[2025 Edition] Guide to Mid-Career Hiring Procedures for Foreign Nationals
Last Updated:
- Step-by-Step Process for Mid-Career Hiring of Foreign Nationals
- Three Key Challenges in Mid-Career Hiring
- If a Period of Stay Renewal is Denied
- Q&A on Mid-Career Hiring Procedures
- What should HR check first when hiring a foreign national mid-career?
- What are the risks if there is a gap between the previous job and the new hire date?
- If the candidate already holds an Engineer/Specialist in Humanities/International Services visa and the new role falls within the same category, is a change of status required?
- Are companies responsible for handling status change or renewal applications?
- What legal notifications must be submitted after hiring?
- What are common mistakes in mid-career hiring of foreign nationals?
- What are the benefits of outsourcing these procedures to an immigration lawyer?
- Outsourced Services for Mid-Career Hiring
1. Step-by-Step Process for Mid-Career Hiring of Foreign Nationals
As the recruitment of foreign nationals in Japan continues to increase, mid-career hiring has become a key strategy for securing qualified talent.
At first glance, hiring foreign nationals who already hold a valid status of residence in Japan may seem straightforward. However, in practice, employers face numerous legal and procedural requirements, and HR departments often encounter unexpected challenges.
The following section outlines a six-step process for HR managers, covering both compliance requirements and practical considerations. This framework ensures clarity even for companies hiring a foreign national mid-career for the first time.
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1
- Verify the Residence Card and Visa Category at the Application Stage
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Confirm whether the applicant is legally permitted to work in Japan.
HR Checklist:
・ Valid Residence Card
・ Status of residence (e.g., Engineer/Specialist in Humanities/International Services, Designated Activities, etc.)
・ Period of stay (expiry date)
・ Whether special work permission has been granted under “Designated Activities” or “Dependent” status
Key Point:
Certain statuses, such as “Student” or “Dependent,” generally do not allow full-time employment. Always confirm that the candidate’s status is work-eligible.
In addition, verify that the actual duties align with the visa category (e.g., “Interpreter” requires International Services, while “IT Engineer” requires the Engineer category).
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2
- Confirm that Job Duties Align with the Status of Residence
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In mid-career hires, changes in job function compared to the previous role may require a status change. Even if the job title is the same, duties often differ significantly between companies. HR must determine whether the role as defined in your organization qualifies for renewal.
Examples:
“Translator → Trade Specialist” → Significant change in duties; confirm visa requirements.
“Company Executive (Business Manager Visa) → Engineer” → Different visa category; status change required.
Key Point:
Immigration reviews are based on actual duties, not job titles. When uncertain, consult a certified immigration lawyer.
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3
- Prepare the Employment Contract and Job Description
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Employers are responsible for preparing all documents required for the visa application.
Required documents:
・ Employment contract (clearly stating working conditions and salary)
・ Detailed job description
・ Workplace, working hours, and compensation details
・ Company profile documents (e.g., Certificate of Registered Matters, brochures, financial statements)
Key Point:
Duties should be clearly and accurately described to demonstrate they fall within the permitted scope of the visa. Avoid vague or exaggerated descriptions, which increase the risk of rejection.
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4
- Apply for Status Change, Renewal, or Obtain a Certificate of Authorized Employment
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Applications must be submitted either by the employee or by an authorized representative (HR staff or an immigration lawyer).
If the employee has more than three months remaining on their current visa and the new role is similar to the previous one, a status change may not be necessary. However, differences in company scale or scope can still pose risks at the time of renewal.
Therefore, even when a change is not required, we recommend obtaining a Certificate of Authorized Employment, which provides advance confirmation that the role will be accepted at renewal.
What is a Certificate of Authorized Employment?
This is a system through which the Immigration Services Agency confirms in advance whether an employee’s current role is eligible for renewal, even if they already hold a work-permitted status.
Note: Applications for change or renewal generally take 1–3 months. Employment must not begin until approval is granted, otherwise it may constitute unauthorized work.
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5
- Fulfill Post-Hiring Reporting Obligations
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Employers are required to submit several notifications after hiring.
