POLO and POEA Procedures for Hiring Filipino Employees/Japan Immigration Support for HR

When hiring foreign employees in Japan, companies must first ensure the individual holds a valid work-permitting status of residence under Japan’s Immigration Control Act. For Filipino nationals, however, additional requirements under Philippine law also apply. Exceptions include those with Japanese permanent residency or spousal residence status.

Although not widely recognized until recent years, Philippine regulations are strictly enforced, and compliance is mandatory for employers. Since enforcement has tightened, inquiries from companies have increased significantly.

Employers should understand that, in addition to Japan’s immigration requirements, Philippine law mandates compliance with procedures collectively referred to as “POLO/POEA.”

POLO and POEA (see Glossary below) are Philippine government agencies originally established under a Presidential Decree in 1982. Their mandate is to promote overseas employment opportunities for Filipino nationals and safeguard their labor rights.

Because these procedures are rooted in Philippine domestic law, companies requiring legal interpretation should consult with a qualified Philippine attorney or law firm. As an administrative scrivener corporation specializing in applications to Japan’s Immigration Services Agency, ACROSEED provides practical, Japan-side support to ensure smooth compliance and HR operational efficiency.

Both POLO and POEA were established to manage overseas employment and protect the rights of Filipino workers abroad. They create and oversee compliance programs in partnership with relevant organizations.

1. POEA (Philippine Overseas Employment Administration)

POEA was established to safeguard Filipinos employed overseas against exploitative conditions. Following government restructuring in 2023, POEA was integrated into the Department of Migrant Workers.

POEA operates through accredited overseas recruitment agencies specializing in the placement of Filipino nationals. All applications must be submitted through these accredited agencies—Japanese employers cannot directly hire Filipino nationals without this channel.

For example, if a Filipino employee working overseas (including seafarers) becomes involved in a labor dispute, POEA has original and exclusive jurisdiction to represent the worker at the initial stage.

Within Japan’s Technical Intern Training Program, more than 300 accredited Philippine sending organizations act as POEA’s recognized agencies. Their fees, services, and track records vary widely, making careful selection essential for employers.

2. POLO (Philippine Overseas Labor Office)

POLO functions as the overseas labor office of POEA in Japan. Its primary role is to verify that the working conditions of Filipino employees in Japan meet POEA standards and do not disadvantage the worker.

POLO is located within the Philippine Embassy in Roppongi, Tokyo. While some staff can communicate in Japanese, English is the main language used in official correspondence.

Employers must comply with POEA’s standard employment conditions. Some of these differ from common Japanese HR practices, but Japanese employers must formally agree to them in order to employ Filipino nationals.

Following the 2023 restructuring, POLO has been officially rebranded as the Migrant Workers Office (MWO).

1. Who Is Subject

In principle, all Filipino nationals working in Japan under a work-permitting status of residence are subject to these procedures.

Individuals whose primary status of residence is not employment-based (e.g., Spouse or Child of Japanese National, Permanent Resident, or Long-Term Resident) are generally exempt from POLO/POEA compliance.

2. Consequences of Non-Compliance

Philippine law requires all overseas employers—including those in Japan—to complete these procedures properly. Failure to do so can create serious compliance risks and disrupt HR operations, even if the employee is highly skilled and both parties wish to maintain long-term employment.

Examples of Potential Issues

3. Exemption from the Direct-Hiring Ban

As a rule, Japanese companies must hire Filipino nationals through a POEA/DMW-accredited recruitment agency. However, for certain specialized professions—such as IT engineers or teachers—direct hiring may be permitted by applying for an exemption from the direct-hiring ban.

The list of occupations eligible for exemption is subject to revision. Employers should always confirm eligibility and requirements on a case-by-case basis before proceeding.

The process varies depending on the status of residence being obtained or currently held. Below is an outline of the standard procedure for one of the most common work-related categories: “Engineer/Specialist in Humanities/International Services.”

If your company is already employing a Filipino national without having completed these procedures, we strongly recommend initiating them immediately. Note that Step 6 usually occurs when the employee temporarily returns to the Philippines, while Steps 1–5 must be completed in advance by the employer.