Work permits and visas in Japan

Japan maintains a structured immigration system to manage the entry and residence of foreign nationals, including those seeking employment. For individuals planning to work in Japan, obtaining the appropriate visa and subsequent work permit is a mandatory step. This process typically involves securing sponsorship from a Japanese employer or entity and demonstrating that the applicant possesses the necessary skills, qualifications, or experience for the intended role, aligning with specific visa categories designed for various professional fields and activities.

Navigating the Japanese work visa system requires understanding the different visa types available, the application procedures, and the ongoing obligations for both the foreign worker and the sponsoring organization. The primary route for obtaining a work visa involves applying for a Certificate of Eligibility (CoE) through the Japanese Ministry of Justice's Immigration Services Agency, which is usually initiated by the sponsoring employer in Japan. Once the CoE is issued, the individual applies for the visa stamp at a Japanese embassy or consulate abroad.

Common Visa Types for Foreign Workers

Japan offers various visa categories tailored to different types of work and professional backgrounds. The most common work-related statuses of residence (often referred to as visas) are listed below, each with specific eligibility criteria and permitted activities.

Status of Residence	Typical Activities	Typical Duration of Stay
Engineer/Specialist in Humanities/International Services	IT engineers, mechanical engineers, designers, language teachers, marketing specialists, interpreters, copywriters	3 months, 1 year, 3 years, 5 years
Skilled Labor	Cooks specializing in foreign cuisine, sports instructors, pilots, skilled workers in specific industries	3 months, 1 year, 3 years, 5 years
Intra-company Transferee	Employees transferring from a foreign branch to a Japanese head office or branch (managerial, administrative, or specialized skills)	3 months, 1 year, 3 years, 5 years
Highly Skilled Professional	Points-based system for advanced academic research, advanced specialized/technical activities, or advanced business management activities	5 years (can lead to Permanent Residency faster)
Business Manager	Individuals managing a business or investing in a business in Japan	4 months, 1 year, 3 years, 5 years
Specific Skills (Tokutei Ginou)	Designed for specific industry sectors facing labor shortages (e.g., nursing care, construction, agriculture)	Up to 5 years (Type 1), potential for renewal and bringing family (Type 2)

Other categories exist for artists, religious activities, journalists, researchers, medical services, legal/accounting services, and more specialized roles.

Work Permit Application Requirements and Procedures

The standard procedure for obtaining a work visa involves two main steps: obtaining a Certificate of Eligibility (CoE) in Japan and then applying for the visa stamp overseas.

Certificate of Eligibility (CoE) Application

The CoE is issued by the Immigration Services Agency in Japan and serves as proof that the foreign national meets the conditions for landing in Japan and the requirements for their specific status of residence.

• Initiation: The sponsoring employer or a legal representative in Japan applies for the CoE on behalf of the foreign national at the regional immigration services bureau.
• Documentation: Required documents typically include:
  • Application form
  • Photos of the applicant
  • Copies of the applicant's passport
  • Documents proving the applicant's academic background and work experience (diplomas, transcripts, CV, letters of recommendation)
  • Documents related to the sponsoring company (company registration, financial statements, overview of the company, details of the position offered, employment contract)
  • Specific documents depending on the visa category (e.g., proof of relevant skills for Skilled Labor, points calculation for Highly Skilled Professional).
• Processing Time: CoE processing times can vary significantly depending on the immigration bureau, the time of year, and the complexity of the application. Typical processing ranges from 1 to 3 months.
• Sponsorship: The Japanese employer acts as the sponsor, providing documentation about the company and the employment details. They are responsible for ensuring the employment meets the visa requirements.
• Fees: There is generally no fee for applying for the CoE itself.

Visa Application

Once the CoE is issued, it is sent to the applicant overseas. The applicant then applies for the visa stamp at the Japanese embassy or consulate in their country of residence.

• Initiation: The foreign national submits the visa application in person or via an authorized agent.
• Documentation: Required documents typically include:
  • Visa application form
  • Passport
  • Recent photos
  • The original Certificate of Eligibility
  • Other supporting documents as required by the specific embassy/consulate (check their website).
• Processing Time: Visa processing after receiving the CoE is usually much faster, typically taking 2 to 5 business days. However, it can take longer in some cases.
• Fees: Visa fees vary depending on the applicant's nationality and the type of visa. As of late 2024, typical fees for a single-entry visa are around ¥3,000, multiple-entry around ¥6,000, and transit around ¥700. These fees are subject to change and may be waived for citizens of certain countries based on reciprocal agreements.

