Work Visa Application Support｜Japan Immigration Support for HR

Japan Immigration Support for HR ＞ Corporate Services ＞ Work Visa Application for Foreign Employees

Work Visa Application Support (For Individual Clients)

If you are an individual applicant, please see this dedicated page.

1. What is a Work Visa?

In order for a foreign national to legally work in Japan, an application must be submitted to the Immigration Services Agency for a work-eligible residence status. The main visa categories relevant to corporate employers include:

Other categories exist (e.g., “Legal/Accounting Services,” “Medical Services”), but the above five are most relevant for general corporate employers hiring foreign staff.

2. Standard Hiring Process for Foreign Employees

Confirm Job Eligibility	・Verify whether the duties fall within categories eligible for a work visa under the Immigration Control Act. ・If not, consider alternative visa options for employment.
Check Candidate Qualifications	・Confirm the minimum academic or professional qualifications required. Example: University degree, vocational school graduation, or equivalent work experience.
Recruitment	・Design a recruitment plan targeting candidates eligible for the relevant visa. ・Clearly define job duties and required skills in the job posting.
Pre-Offer Screening	・Check the applicant’s current visa type and expiry date using their residence card and passport. ・Identify which procedures will be required after hiring. ・Confirm that prior residence notifications were properly filed.
Job Offer and Contract	・Even if the candidate speaks Japanese, it is recommended to prepare an employment contract in their native language. ※ A contract is valid only if both parties fully understand it. ・Include provisions for cases where the work visa is not granted.
Post-Hiring	・Submit the work visa application promptly. ・File the legally required “Notification of Employment Status of Foreign Nationals” with Hello Work (public employment office). ・Confirm that the residence card notifications are up to date. ・If the employee relocates for the job, confirm resident registration at the local municipal office.
Ongoing Employment	・Implement company-wide awareness of work visa compliance. ・Track visa expiration dates systematically to avoid lapses.

3. Key Requirements for Obtaining a Work Visa

For HR managers, successful visa approval requires careful attention to three critical areas:

1. Eligibility under the Immigration Control Act

The employee’s role must fall within permitted categories. For example, the “Engineer / Specialist in Humanities / International Services” visa covers three activity types:

Accurate classification is essential to avoid rejection.

2. Compliance with Landing Permission Criteria

Most work visas require proof that the employee meets statutory “landing permission criteria.” Applications will be rejected if these are not met, so HR must confirm eligibility before extending an offer.

3. Relevance of Academic Background

Immigration evaluates whether the candidate’s field of study is relevant to the proposed job duties. University graduates are generally assessed flexibly, while vocational school graduates face stricter scrutiny. A stronger link between education and duties improves approval chances.

4. Critical Points of Attention for HR Managers

The requirements above are also common pitfalls for employers during the application process.

1. Job Duty Restrictions

Foreign employees can work only within the scope defined by their visa. They cannot freely change positions across categories, unlike Japanese employees. HR must confirm compliance before approving internal transfers.

2. Hiring Standards

If an applicant fails to meet legal requirements, the visa cannot be issued. Extending an offer without confirming eligibility risks non-compliance and operational disruption.

3. Application Timeline

Foreign nationals cannot start employment until their residence card is issued with “permission to work.” For example, if the start date is April 1, the visa must be secured before that date. HR must plan recruitment schedules backwards from start dates to allow sufficient processing time.

5. Three Common Scenarios for Obtaining a Work Visa

Corporate work visa applications in Japan typically fall into the following three scenarios:

1. Hiring from Overseas

When hiring a foreign national residing overseas (e.g., referrals from a global subsidiary or partner), the Japanese employer must first obtain a Certificate of Eligibility (COE). Employers should also establish internal policies on covering travel expenses, family visa support, and relocation costs before proceeding.

Certificate of Eligibility (COE) Application

In most cases, companies inviting foreign employees from overseas must file a COE application with the Immigration Services Agency in Japan.

2. Hiring Foreign Nationals Already in Japan

When employing a foreign national already living in Japan with a valid work visa, HR managers must carefully check whether the existing visa is still valid for the new position, especially in cases of employer change or altered job duties.

Visa Procedures for Mid-Career Hires

Even if a candidate already holds a valid work visa, employers should confirm the visa category and expiration date before hiring.

3. Hiring International Students as New Graduates

For international students with a “Student” visa, a change to a work visa must be completed upon graduation. Employers should clarify in advance whether the procedure and costs will be handled by the company or the individual.