At time of hire (Employer responsibility):
【Hello Work】 Report on the Employment Status of Foreign Nationals (for employees covered by employment insurance)
【Immigration Services Agency】 Notification of Affiliated Organization (within 14 days)
Key Point:
Failure to submit within 14 days can damage the company’s credibility in future visa applications.
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6
- Maintain Ongoing Visa Compliance and HR Monitoring
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Compliance responsibilities continue after hiring.
HR tasks include:
・ Tracking visa expiry dates (renewals may be filed up to three months in advance)
・ Confirming visa eligibility before role changes or transfers
・ Reporting resignations or transfers to Immigration within 14 days
2. Three Key Challenges in Mid-Career Hiring of Foreign Nationals
1. Current Status of Residence Does Not Match the Planned Job Duties
The most critical step in mid-career hiring is confirming that the candidate’s current status of residence aligns with the duties they will perform at your company.
For example, if a foreign national previously worked as an “Interpreter/Translator” but seeks to join your company as a “Sales” or “Marketing” professional, immigration authorities may question the eligibility of the role at renewal—even if both fall under the same visa category (e.g., Engineer/Specialist in Humanities/International Services).
To avoid these issues, we recommend applying for a Certificate of Authorized Employment immediately after offering the candidate a position.
・ Before hiring, confirm that the residence card details and job duties are aligned.
・ If uncertain, consult an immigration lawyer or the Immigration Services Agency in advance.
・ After extending an offer, prepare an employment contract and detailed job description, and apply for a Certificate of Authorized Employment.
2. Complex Timing Management for Job Changes
When a foreign national changes jobs mid-career, the timing of resignation, new employment start date, and visa change or renewal are all closely connected. Poor timing management can create significant risks for the employer.
For example, if more than three months pass between resignation from the previous employer and the new hire date, immigration authorities may determine that the individual has “no intention to continue activities,” which may result in visa cancellation. Similarly, allowing an employee to start work before a status change is approved can be treated as unauthorized employment.
If the employee’s visa is nearing expiration, HR must promptly decide whether to apply for renewal or status change. Missing deadlines due to delays in document preparation can jeopardize the hiring plan.
・ Before hiring, confirm the resignation date, planned start date, and visa expiry date.
・ Apply for a Certificate of Authorized Employment immediately after extending an offer.
・ If a status change or renewal is required, complete the process and obtain approval before the employment start date.
3. Significant Documentation Burden for Employers
Mid-career visa applications require not only the employee’s personal documents but also a comprehensive set of company-provided materials. These include:
・ Employment contract
・ Statement of reasons for hire (optional but recommended)
・ Detailed job description
・ Company profile (brochure, website, etc.)
・ Certificate of Registered Matters
・ Financial statements (last 1–2 years)
It is not sufficient for these documents to be formally correct; they must also meet immigration review standards. In particular, the job description must clearly demonstrate that the duties fall within the scope permitted under the visa category.
Immigration may request corrections or additional documentation, which can be a heavy administrative burden for HR staff already managing day-to-day responsibilities.
・ Prepare documents that clearly define duties and responsibilities.
・ Ensure corporate financial and business information is ready for review.
・ If uncertain, have documents reviewed by an immigration lawyer.
In mid-career hiring, multiple factors—such as job duties, visa eligibility, visa expiry, and prior employment history—must be verified before finalizing a hire. Failure to do so can result in the employee being unable to work or, worse, legal liability for the company.
By consulting a specialist early in the recruitment process and mapping out each step, HR managers can ensure a smooth, compliant hiring process.
If your company is unsure how to handle visa procedures for foreign nationals, we recommend engaging a professional application support service. This ensures faster, more accurate submissions, covering everything from document preparation and filing to communication with Immigration regarding additional requests.
3. If the Next Period of Stay Renewal is Denied
In some cases, companies hire a foreign national mid-career without applying for a change of status of residence because the new role appears similar to the previous one. However, when the individual later applies for renewal, the application may be denied. While this is less common in technical fields, it occurs more frequently in humanities-related roles.
