Work permits and visas in Japan

Japan Work Permits & Visas: Guide for Employers and Remote Workers

Navigating Japan’s visa and work permit process is crucial for any employer hiring foreign talent or professionals relocating for remote work. Japan is an attractive destination for global talent, but its immigration rules are strict. Employers and professionals must navigate work visa regulations carefully to stay compliant. Working on a tourist visa is illegal in Japan, and authorities are cracking down as remote work rises in popularity.

Non-compliance can result in hefty fines or even jail time for employers. This comprehensive guide explains Japan’s work permits and visas, targeting employers relocating talent, individuals with job offers, and digital nomads with the means to support themselves. We’ll cover who needs a work visa, key visa types, application steps, and how solutions like an Employer of Record (EOR) and Rivermate’s Visa Support can simplify the process.

Why Immigration Compliance Matters for Employers in Japan

Staying on top of immigration compliance is essential for any company hiring in Japan. Japanese law requires that any foreign national working in Japan has the appropriate work visa or permit. Employers must ensure workers do not enter on a tourist visa or other incorrect status, even if the work is remote. Authorities increasingly enforce these rules, so companies need to verify every non-Japanese hire’s visa status to avoid legal trouble.

In short, if you plan to hire or relocate a foreign employee to Japan, you must secure a proper work permit for them before they begin any paid work. Failing to do so could lead to fines, legal penalties, or business risks. By understanding Japan’s visa requirements and following the correct procedures, employers protect both their business and their international team members.

Who Needs a Work Visa or Permit in Japan?

Almost all non-Japanese individuals who plan to work in Japan need a work visa. There are only a few exceptions. Japanese citizens (including dual nationals) of course do not need a visa to work. In addition, certain foreign residents have inherent work authorization in Japan, such as:

• Permanent residents
• Long-term residents
• Spouses or children of Japanese citizens
• Spouses or children of Japanese permanent residents

If a worker does not fall into one of the above categories, they will need to obtain a valid work visa before starting employment in Japan. Employers are responsible for confirming that any new international hire has the correct visa for their role. This “work authorization check” should be done before the person starts working to ensure full compliance with Japanese immigration laws. Essentially, unless your candidate already holds Japanese citizenship or a qualifying resident status, you (or your hiring partner) must sponsor a work visa for them.

Work Visa Categories in Japan for Employers Relocating Talent

Japan offers a range of work visa types tailored to different professions and purposes. As an employer relocating talent to Japan, it’s important to choose the visa category that best fits your employee’s role. Key work visa options for employers relocating talent to Japan include:

Engineer/Specialist in Humanities/International Services Visa for Japan

This is a broad visa for professionals in fields like IT, engineering, humanities, education, finance, marketing, translation, design, and other international services. This is one of the most common work visas for skilled foreign employees.

Intra-Company Transferee Visa for Japan

This visa is for multinational companies transferring an employee from an overseas branch to a Japan office. The worker must have been employed by the company abroad for at least one year prior to transfer. This visa allows a temporary assignment in Japan while remaining on the global payroll.

Skilled Labor Visa for Japan

This visa is for foreign workers with specialized skills in certain trades or fields like culinary chefs, architects, and artisans. Specific expertise and possibly certifications are required depending on the trade.

Highly Skilled Professional Visa for Japan

This is a special five-year visa for highly qualified workers, assessed on a points-based system that considers factors like education level, professional experience, achievements, salary, and even age. High-scoring applicants gain privileges like a faster path to permanent residence.

Specified Skilled Worker Visa for Japan

This category was created to address labor shortages in designated industries (e.g., nursing care, construction, hospitality). It typically requires passing skills exams or having prior training, and it allows mid-level skilled workers to work in Japan in those sectors.

Other visa types exist, such as cultural visas, student visas, or the Start-up visa for entrepreneurs, but the ones above are the primary work visas employers will use to bring professional talent into Japan. Each visa has its own eligibility criteria and permitted activities, so selecting the right category is crucial.

Key Requirements for Obtaining a Japan Work Visa

Securing a Japanese work visa involves meeting specific eligibility requirements for both the foreign candidate and the sponsoring employer. In general, the following key requirements must be satisfied to obtain a work permit in Japan:

Relevant Qualifications or Experience for Japan Visas

The applicant should have a background suited to the job. For many professional visas, a bachelor’s degree or higher in a related field is expected. In some cases, significant work experience (often 10+ years) in lieu of a degree can fulfill this requirement, especially for skilled trade roles.

Job Offer and Sponsor in Japan

A confirmed job offer from a company in Japan is mandatory. The Japanese employer acts as the visa sponsor, meaning they will file paperwork on the worker’s behalf. Without a sponsoring employer, a standard work visa cannot be obtained. (Exception: certain self-sponsored or start-up visas exist, but those are outside typical employer-driven hiring.)

