What is a Certificate of Authorized Employment? /Japan Immigration Support for HR

“Is it legally compliant to assign this foreign employee to this role?”
“We are hiring a foreign national who requested a Certificate of Authorized Employment—how should we proceed?”

This guide is tailored for HR and corporate administrators. It explains the role of the Certificate of Authorized Employment, when it is recommended, what documents employers must prepare, and how outsourcing the process can minimize risks and administrative burden.

1. Definition

The Certificate of Authorized Employment is an official document issued by the Immigration Services Agency of Japan. It verifies that the job duties assigned to a foreign employee with a valid work visa fall within the scope of activities permitted under their current residence status. In practice, it provides employers with an indication of whether the employee’s future visa renewal is likely to be approved.

If the duties clearly fall within the current visa category, the employee can continue working until renewal. However, if there is any doubt about compatibility, the renewal could be denied, creating significant risks for both the employer and the employee. Where a clear mismatch exists, a change of status must be filed immediately.

Assessing compatibility can be complex. Even small changes in job duties compared to the previous role may affect renewal eligibility, but these issues often do not surface until the next visa renewal—sometimes years later. If renewal is denied, the employer may face unexpected turnover, retraining costs, and compliance risks, while the employee could lose their stable employment.

The Certificate of Authorized Employment mitigates these risks by confirming in advance that the employee’s duties align with their visa status.

2. When Employers Should Consider Obtaining It

Obtaining the certificate is voluntary, but strongly recommended. Without it, both parties risk serious disruption if renewal is later denied. Securing the certificate at the time of hire gives employers and employees peace of mind until the next renewal cycle.

3. Application Requirements

The process is similar to a new work visa application. Immigration reviews the job description, employment terms, and organizational details. If approved, the certificate is issued. If initially denied, approval may still be possible by adjusting duties or reassigning the employee.

4. Benefits for Employers

Employers gain legal assurance when assigning duties, can plan workforce strategy with confidence, and minimize disputes. This is particularly valuable when hiring mid-career professionals.

5. Limitations of the Certificate

The certificate is not a guarantee of renewal. If the employee later violates immigration law or other regulations, renewal may still be denied. However, such cases are rare and usually unrelated to the employer’s compliance.

1. Mid-Career Hiring of Foreign Professionals

When a new position involves duties different from those performed in a previous role, employers should apply for the certificate to ensure the new duties comply with the current visa category.

2. Internal Transfers or Changes in Job Duties

For example, moving from a technical role to a client-facing sales role may require confirmation to avoid being classified as unauthorized employment.

3. Secondments or Transfers to Group Companies

When an employee is seconded or transferred to a different legal entity, employers should confirm eligibility for continued work under the existing visa status.

1. Mitigating Unauthorized Employment Risks

The certificate ensures alignment with residence status and prevents unintentional violations.

2. Streamlined Visa Renewal and Status Change

Having the certificate often makes the renewal process faster and more straightforward.

3. Reassurance for Employees

Employees gain confidence knowing their duties are officially authorized.

4. Strengthening Corporate Compliance and Credibility

Proactively obtaining the certificate demonstrates sound HR risk management and enhances trust with regulators and stakeholders.

1. Job Duties and Visa Category Alignment

Immigration assesses whether the job description matches the visa’s permitted activities. Even for the same job title, actual duties vary by company. Employers must review and define responsibilities with precision.

2. Employment History

Past employment records are also scrutinized. Previous visa denials or employers with compliance issues can negatively impact reviews. Confirming history during recruitment helps mitigate risk.

3. Future Renewals

Once a certificate is granted, future renewals are usually simplified. Immigration often accepts the certificate as sufficient documentation, provided no new concerns arise.

ACROSEED provides full outsourcing support for HR managers, handling all steps necessary to obtain the Certificate of Authorized Employment on your behalf.

Assessment of Job Duties and Visa Eligibility

Preparation of Job Descriptions and Required Documents

Collection, Organization, and Submission of Application Materials

Support for Immigration Inquiries and Additional Requests

Through these services, we help companies minimize compliance risks when hiring, transferring, or promoting foreign employees, ensuring a stable and legally compliant workforce environment.

• Established in 1986, with over 40,000 visa applications processed
• Trusted immigration partner for more than 1,000 corporate clients
• Nationwide flat-rate service with no travel expenses
• Professional support in English and Chinese
• ISO 27001 certified for information security and compliance

40,000 Visa Applications Since 1986 – Japan’s Leading Immigration Specialists

ACROSEED has specialized in immigration services since 1990, when regulatory reforms enabled administrative scriveners to handle immigration procedures. As of March 2025, we have supported more than 40,000 visa applications.

We currently manage 3,000–4,000 visa cases annually, with regular visits to Immigration offices nationwide, ensuring we remain at the forefront of regulatory updates and screening trends.

By choosing ACROSEED, HR managers gain both real-time regulatory insights and unmatched practical expertise.

Our Track Record

Learn more about ACROSEED’s achievements in corporate services, publications, media coverage, and seminars.

Trusted by Over 1,000 Corporate Clients

Our corporate services division exclusively handles visa and licensing procedures related to foreign employee employment.

We provide two types of services:

We tailor services to your company’s size, structure, and needs, leveraging practical case examples.

Our clients range from publicly listed global corporations to SMEs expanding their foreign workforce.

Case Studies

Explore case studies of companies enhancing foreign talent recruitment with ACROSEED’s support.

Nationwide Flat-Rate Service

Based in Tokyo’s Nagatacho business district, we support Immigration applications across Japan at no additional travel cost.

We also offer online consultations (Zoom, Skype), enabling HR teams nationwide and overseas to consult directly with us.

Multilingual Support

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

We assist with explanations, application tracking, and coordination, easing the HR workload and improving employee experience.

ISO 27001 Certified for Data Security

ISO 27001 is the global standard for information security management systems (ISMS). ACROSEED was an early adopter within the immigration industry, demonstrating our commitment to security and compliance.

This certification provides assurance to publicly listed and highly regulated companies that ACROSEED is a trusted partner.

・Service fees vary depending on case complexity, scope, and requested support. Please contact us for a tailored estimate and consultation.

＊ACROSEED provides services nationwide across Japan.

If you are considering ongoing HR outsourcing, please refer to our dedicated page below for information on long-term service packages and discounted rates.

Outsource Visa Applications and Residence Management

From recruitment to resignation, ACROSEED provides comprehensive visa and compliance support tailored to HR managers’ needs. Our long-standing expertise ensures smooth foreign employee management.