicant’s academic background or professional expertise and the duties to be performed. For example, an economics graduate joining a bank is acceptable; a fashion design graduate hired into financial product sales is unlikely to qualify unless the employer provides a strong, documented rationale.

3. Employer-Side Issues

Applications can also be denied if the employer’s financial stability, scale, or credibility is in doubt. Examples include weak financial statements, lack of staff capacity, or an unusually high ratio of foreign employees. Even practical issues—such as failure to answer ISA verification calls—can result in suspicion and denial.

4. Applicant-Side Issues

Applications may be denied due to the applicant’s past immigration violations or undisclosed part-time work beyond permitted hours. Employers should confirm these points during the hiring process through careful interviews and document checks.

Holders of a “Designated Activities (Job Offer Holder)” visa may, under certain conditions, obtain permission to engage in activities outside their authorized status (part-time work), up to 28 hours per week. For internships with their future employer, extended hours may be permitted with special approval.

1. Paid Internships

Applicants must obtain prior permission to engage in paid internships. The type of permission depends on the working hours.

a. Up to 28 Hours per Week (or 8 Hours per Day during Long School Breaks)

Covered under a comprehensive permission. If the applicant already holds this permission, no additional application is required.

b. Over 28 Hours per Week

Requires a separate, individual permission in addition to comprehensive permission.

2. Unpaid Internships

No permission is required for unpaid internships under this visa status.

1. Service Overview

We manage visa timelines for your foreign new hires in line with onboarding schedules and handle all necessary procedures before their start date.

By engaging ACROSEED’s Foreign New Hire Visa Support Services, your HR team can ensure immigration compliance, minimize risk, and avoid onboarding delays.

With over 30 years of experience, our specialists provide end-to-end support—saving your HR and admin teams time, reducing costs, and ensuring peace of mind.

Simply share your hiring plan, and our consultants will design the most effective solution tailored to your company’s needs.

Case Studies

Explore examples of tailored visa solutions we have provided to employers hiring foreign graduates in Japan.

2. Scope of Services

1. Advice on Employment Start Scheduling

2. Guidance for New Hires

(Instructions on required documents, schedule management, pre-employment support)

3. Visa Application Procedures

(Document review, preparation, submission, and follow-up)

4. Post-Application Support

(Monitoring status, liaising with examiners, submitting additional materials)

5. Result Handling

(Receiving results and completing Residence Card issuance)

We also accommodate special cases depending on employer needs. Please contact us for more information.