1. Training and Onboarding Costs
If a renewal is denied, the company will generally be unable to continue employing the individual. This results in wasted recruitment, training, and onboarding investment.
For the employee, being forced to leave after one or two years—just when they have fully adapted to the role—can also cause significant disruption and hardship.
2. Handover of Duties
If renewal is denied, there is also a risk that the individual may technically have been in unauthorized employment since the time of hire. In such cases, the employment relationship must end immediately, often before a replacement has been secured.
If the position requires specialized expertise—such as language skills or industry-specific knowledge—other staff may be unable to assume those duties quickly, resulting in an incomplete or rushed handover.
3. Termination Challenges
Even if a renewal is denied, the employment contract itself may remain legally valid, which can create disputes over termination procedures.
In most cases, foreign employees understand that “if a valid work visa cannot be obtained, employment cannot continue.” However, if the employer has not clearly explained this in advance, misunderstandings and disputes may arise. To avoid unnecessary conflict, we recommend including provisions in the employment contract that specify the company’s response if visa renewal is denied, and ensuring these terms are explained thoroughly to the employee.
4. Mid-Career Hiring Q&A
- What is the first thing HR should check when hiring a foreign national mid-career?
- The first step is to confirm the candidate’s current status of residence.
Specifically, request to see the residence card and verify:
・ Visa category (e.g., Engineer/Specialist in Humanities/International Services, Designated Activities)
・ Expiration date of the period of stay
・ Whether special permission has been granted for activities outside the authorized status (e.g., students, dependents)
This determines whether the candidate is legally permitted to work in Japan, and whether they can legally perform the duties you intend to assign.
The two most important points are: (1) whether the visa category allows employment, and (2) whether it matches the job duties.
For example, “Student” or “Dependent” visas generally do not allow full-time work, and someone with an “Engineer” visa cannot legally work in restaurant service.
If the current status is not appropriate, a Change of Status of Residence application will be required. This initial confirmation directly affects both the hiring decision and the recruitment timeline. - Are there risks if there is a gap between the previous job and the new hire date?
- Yes. If a foreign national with a work-permitted status remains unemployed for an extended period after resignation, their status may be subject to cancellation.
Under Article 22-4 of the Immigration Control and Refugee Recognition Act, if a foreign national fails to engage in permitted activities for three months or more without justifiable reason, their visa may be revoked.
Therefore, when hiring someone who has been unemployed for several months, HR must verify that their status is still valid.
This includes checking that the residence card remains valid, confirming whether a “Contract Termination Notification” was filed with Immigration, and ensuring that the new role matches their current visa category.
If there is any doubt, consult the Immigration Services Agency or a certified immigration lawyer, or consider applying for a change of status. - If the candidate already holds an Engineer/Specialist in Humanities/International Services visa and the new role also falls within that category, is a change of status required?
- No. If the new position falls within the same visa category, a change of status is not required. For example, moving from “Interpreter/Translator” (International Services) to “Marketing” (Humanities) remains within the same category.
However, if the duties differ significantly, the risk of renewal denial increases. Therefore, even if a change is not required, it is advisable to obtain a Certificate of Authorized Employment from Immigration to confirm eligibility in advance.
If the company assigns duties outside the permitted scope, the employee may be considered to have engaged in unauthorized activities, and the employer may be held responsible for promoting unauthorized employment. Always review job duties against visa requirements, and consult a professional when in doubt. - Is it the company’s responsibility to handle status change or renewal applications?
- Legally, applications must be submitted by the foreign national. However, in practice, employer involvement is essential because the company must prepare many of the required documents.
For mid-career hires, employers are typically responsible for providing: the employment contract, detailed job description, company profile, Certificate of Registered Matters, and recent financial statements.
If documents are incomplete or contain errors, this can result in delays or denial. By working with an immigration lawyer authorized to act as a proxy, companies can reduce their administrative burden and improve approval rates.
For companies hiring a foreign national for the first time, expert support is strongly recommended. - What legal notifications must be filed after hiring?