Certificate of Eligibility (CoE) for Japan Visas

This is an official document issued by Japan’s Immigration Services Agency and is a crucial part of the process. The employer in Japan must apply for the CoE by submitting evidence of the job offer, the company’s details, and the candidate’s qualifications to immigration authorities. The CoE essentially pre-vets the foreign national for the intended role. A valid CoE is required before the candidate can apply for the actual work visa at a consulate.

Clean Background for Japan Visas

Japanese immigration may require proof that the applicant has no serious criminal record. This might involve submitting police clearance certificates from the applicant’s home country.

Health and Other Considerations for Japan Visas

Depending on the visa, additional documents could be needed, such as health checkups or proof of qualifications like professional licenses. Generally, it’s advisable for the candidate to be in good health and have all relevant certifications ready if applicable to their occupation.

For employers, meeting these requirements often means gathering documents such as the company’s registration, financial statements, an employment contract, and a letter explaining the hire. Ensuring the candidate clearly meets the education or experience criteria for the visa category will smooth the approval process.

How to Apply for a Japan Work Visa (Step-by-Step)

Once the prerequisites are in place (notably the job offer and supporting documents), the actual work visa application process can begin. Both the employer and the employee will take part in different steps of this process. Below is a step-by-step overview of how to secure a work visa in Japan:

Securing a Job Offer and Sponsor in Japan

The process starts with the foreign professional obtaining a job offer from a Japan-based company. The company agrees to sponsor the visa. An official contract or offer letter should be signed, as it will be needed for the visa paperwork.

Obtaining a Certificate of Eligibility (CoE) for Japan

The employer, as the sponsor, applies for the CoE on behalf of the employee. This is done through the regional immigration office in Japan. The company submits an application form along with documentation about the job position, the company’s details, and the employee’s qualifications. Immigration authorities review this to ensure the candidate and job meet requirements. Getting a CoE can take up to 3 months due to thorough checks, so employers should file this as early as possible. Once approved, a CoE is issued, which the employer sends to the prospective employee.

Applying for the Work Visa at a Japanese Embassy/Consulate

With the CoE in hand, the foreign worker applies for their work visa in their home country (or country of residence) at a Japanese embassy or consulate. They will need to submit the CoE, a completed visa application form, a valid passport, passport-size photos, and any supporting documents required for that visa category (such as the employment contract, CV, and proof of qualifications). The visa application itself is usually processed in about 5 business days after submission, assuming all is in order.

Receiving the Visa and Entering Japan

Once the visa is approved, it is affixed as a sticker in the applicant’s passport. The employee can then travel to Japan. Upon arrival, immigration officials will issue a Residence Card (在留カード) at the airport for most mid- to long-term visa holders. This card serves as proof of their status in Japan.

Registering Local Residence in Japan

After arriving, the new foreign employee must register their address at the local city/ward office within 14 days of finding a place to live. This is a mandatory step to complete the residency process. The individual will also be enrolled in the national health insurance and pension systems as required. Employers often assist with or remind new hires about this step as part of relocation support.

Throughout this process, careful attention to detail is important. Any mistakes or missing documents in the CoE or visa application can cause delays. Employers should maintain open communication with the new hire, ensuring that all paperwork is prepared correctly for each stage. Starting the visa procedure well in advance of the employee’s intended start date is wise, given the potential 2–3 month lead time for CoE issuance.

Visa Options for Remote Workers in Japan

What if you are a remote worker or digital nomad hoping to live in Japan while working for a foreign company? Traditionally, Japan did not offer a dedicated “digital nomad visa,” meaning remote workers needed to find another visa (such as a work visa, student visa, or working holiday) to legally stay and work from Japan. Working remotely on a tourist visa has been technically against the rules and could lead to legal complications if one is caught. However, recent developments have introduced a new option specifically for remote workers:

Digital Nomad Visa (Designated Activities) for Japan

In April 2024, the Japanese government announced a new visa under the “Designated Activities” category for digital nomads. This visa allows eligible remote workers to live in Japan for up to 6 months while working for an overseas employer. Importantly, it is not a traditional work visa—holders cannot engage in local employment with a Japanese company during their stay. Key eligibility criteria include a high income threshold (applicants must prove an annual income of at least ¥10 million, roughly USD $65,000) and having private health insurance that covers at least ¥10 million in medical expenses. Only citizens of certain countries are eligible (currently the U.S., Canada, most European nations, Australia, New Zealand, Singapore, Hong Kong, and a few others). The digital nomad visa is not extendable beyond 6 months; after leaving Japan for six months, one could apply again for another stay.

