Outsourcing Visa Applications and Residency Management for Foreign Employees/Japan Immigration Support for HR

As more companies hire foreign employees each year, HR professionals face growing complexity in visa and residency procedures.

One of the most common pain points is the combination of administrative workload and legal uncertainty. HR teams often struggle with:

Below is a summary of the concerns most frequently raised by HR personnel at companies employing foreign nationals.

1. Voices from HR Managers in Companies Hiring Foreign Nationals

1. Immigration procedures are complex and unclear

2. Psychological pressure from possible mistakes and deadline management

3. Complicated coordination with other departments and foreign employees

4. Challenges aligning with labor and tax requirements

5. Lack of internal expertise and support

These issues are common among companies that consult ACROSEED.

Visa applications are no longer solely an HR task. Successful hiring and retention now require a strategic grasp of multiple domains—immigration, labor standards, taxation, and social insurance.

Attempting to handle everything internally drives up workload and stress. That’s why outsourcing visa operations is not only practical—it is a strategic solution for modern employers.

2. Five Key Benefits of Outsourcing Visa Operations

1. Accurate Applications Managed by Experts

Applications for foreign nationals require current knowledge of immigration law and screening practice. By entrusting the process to qualified professionals (e.g., immigration lawyers or Administrative Scriveners), companies gain accurate visa selection, precise document preparation, and consistency checks—minimizing rejection risk and enabling faster onboarding.

2. Reduced Workload and Personnel Costs

Visa procedures generate extensive tasks depending on the category—verifying requirements, coordinating internally, communicating with the applicant, translating documents, and more. Outsourcing meaningfully reduces this administrative burden, allowing HR to focus on core responsibilities such as recruiting strategy and policy development.

3. Automated Reminders for Expirations and Renewals

Visa expiry dates present legal risk for employers. Outsourcing partners typically use tracking systems to flag upcoming renewals and deadlines. They also guide document collection and filing, helping avoid inadvertent unauthorized employment caused by missed dates.

4. Support for Communication with Foreign Employees

Language and cultural gaps can complicate communication. A professional provider can manage multilingual outreach, explain requirements, follow up with applicants, and translate materials—reducing delays and relieving HR. Native-language support is available as needed.

5. Flexibility in Handling Legal Changes and Unexpected Issues

Japanese immigration policy is revised regularly, requiring swift compliance. Immigration professionals stay current on legal updates and practice, and can respond to denials, additional document requests, or sudden changes in screening criteria. They also support complex cases such as job changes, status changes, or family accompaniment.

From recruitment through separation, ACROSEED provides end-to-end support to HR teams, backed by decades of experience in employing foreign nationals. We customize services to resolve your company’s specific challenges.

On request, we communicate directly with employees (in English, Chinese, or Japanese) and manage all visa procedures without requiring HR to intermediate.

1. Pre-Hiring Services

Consultation on hiring schemes for foreign nationals, including applicable visa categories, legal requirements, and employer obligations/risks.

Pre-offer education and credential review to assess the likelihood of obtaining a work visa after hiring.

Licensed Administrative Scriveners (Gyoseishoshi) handle all filings with the Immigration Services Agency on your behalf.
(Travel costs covered; service available nationwide—from Sapporo to Fukuoka.)

2. Post-Hiring Services

Maintain a roster of foreign employees and monitor changes to status or expiration dates.

Provide advance notices for upcoming renewals.

Advise on post-hire compliance when job duties, contracts, or compensation change.

Directly handle employee inquiries on residence status, including Permanent Resident, Highly Skilled Professional, and Dependent visas.
(Support available in English and Chinese.)

Support offboarding procedures, including immigration notifications and applications for the pension lump-sum withdrawal.

Client Needs:

Evaluate whether salary should be paid by the local subsidiary or Japan headquarters, including tax implications.

Assess the appropriateness of a six-month training period.

Determine whether trainees may engage in light factory work in addition to observation.

Clarify procedures for insurance coverage during the stay in Japan.

After Implementation:

We conducted a detailed intake on job responsibilities and employment terms. Drawing on input from legal professionals (immigration attorneys, labor and social insurance consultants, and tax advisors), we prepared a compliance-focused report outlining the optimal hiring structure.

The report addressed visa categories, requirements, and legal risks in detail. Following review by the client’s legal and compliance team, the foreign employee commenced training smoothly.

Client Needs:

Despite receiving 120 applications, the company lacked clear selection criteria.

Although selection based on character was possible, they were unsure whether candidates could in fact obtain work visas.

They wanted to avoid visa rejection and subsequent rescission of job offers at all costs.

After Implementation:

Before extending offers, we evaluated each candidate’s academic background and determined their eligibility for a work visa.

Based on consultation with ACROSEED, the company screened for visa eligibility aligned with job descriptions, narrowing the pool to 32. From there, they hired six individuals based on personality and potential. All six successfully obtained work visas with our support.