- Employers must comply with several mandatory reporting requirements:
・ Within 14 days of start, file a “Notification of Affiliated Organization” with the Immigration Services Agency to report the change of employer
・ For employees covered by employment insurance, submit a “Report on the Employment Status of Foreign Nationals” to Hello Work (Public Employment Security Office)
Failure to comply may result in corrective action and negatively impact future visa applications. HR should include these obligations in the onboarding checklist and ensure compliance. - What are common mistakes in mid-career hiring of foreign nationals?
- The most common mistake is hiring without confirming that the visa category matches the job duties.
For example, an Engineer/Specialist in Humanities/International Services visa requires that the role align with the individual’s academic background or professional expertise. Assigning unrelated or unskilled work (e.g., manual labor, retail service) may constitute a violation.
Other mistakes include missing renewal deadlines or failing to provide adequate post-hire support, which can lead to resignation or compliance issues.
To prevent these risks, HR must establish processes for thorough pre-hire verification, accurate documentation, and continuous compliance monitoring after onboarding. - What are the benefits of outsourcing mid-career hiring procedures to an immigration lawyer?
- Mid-career hiring involves verifying visa eligibility, handling status changes or renewals, filing mandatory notifications, and preparing extensive documentation. Companies unfamiliar with these procedures may inadvertently submit applications that fail to meet immigration requirements, leading to denial.
Working with an immigration lawyer authorized for proxy applications mitigates these risks. Professionals ensure the correct visa category, prepare compliant documentation, and manage follow-up with Immigration. This reduces HR workload and improves the likelihood of approval.
For companies that regularly employ foreign nationals, expert support is essential for smooth onboarding and long-term compliance.
5. Outsourced Mid-Career Hiring Support Services
1. Service Overview
With ACROSEED’s Legal Support for Mid-Career Hiring of Foreign Nationals, your company can ensure smooth, compliant onboarding while avoiding potential legal and procedural risks.
Verify that the intended role matches the correct visa category
Manage all required change/renewal applications for a seamless hiring process
Provide comprehensive support—even for companies hiring a foreign national for the first time
With more than 30 years of experience and a wide range of specialized services, our team helps HR and administrative departments save significant time, cost, and resources.
Simply share your recruitment plan and requirements, and our specialists will recommend the most suitable services and solutions.
Case Studies
We tailor our visa support services to meet the specific requirements of each corporate client hiring foreign professionals.
2. Services Included
1. Hiring Schedule Consultation
2. Candidate Guidance
(Including coordination of departure schedules, required documentation, and onboarding timelines)3. Visa Application Procedures
(Document review, preparation, submission, receipt of results, and delivery of the new residence card)4. EMS Overseas Delivery
For overseas hires, we send the Certificate of Eligibility (COE) directly to the candidate via EMS or DHL. With the introduction of electronic COEs, delivery by email is also possible.5. Post-Application Support
(Status checks, responding to requests for additional documents, etc.)We also handle a wide range of other scenarios. Please contact us for more information.
3.Benefits of Choosing ACROSEED
- 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:
・As a welfare benefit service for foreign employees
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.
4. Service Fees for Visa Application Support (Excluding Tax)
・The exact fee will vary depending on the type of service, the scope of work, and the application details. We provide service explanations and quotations free of charge, so please feel free to contact us.
* ACROSEED services are available nationwide.
| Certificate of Eligibility Application (Invitation from Overseas) |
Approx. JPY 100,000 |
|---|---|
| Certificate of Authorized Employment | Approx. JPY 100,000 |
| Application for Change of Status of Residence | Approx. JPY 100,000 |
If you are considering ongoing outsourcing arrangements, please also refer to the following page for cost-effective service packages.
Outsourcing Visa Applications and Status of Residence Management
From recruitment to resignation, ACROSEED provides HR managers with comprehensive support, leveraging our expertise in all aspects of employing foreign nationals. We customize our services to address your company’s specific challenges and deliver effective solutions.
Since our establishment in 1986, ACROSEED has specialized in visa applications for foreign nationals and has provided consulting services to corporations employing foreign talent for nearly 40 years.
Consultations are available by phone, email, online meeting, or in-person at our office. English-language support is also available.
