How to Obtain a Work Visa in Japan: Required Documents and Tips to Increase Approval Rates

Are you considering hiring a foreign employee but unsure about the process of obtaining a work visa? Have you heard that getting a work visa approved is difficult? Are you looking for ways to ensure your work visa application is successful?

Many employers are aware that hiring a foreign national requires a work visa, but the specifics of the application process can be unclear, leading to anxiety about whether the visa will be approved. This article will guide you through the process of obtaining a work visa in Japan, including the necessary documents and tips to increase your chances of approval.

Two Ways to Obtain a Work Visa in Japan

There are two main scenarios for obtaining a work visa in Japan:

1. Hiring a foreign national already residing in Japan
2. Hiring a foreign national residing overseas

While the process of applying for a work visa is similar in both cases, the preliminary steps and required documentation differ. Understanding these differences is crucial to avoid delays or rejections in your visa application.

Preliminary Steps Before Signing an Employment Contract

1. Hiring a Foreign National Already in Japan:
   • Confirm the foreign national’s current residence status, the type of visa they hold, and its validity period.
2. Hiring a Foreign National Residing Overseas:
   • Apply for a Certificate of Eligibility (COE) to invite the foreign national to Japan.

Failing to understand these steps can lead to visa application rejections, even if all required documents are submitted. To avoid this, this article will cover:

• The two ways to obtain a work visa in Japan
• Four basic conditions for obtaining a work visa
• Step-by-step process and required documents for hiring a foreign national already in Japan
• Step-by-step process and required documents for hiring a foreign national from overseas
• Example of a Letter of Reason for Employment to increase approval chances
• Why hiring a professional for visa application support is recommended

By the end of this article, you’ll have a clear understanding of the work visa application process and how to prepare for a successful application.

1. Two Ways to Obtain a Work Visa in Japan

Foreign nationals who wish to work in Japan must obtain a work visa. The process differs depending on whether the foreign national is already in Japan or residing overseas.

Key Points to Remember:

• Employment Contract Comes First:
  Before applying for a work visa, you must sign an employment contract with the foreign national. This is because the visa application requires a copy of the employment contract. The process follows this order:
  Sign Employment Contract → Apply for Work Visa → Start Employment if Approved.
• Visa Types:
  The type of work visa required depends on the job role. Japan’s Immigration Control Act specifies 19 categories of work visas, including Engineer/Specialist in Humanities/International Services, Intra-Company Transferee, and Skilled Labor.

2. Four Basic Conditions for Obtaining a Work Visa

Before diving into the application process, ensure that the following four conditions are met:

1. The Job Role Must Be Specified Under Japan’s Immigration Control Act:
   The foreign national’s job must fall under one of the 19 work visa categories. Examples include IT engineers, foreign language instructors, and international business specialists.
2. The Foreign National Must Meet the Required Educational or Professional Background:
   Most work visas require a university degree or at least 10 years of professional experience. For roles like translation, interpretation, or design, 3 years of experience may suffice.
3. The Salary Must Be Equal to or Higher Than That of a Japanese National:
   Foreign workers must receive fair compensation comparable to their Japanese counterparts.
4. The Hiring Company Must Demonstrate Financial Stability:
   The company must prove it can pay the foreign employee’s salary. This is typically demonstrated through financial statements or a business plan for new companies.

3. Hiring a Foreign National Already in Japan: Application Process and Required Documents

If you’re hiring a foreign national already residing in Japan, follow these steps:

Step 1: Verify the Foreign National’s Residence Status

• Check their current visa type and expiration date.
• Ensure the new job role aligns with their existing visa category. If not, a visa change application is required.

Step 2: Sign an Employment Contract

• Draft an employment contract in the foreign national’s native language if necessary.
• Include a clause stating that the contract is conditional on work visa approval.

Step 3: Apply for a Work Visa

Submit the following documents to the Regional Immigration Services Bureau:

• Application for Change of Status of Residence (if applicable)
• Copy of the employment contract
• Company documents (e.g., financial statements, business registration)
• Foreign national’s resume and proof of qualifications

Step 4: Onboard the Employee

Once the visa is approved, ensure the foreign national completes the following:

• Notification of Employment within 14 days of starting work.
• Residence Registration at the local municipal office.

4. Hiring a Foreign National Residing Overseas: Application Process and Required Documents

If you’re hiring a foreign national from overseas, follow these steps:

Step 1: Apply for a Certificate of Eligibility (COE)

• Submit the COE application to the Immigration Bureau. Required documents include:
  • Application form
  • Company information (e.g., financial statements, business plan)
  • Foreign national’s resume and qualifications
• Processing time: 1–3 months.

Step 2: Sign an Employment Contract

• Similar to hiring a foreign national in Japan, ensure the contract includes a conditional clause.

Step 3: Apply for a Work Visa

• Once the COE is issued, the foreign national must apply for a work visa at the Japanese embassy or consulate in their home country.

Step 4: Onboard the Employee

• After arriving in Japan, the foreign national must complete residence registration and notify the Immigration Bureau of their employment.

5. Key to Success: Submit a Letter of Reason for Employment

While not mandatory, a Letter of Reason for Employment can significantly increase your chances of visa approval. This document explains why the foreign national is essential to your business and how their role benefits Japan.

Key Points to Include:

1. Applicant’s Background: Personal and professional details.
2. Company Overview: Financial stability and business activities.
3. Job Role and Responsibilities: Why the foreign national is needed.
4. Applicant’s Qualifications: How their skills match the job requirements.
5. Conclusion: Assurance of support for the foreign national’s transition.

Example Letter of Reason for Employment:

[Date]
To: Immigration Bureau
From: [Company Name]
Subject: Letter of Reason for Employment

1. Applicant’s Background:
   Name: [Applicant’s Name]
   Nationality: [Country]
   Education: [Degree, University]
   Professional Experience: [Details]

2. Company Overview:
   [Company Name] was established in [Year] and specializes in [Industry]. We have [X] employees and annual revenue of [Amount].

3. Job Role and Responsibilities:
   The applicant will be responsible for [Job Duties], which are critical to our expansion into [Market/Region].

4. Applicant’s Qualifications:
   The applicant holds a [Degree/Certification] and has [X] years of experience in [Field]. Their expertise in [Skill] is essential for this role.

5. Conclusion:
   We are committed to supporting the applicant’s transition to Japan and ensuring their success in this role.

Sincerely,
[Your Name]
[Your Title]
[Company Name]

6. Why Hiring a Professional is Recommended

The work visa application process is complex and time-consuming. Hiring a professional, such as an Immigration Lawyer or Administrative Scrivener, can save time and increase your chances of approval.

Benefits of Professional Assistance:

• Expertise: Professionals understand the requirements and can prepare documents correctly.
• Time-Saving: They handle the paperwork, allowing you to focus on your business.
• Cost: Fees typically range from ¥50,000 to ¥150,000, depending on the level of support.

7. Conclusion

To summarize:

• Work visas in Japan are categorized under 19 job types specified by the Immigration Control Act.
• Ensure the foreign national meets the educational, professional, and salary requirements.
• Submit a Letter of Reason for Employment to strengthen your application.
• Consider hiring a professional for a smoother application process.

By following these steps, you can successfully navigate the work visa application process and bring talented foreign nationals to your team in Japan.