Work Visa Application for International Students

The hiring of foreign graduates is steadily increasing in Japan, particularly among large corporations competing for global talent.

6. Work Visa Application Procedures

1. Certificate of Eligibility (COE) Application

The COE certifies that a candidate meets the requirements for a work visa. It is required to invite foreign nationals from abroad. Once issued, the COE allows for faster visa issuance at Japanese embassies or consulates overseas.

Certificate of Eligibility Application

In most overseas hiring cases, this application is the first step before the employee enters Japan.

2. Certificate of Authorized Employment

This certificate confirms that the employee’s duties fall within the scope of their residence status under the Immigration Control Act. Although not mandatory, it provides assurance for mid-career hires that their visa renewal will likely be approved.

Certificate of Authorized Employment Application

This certificate verifies that the foreign employee’s duties align with visa requirements, reducing renewal risks.

3. Change of Visa Status

If the employee’s current visa does not match the planned duties, a “Change of Status of Residence” application must be filed. For example, a holder of an “Intra-Company Transferee” visa joining an unrelated employer must switch to an “Engineer / Specialist in Humanities / International Services” visa. The same applies to international students transitioning from a “Student” visa after graduation.

Application for Change of Status of Residence

This application is necessary when an employee moves into a new category of activities under the Immigration Control Act.

7. Methods of Employing Foreign Nationals

Beyond standard full-time hiring, companies may employ foreign nationals through various frameworks depending on business needs.

1. Full-Time Employment

The most common method. Employers must issue a contract, sponsor the visa, and build HR systems for onboarding and retention.

2. Temporary Staffing

Though costlier, staffing agencies manage recruitment and visa procedures. Choose agencies well-versed in immigration law to avoid compliance risks.

3. Technical Intern Training Program

This government program allows foreign workers to gain skills in designated industries for up to five years. However, it is highly regulated and has been criticized for compliance violations.

4. Hiring Nikkei (People of Japanese Descent)

Nikkei workers, such as those from Brazil or Peru, often hold “Designated Activities” visas permitting employment in various industries, including unskilled labor. They represent a critical workforce in certain sectors.

5. Internships

Arranged through agreements between foreign universities and Japanese companies, internships provide practical experience while promoting future recruitment opportunities.

Foreign Student Internships and Short-Term Work

Internships help reduce hiring mismatches and enhance employability awareness among foreign students.

6. Working Holiday Program

This bilateral program allows young people from partner countries to stay in Japan while working temporarily to fund their travel. Stays are usually 6–12 months, with restrictions in certain industries.

8. Hiring Workflow for Foreign Employees

1. Hiring International Students as New Graduates

Visa timing is critical. In most cases, the status change to a work visa must be completed by April 1. Offers are usually made in November, with applications filed from December through January.

Even if filed in December, approvals are often delayed until March, as a diploma is required. HR managers hiring multiple graduates should anticipate workload peaks during this period.

Oct–Nov	Interviews and job offers
December	Work visa applications submitted
March (following year)	Diploma issued, visa approval and endorsement
April (following year)	Employment begins

2. Mid-Career Hires (Job Changes)

Most mid-career hires already possess a work visa. At hiring, HR must check the visa type and expiration to confirm employability. Four common patterns apply:

9. Pre-Hire Compliance Checks

1. Visa Type and Expiration

Before onboarding, confirm visa type and expiry by reviewing the candidate’s passport and residence card. Skipping this step risks employing someone without valid authorization.

2. Residence Card

The residence card serves as ID for mid- to long-term foreign residents. It records visa category, permitted activities, and is required for daily contracts such as housing or mobile services.

3. Mandatory Reporting

Foreign employees must report changes (e.g., employer, marital status) within 14 days. Failure to do so can result in visa cancellation and deportation.

4. Visa Notifications

The most common case is employer change. If the employee failed to report a past resignation, a new visa application may be refused. Confirm this during recruitment.

10. Key Compliance Risks in the Visa Process

1. False Declarations

Never misclassify duties (e.g., calling a sales role “translator” for easier approval). Increasingly, Immigration treats such cases as illegal employment facilitation by the company.

2. Visa Refusal

Denials generally occur due to:
1. Applicant fails statutory criteria
2. Employer compliance issues
3. Employee misconduct or history
Visa refusal significantly impacts employability. HR must decide whether to reapply or terminate employment, while ensuring proper offboarding compliance.

3. Scheduling Risks

Visas must be approved by the intended start date. For graduates, delays risk missing April intake and postponing to September—requiring costly adjustments.