For remote workers who meet these strict requirements, Japan’s digital nomad visa offers a way to experience living in Japan temporarily while continuing to work remotely. Those who don’t qualify for this program must seek alternative visas. Some options might include highly skilled professional visas (if you have a sponsoring company and exceptional credentials) or working holiday visas (if you are under 30 and from an eligible country, for a short-term stay with possible side gigs). In any case, remote workers should ensure they have proper visa status if they plan to work from Japan. Employers should likewise be mindful that even for remote staff temporarily in Japan, proper immigration status is required—otherwise both the individual and potentially the company could face penalties. Always confirm the latest rules, as Japan’s policies for remote work visas may evolve.

Employer Sponsorship Responsibilities and Process in Japan

When hiring a foreign national, the Japanese employer carries significant responsibility in the visa sponsorship process. Sponsoring employers must do more than just provide a job offer—they act as the liaison with immigration authorities. Here are some key sponsorship duties and considerations for companies:

Applying for the CoE in Japan

As noted, the employer handles the Certificate of Eligibility application. This involves preparing forms and submitting evidence of the company’s legitimacy (business registration, financial stability) and the details of the job position. Authorities may require proof that the foreign hire’s role and skills are legitimate and needed. For example, companies sometimes provide a letter explaining why the position cannot be filled by local talent and how the foreign candidate is uniquely qualified. Demonstrating this need can strengthen the case, especially in specialized fields.

Guarantee and Invitation Letters for Japan Visas

Japanese immigration may ask for documents such as a letter of guarantee from the company, formal invitation letters for the visa applicant, or an itinerary for their stay. These are to assure the government that the company stands behind this worker and that the visit is for legitimate work purposes. Sponsors should be prepared to furnish such documents if requested.

Compliance with Labor Laws in Japan

Sponsoring a visa also means the employer must adhere to all Japanese labor regulations for that employee. This includes providing a fair salary (usually at least equal to a Japanese worker in a similar role), enrolling the employee in statutory benefits (health insurance, pension), and following working hour laws. When reviewing a visa application, immigration officers can consider whether the offered salary and conditions meet legal standards. Non-compliance with labor laws can jeopardize the visa approval and lead to future legal issues.

Record-Keeping and Notifications for Japan Visas

Employers should maintain accurate records of foreign employees’ visa statuses and renewal dates. If a sponsored employee leaves the company or if there are changes in their role, the company may need to notify immigration authorities. Keeping everything documented helps avoid situations where an employee’s visa lapses unknowingly.

By fulfilling these sponsorship obligations diligently, companies not only improve the chances of a smooth visa approval but also build trust with Japanese immigration. It shows that your company is a reliable sponsor that values legal compliance. If navigating this process seems daunting, engaging expert immigration support (either in-house or via a service provider) can be extremely valuable.

Japan Work Visa Costs and Processing Times

Employers and applicants should be aware of the fees and timelines associated with Japan’s work permits. Fortunately, the direct government costs for Japanese work visas are relatively low, but the waiting periods can be significant:

Government Application Fees for Japan Visas

The standard fee for a work visa issued by a Japanese embassy/consulate is ¥3,000 for a single-entry visa, or ¥6,000 for a multiple-entry visa. These are government fees paid when the visa is issued (usually in local currency equivalent). They’re quite modest (around $20–$40 USD). If the applicant needs to enter Japan, leave, and re-enter, a multiple-entry visa is needed. Most long-term work visas are issued as multiple-entry by default.

Processing Time for CoE and Visa in Japan

The Certificate of Eligibility stage is the longest part of the process. It can take up to about 3 months for immigration to issue the CoE, though it can be faster in some cases. The subsequent visa application at the embassy is much quicker—typically around 5 business days for processing. In total, from CoE application to visa in hand, employers should budget roughly 2.5 to 3+ months. It’s wise to start early to account for these timelines and any unforeseen delays.

Visa Duration and Renewals in Japan

Work visas in Japan are usually granted for periods of 1 year, 3 years, or 5 years, depending on the visa type and the specifics of the case. They are renewable if the employment continues. To extend a work visa, the employee (with help from the employer) must apply for a renewal at their local immigration office before the current status expires (up to 3 months in advance is allowed). The renewal requires some paperwork—typically a renewal application form, an updated employment contract or employer letter, proof of tax payments, and a small fee. The renewal fee is ¥4,000, and processing can take about 2 weeks to 1 month. It’s crucial not to let a visa expire; working on an expired visa is illegal. Mark renewal deadlines on your calendar and prepare documents in advance.

Overall, while the fees are low, the time investment is significant. Companies should incorporate these timelines into their hiring plans. If a project in Japan is starting soon, factor in that your foreign hire cannot legally work until their visa is approved and they have arrived and registered in Japan.