Pathways to Permanent Residency

Obtaining permanent residency (PR) in Japan allows a foreign national to reside indefinitely without restrictions on work type or duration. The most common path requires a significant period of continuous residence in Japan.

• General Requirement: Typically, an applicant must have resided in Japan for at least 10 consecutive years, with at least 5 years of that period spent under a work-related status of residence.
• Highly Skilled Professional (HSP) Fast Track: The HSP visa offers a faster route to PR. Individuals holding the HSP status can apply for PR after just 3 years of residence, or even after 1 year if they meet higher point thresholds.
• Other Exceptions: Spouses of Japanese nationals or permanent residents may apply after a shorter period (typically 1 year of marriage and 3 years of residence in Japan). Long-term residents may also have different requirements.
• Key Criteria: Regardless of the path, applicants must demonstrate:
  • Good conduct (no criminal record, fulfilling public duties like tax payments).
  • Sufficient assets or ability to earn an independent living.
  • That their permanent residence is in the interests of Japan (e.g., contributions to Japan).
  • Possession of the longest period of stay permitted for their current status of residence.
• Application: The application is submitted to the regional immigration services bureau.
• Processing Time: PR applications can take 4 months to 1 year or longer to process.
• Fees: The application fee for Permanent Residency is typically ¥8,000 upon approval.

Dependent Visa Options

Foreign nationals residing in Japan under certain long-term statuses, including most work visas, can apply for their spouse and unmarried, dependent children to join them in Japan under the "Dependent" status of residence.

• Eligibility: The primary visa holder must be residing in Japan under a status of residence that permits bringing dependents (most work visas qualify). The dependent must be a legal spouse or a biological/adopted child.
• Application: The primary visa holder or a representative in Japan typically applies for a Certificate of Eligibility for the dependent at the regional immigration services bureau. Alternatively, the dependent can apply for the visa directly at a Japanese embassy/consulate overseas if the primary holder is already in Japan, though the CoE route is recommended.
• Documentation: Required documents usually include:
  • Application form
  • Photos of the dependent
  • Copies of the dependent's passport
  • Documents proving the relationship (marriage certificate, birth certificate, family register)
  • Documents related to the primary visa holder (copy of residence card, employment certificate, income/tax documents proving ability to support dependents).
• Activities: Dependents are generally not allowed to work under this status. If they wish to work, they must apply for permission to engage in activity other than that permitted by their status of residence (typically limited to 28 hours per week) or change to an appropriate work visa status if they qualify.
• Duration: The dependent's period of stay is linked to the primary visa holder's status and duration.

Visa Compliance Obligations for Employers and Employees

Maintaining legal status in Japan is a shared responsibility between the foreign national and their sponsoring employer. Non-compliance can lead to severe consequences, including fines, deportation, and restrictions on future entry or hiring.

Employer Obligations:

• Sponsorship Responsibility: The employer is responsible for the accuracy of the information provided during the CoE application and for ensuring the foreign worker is employed in the role and under the conditions specified in the application.
• Notification Requirements: Employers must notify the Immigration Services Agency when a foreign employee joins the company, leaves the company (due to resignation, termination, or contract completion), or when there are significant changes to the company's details. These notifications must typically be made within 14 days of the event.
• Record Keeping: Maintain records related to the foreign employee's employment and visa status.
• Compliance with Labor Laws: Ensure the foreign employee's working conditions, wages, and benefits comply with Japanese labor laws.
• Verification: Verify the foreign national's status of residence and period of stay by checking their residence card upon hiring.

Employee Obligations:

• Maintain Valid Status: The foreign national must ensure their visa and period of stay remain valid. Applications for extensions should be filed before the current period expires.
• Adhere to Status Activities: Engage only in activities permitted by their specific status of residence. Working outside the permitted scope without permission is a violation.
• Notification Requirements: Notify the Immigration Services Agency within 14 days of changes to their personal information (name, nationality) or changes related to their employer (starting new employment, changing employer, leaving employment).
• Carry Residence Card: Foreign nationals aged 16 or over must carry their residence card at all times and present it upon request by immigration officers or police.
• Abide by Japanese Laws: Comply with all Japanese laws and regulations.