11. Post-Hiring Employer Obligations

1. Notification of Employment Status

Employers must notify Hello Work by the 10th of the following month. Failure can result in administrative guidance or fines up to JPY 300,000.

2. Residence Card Notifications

Changes in employment must be reported within 14 days. Employers should confirm or assist employees in filing this notification.

3. Resident Registration

Foreign employees relocating or newly arriving must register residency at the municipal office. HR should proactively guide employees unfamiliar with the system.

12. Toward Continued and Compliant Employment

1. Establishing Internal Policies

Companies should define clear policies on visa renewals and support, including:
・Who covers renewal fees (JPY 6,000 revenue stamp)
・Whether application time counts as paid leave
・Whether application outcomes must be reported to HR
・Whether procedures are handled by the employee, HR, or outsourced professionals

Unclear policies often cause disputes. Formalize and communicate procedures internally.

2. Managing Visa Expiration

Do not leave expiry management solely to employees. Even a one-day overstay can trigger detention and deportation. HR must monitor visa deadlines in partnership with employees.

ACROSEED processes over 4,000 visa applications annually, including numerous corporate work visa cases. Below are answers to frequently asked questions from HR managers and employers:

1. Certificate of Eligibility (COE) — Hiring from Overseas

The following outlines the process for obtaining a COE through the Immigration Services Agency when hiring employees from abroad:

2. Change of Status of Residence — Hiring Already-Resident Foreign Nationals

The following outlines the process when changing status at the Immigration Services Agency for candidates already in Japan:

• Established in 1986, with an industry-leading record of over 40,000 visa applications
• Trusted by more than 1,000 corporate clients
• No travel expenses – nationwide service at a flat rate
• Services available in English and Chinese
• ISO 27001 certified – ensuring strict compliance

40,000 Visa Applications Since 1986 – One of Japan’s Most Experienced Providers

ACROSEED has specialized in immigration services since 1990, when legal reforms allowed administrative scriveners to handle immigration procedures. As of March 2025, we have processed over 40,000 visa applications.

We currently handle 3,000–4,000 visa cases annually, with immigration visits twice a week to stay current on screening trends and regulation changes.

By choosing ACROSEED, you benefit from the most up-to-date insights and extensive hands-on experience in the industry.

Our Track Record

ACROSEED’s track record in corporate services, publications, media coverage, and seminars

Trusted by Over 1,000 Corporate Clients

ACROSEED’s dedicated corporate team handles all visa-related and licensing procedures associated with foreign employee hiring.

We offer two distinct service types:

We customize our support based on your company’s structure, challenges, and employment needs, referencing real-world examples.

Our services are trusted by a wide range of clients, from publicly listed corporations to small and mid-sized businesses.

Case Studies

We present case studies of companies that actively promote the employment of foreign nationals by utilizing ACROSEED’s services.

Nationwide Flat-Rate Service with No Travel Costs

Our office is based in Nagatacho, Chiyoda-ku, Tokyo, but we serve immigration offices across Japan with no additional travel costs.

We also offer online consultations via Zoom or Skype, allowing face-to-face communication from any location.

English and Chinese Language Support

Our bilingual staff can communicate directly with foreign employees in English or Chinese.

We assist with application explanations, status tracking, and employee coordination — reducing the burden on HR teams and improving the applicant experience.

ISO 27001 Certified for Information Security Compliance

ISO 27001 is the international standard for information security management (ISMS).

ACROSEED was an early adopter of this certification in our field, demonstrating our commitment to secure and compliant client service.

This gives even highly regulated, publicly listed companies the confidence to trust us as their immigration partner.

・The fees below are approximate and may vary depending on the specific service, application volume, and details. We offer free consultations and quotations, so please feel free to contact us.

＊ACROSEED’s services are available nationwide.

Application for Certificate of Eligibility (Inviting from overseas)	Approx. ¥100,000
Application for Change of Status of Residence	Approx. ¥100,000
Application for Extension of Period of Stay	Approx. ¥80,000

If you are considering continuous outsourcing of visa procedures, please also refer to the page below.

Outsourcing Visa Applications and Residence Status Management

From recruitment to retirement of foreign employees, ACROSEED, with extensive expertise in employment of foreign nationals, will strongly support your HR operations. We will customize our services to resolve your company’s challenges effectively.

ACROSEED’s Track Record
Why Many Corporations Choose ACROSEED
View Service Case Studies
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