Challenges and Tips for Relocating Foreign Talent to Japan

Hiring internationally in Japan can bring fantastic talent to your team, but there are a few common challenges employers may face. Being mindful of these can help in planning a successful relocation or hire:

Complex Immigration Procedures in Japan

The work visa process involves multiple steps, strict document requirements, and dealings with government agencies. It can be time-consuming and intricate to navigate. Tip: Start the visa process early and consider consulting an immigration expert or relocation service. This ensures all paperwork is correct and avoids last-minute issues.

Ensuring Full Compliance in Japan

Beyond immigration, employers must comply with Japanese labor laws when hiring foreign workers. Contracts need to meet local standards, and things like social insurance, taxes, and overtime rules all apply to the new hire. Tip: Treat your foreign employee the same as a domestic hire in terms of compliance. Use local HR advisors or an EOR service to handle payroll and legal obligations so nothing falls through the cracks.

Language and Cultural Integration in Japan

Japanese workplace culture and language can be a barrier for foreign employees. There might be communication gaps or cultural misunderstandings as a new international member joins the team. Tip: Provide language support or cultural orientation for your foreign hire. Bilingual colleagues, translation of key documents, and cultural sensitivity training for the team can smooth the integration. Embracing a diverse and inclusive workplace will help your new hire thrive.

By anticipating these challenges, companies can take proactive steps to address them. Many successful global employers in Japan pair their talent with local support resources—whether it’s an immigration specialist, a global HR service, or simply a mentor at the office who helps the newcomer acclimate.

Using an Employer of Record (EOR) for Hiring in Japan

One effective strategy to simplify hiring in Japan is to partner with an Employer of Record (EOR). An EOR is a third-party organization that can hire employees on your behalf, taking on the legal employer role so you don’t have to set up a local entity. For companies expanding into Japan or hiring remote talent there, using an EOR can remove a lot of the complexity:

No Need for a Japanese Entity

Normally, to hire employees in Japan directly, a foreign company would need to establish a local subsidiary or branch—a process that takes time and expense. An EOR like Rivermate already has a legal entity in Japan, so your hire can be employed under that entity while working exclusively for you. This enables you to compliantly hire and pay employees in Japan without creating your own local company.

Compliance and Payroll Handled in Japan

The EOR takes on responsibility for all in-country compliance—they run the payroll, withhold taxes, and ensure all employment laws are followed. This includes drafting a locally compliant employment contract, enrolling the employee in health insurance/pension, and any required reporting. You simply fund the payroll and fees, and the EOR manages the rest. This drastically lowers the risk of fines or legal issues, as the EOR’s experts make sure every rule is followed.

Visa Sponsorship Support in Japan

Leading EOR providers often offer immigration support services. They can sponsor work visas for your hires as the legal employer, guiding the process of CoE application and visa paperwork. Essentially, the EOR becomes the visa sponsor, which is particularly useful if your company lacks the familiarity or bandwidth to do it. It streamlines relocation since the EOR’s local team will know Japan’s immigration procedures inside out.

Focus on Your Core Business in Japan

By offloading the HR administration, tax filings, and legal compliance to an EOR, your team can focus on the employee’s performance and your core operations. The EOR also stays updated on any regulatory changes (for example, new visa rules or labor law updates in Japan) so you remain consistently compliant. This provides peace of mind when you’re scaling globally.

In short, an EOR solution is a hassle-free way to hire globally. It’s like having a local HR department in Japan without actually building one. Many companies expanding abroad use EORs to avoid administrative headaches and reduce time-to-hire in new markets. If you’re relocating talent to Japan or hiring a remote worker there, an EOR can make the process faster and legally sound.

Get Visa Support for Japan as an Employer

Navigating Japan’s work permits and visas can be complex, but with the right approach, it becomes manageable. For employers and professionals who already have opportunities in Japan—whether it’s relocating a valued team member or moving to Japan to work remotely—understanding the visa landscape is the first step. Always ensure you choose the correct visa category, prepare thorough documentation, and abide by all local regulations. Starting early and double-checking compliance will save you stress down the road.

If this still feels overwhelming, remember that you don’t have to do it alone. Rivermate offers services to handle the heavy lifting of global hiring, from visa sponsorship to payroll. Our team has experience with Japanese immigration procedures and can act as your reliable partner. With Rivermate’s Visa Support, you gain access to experts who will manage the visa process end-to-end, ensuring fast processing and full compliance. We also function as an Employer of Record in Japan, meaning we can employ your talent locally and take care of all HR administration, so you can focus on your business growth.

For more detailed guidance or assistance with Japan work visas, visit Rivermate’s Visa Support page. Our goal is to make relocating talent across borders as seamless as possible. Connect with us to learn how we can help you bring your international hires to Japan with ease.