Client Needs:

Operate multiple retail stores in cities such as Fukuoka, Osaka, and Nagoya, while managing hiring and HR from Tokyo HQ.

Previously had employees submit renewals individually at local immigration offices (e.g., Fukuoka), raising compliance concerns regarding travel costs and delegation.

After Implementation:

We implemented visa expiry tracking and delivered timely renewal alerts. By outsourcing all regional applications to ACROSEED, the company reduced internal coordination and HR workload. Professional handling also improved confidence in compliance.

Application filing and pick-up were covered nationwide at no additional travel cost, across offices in Sapporo, Sendai, Tokyo, Nagoya, Osaka, Hiroshima, Takamatsu, and Fukuoka.

Client Needs:

Approximately 80 foreign engineers rotated between Japan and overseas posts, making visa management difficult.

HR relied on employee self-reporting, but information was often delayed or incomplete due to business travel and workload.

After Implementation:

We created and maintain a centralized roster of foreign employees. Visa-related data are updated regularly, giving HR near real-time access to accurate records. With ongoing expert oversight, missed procedures are no longer an issue.

Each time we assist with an application, we provide HR with an updated summary of key visa details (category, expiration date, next renewal window, etc.).

Client Needs:

Although the company had only about 10 foreign employees, the mix of three- and five-year terms made tracking difficult.

Renewal management had been left to employees, but busy schedules led to missed deadlines.

HR sought added assurance through third-party involvement.

After Implementation:

ACROSEED jointly managed expiration dates and issued proactive reminders. This eased pressure on internal staff and increased peace of mind. Expert support—including for employees’ family visas—was well received and viewed by foreign staff as a benefit of working at the company.

Client Needs:

A foreign employee was transferred to a department entirely different from the one at the time of initial visa issuance.

There were concerns about whether a change of status or new application was required, especially with expiration approaching.

The client also requested updates on immigration trends and examples from comparable companies.

After Implementation:

By consulting ACROSEED for overseas assignments and internal transfers, the company gained clear visibility into immigration compliance. We provided not only legal interpretations but also practical guidance based on real-world experience and case studies. Where needed, we prepared internal reports to help HR brief senior management.

Client Needs:

As the number of foreign employees increased, HR began receiving more inquiries about Permanent Residency, Highly Skilled Professional status, and Dependent visas—topics outside HR’s day-to-day scope.

While HR could not handle these requests directly, they also could not ignore them from an employee experience perspective.

After Implementation:

ACROSEED began handling these consultations directly, including communication in English and Chinese. This improved employee satisfaction and reduced non-core workload, allowing HR to focus on priority responsibilities.

Client Needs:

The company informed departing foreign engineers about Japan’s lump-sum pension withdrawal system, which was highly appreciated.

However, the actual procedures (e.g., contacting pension offices) were burdensome for both employees and HR.

After Implementation:

The company referred departing employees to ACROSEED, which already handled their visa processes. Employees could request assistance individually, allowing HR to step back. With an established relationship in place, both the company and employees felt confident in the process.

• 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 – Among Japan’s Most Experienced Providers

ACROSEED has specialized in immigration services since 1990, when legal reforms first authorized Administrative Scriveners to handle immigration procedures. As of March 2025, we have successfully processed more than 40,000 visa applications.

We currently manage 3,000–4,000 visa cases annually, visiting immigration offices twice a week to stay updated on screening practices and regulatory changes.

By choosing ACROSEED, you gain access to the most up-to-date insights and one of the deepest pools of hands-on experience in the industry.

Our Track Record

ACROSEED’s achievements 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 connected to foreign employee hiring.

We offer two distinct service types:

We tailor our support to your company’s structure, challenges, and workforce needs, drawing on extensive case experience.

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

Case Studies

See examples of companies that actively promote foreign talent by leveraging ACROSEED’s services.

Nationwide Flat-Rate Service with No Travel Costs

Our office is located in Nagatacho, Chiyoda-ku, Tokyo, but we support immigration offices nationwide with no additional travel fees.

We also provide online consultations via Zoom or Skype, enabling face-to-face communication regardless of location.

English and Chinese Language Support

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

We explain application procedures, track status, and coordinate directly with employees — reducing HR workload and enhancing the applicant experience.

ISO 27001 Certified for Information Security Compliance

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

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

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

1. Standard Services (Base Package)

1) Hiring scheme consultation
2) Pre-hiring visa eligibility assessment
3) Creation of foreign employee tracking lists
4) Visa renewal reminders
5) General immigration consultation
6) Dedicated helpdesk for foreign employees

2. Optional Services

1. Visa Application Support (Standalone)

* Discounts available for second and subsequent applicants in group cases.

(2) When using with the base package:

Clients subscribing to our base package receive discounted pricing, based on the expected number of applications per year and the level of direct coordination required with foreign employees. Please contact us for a customized quote.

2. Pension Lump-Sum Withdrawal Support