Japanese Work Visas and Permits: A Quick Guide for Employers
Relocating an employee to Japan or hiring a non-Japanese citizen locally requires navigating strict immigration and labor compliance laws. Japan’s work visa and permit process involves detailed documentation, eligibility criteria, and long timelines, leaving little room for error. Missteps can lead to fines, delays, or even revocation of work privileges for your employee.
This is where partnering with a Japanese Employer of Record (EOR) service can simplify the process. An EOR takes on the responsibility of managing foreign work authorization, ensuring compliance with local regulations, and minimizing risks for your business.
By leveraging the help of an EOR, you can streamline hiring or relocation while focusing on your organization’s growth objectives. Whether you’re expanding your workforce or transferring top talent, an EOR can guide you through the intricacies of hiring in Japan with confidence and ease.
In this quick guide, I’ll explain the types of work visas available in Japan, the steps to acquire one, and how working with an EOR can support your global hiring needs in Japan.
Why is Compliance with Japanese Immigration Rules Important?
Compliance with Japanese immigration rules is non-negotiable. Non-compliance can lead to severe consequences, including hefty fines, damaged company reputation, and even legal action, such as imprisonment for responsible parties. Employers must ensure that all foreign workers have the proper visas and permits to legally work in Japan.
Beyond legal penalties, non-compliance risks disrupting business operations and losing employee trust. Strict adherence to immigration laws safeguards your organization’s integrity and ensures smooth business continuity while protecting your employees’ legal status.
Who Can Legally Work in Japan?
Japanese national citizens are automatically eligible to work in Japan. Additionally, permanent residents, long-term residents, and spouses or children of Japanese citizens or permanent residents have the legal right to work without additional permits.
For everyone else, a valid work permit is mandatory.
Employers must ensure that foreign hires or transferees meet the visa and permit requirements before starting any employment in Japan.
Understanding Japanese Work Visas and Permits
In Japan, the terms "work visa" and "work permit" are often used interchangeably, but they refer to different steps in the process.
To enter Japan for work, a foreign national must first secure a Certificate of Eligibility (CoE) from the Ministry of Justice. This document acts as the official permission for work and is a key requirement for obtaining a work visa.
Once the CoE is issued, the employer can use it to apply for the employee’s work visa. The visa itself allows entry into Japan for work purposes.
Together, the CoE and work visa ensure the legal right to live and work in the country.
Employers must handle these steps carefully to ensure compliance and a smooth transition for their new hires.
Types of Long-Stay Work Visas in Japan
Japan offers several types of long-term stay work visas, each tailored to specific employment situations. Understanding these visa categories is essential for ensuring your employees are properly classified and compliant with local laws.
General Visa
The General Visa is typically issued for cultural or academic activities, including internships, language teaching, or research. While not specific to corporate work, this visa may apply in unique employment scenarios.
Work Visa
The Work Visa covers most traditional employment scenarios, including roles in engineering, IT, business management, and teaching. This is the standard visa for foreign professionals hired by Japanese companies or organizations.
Highly Skilled Professional Visa
Designed for top-tier talent, the Highly Skilled Professional Visa offers perks like expedited processing, the ability to bring family members, and access to permanent residency pathways. Eligibility is determined by a point-based system that evaluates qualifications, experience, and income.
Specified Visa
The Specified Visa is aimed at foreign workers filling labor shortages in specific industries like agriculture, construction, or nursing care. It is often tied to a Japanese government program and is subject to renewal restrictions.
Start-Up Visa
Targeted at entrepreneurs, the Start-Up Visa allows foreign nationals to establish businesses in Japan. Applicants must submit business plans and meet specific criteria to qualify.
Intra-Company Transferee Visa
For employees transferring within multinational companies, the Intra-Company Transferee Visa simplifies the process of relocating staff to Japan. This visa applies to roles in management or technical positions within the same corporate group.
How to Apply for a Japanese Work Visa
The process for obtaining a Japanese work visa involves several key steps. Here’s a simplified breakdown:
- Obtain a Certificate of Eligibility (CoE):
The employer in Japan must apply for a CoE on behalf of the foreign worker. This document, issued by the Ministry of Justice, confirms that the individual meets the criteria for the specific visa type. - Submit Visa Application:
Once the CoE is issued, the applicant submits their visa application to the Japanese embassy or consulate in their home country. The CoE is a required document for this step. - Provide Required Documents:
The applicant must include supporting documentation, such as:- A valid passport
- Completed visa application form
- Passport-sized photos
- The original CoE and a copy
- Pay the Visa Fee:
Applicants are required to pay a processing fee, which varies depending on the visa type and the applicant’s country of residence. - Wait for Processing:
Visa processing times can range from a few days to a few weeks, depending on the consulate and the complexity of the application. - Receive Visa and Enter Japan:
Once approved, the visa is affixed to the applicant’s passport, allowing entry into Japan for work. Upon arrival, the applicant may also receive a residence card.
This step-by-step process ensures compliance with Japan’s strict work visa regulations. Employers should plan ahead to account for processing times and documentation requirements.
Japanese Work Visa Sponsorship Requirements and Process
To hire a foreign worker in Japan, employers must sponsor their work visa. This involves meeting specific criteria and completing necessary steps to ensure the employee’s legal right to work in the country. Here’s how the process works:
Sponsorship Requirements for Employers
To qualify as a sponsoring company, employers must meet the following criteria:
- Legally Registered Entity in Japan: The sponsoring organization must be registered as a legal business entity within Japan.
- Compliance with Tax and Labor Laws: The company must demonstrate adherence to Japanese tax and labor regulations, including filing taxes and maintaining fair labor practices.
- Financial Stability: The company must provide proof of financial stability, such as audited financial statements, to show its ability to support the sponsored employee.
- Job Relevance: The sponsored position must align with the visa category and require skills that cannot be easily sourced locally.
- Employment Contract: A formal employment contract must be offered, detailing the role, salary, and working conditions.
Sponsorship Process
Here’s the process for sponsoring a Japanese work visa application:
- Offer Employment:
Extend a formal job offer to the candidate and agree on the terms of employment. - Apply for the Certificate of Eligibility (CoE):
Submit the CoE application to the local Immigration Bureau in Japan. Include documentation such as the employment contract, proof of the company’s registration, and a detailed job description. - Assist with Visa Application:
Once the CoE is issued, provide it to the employee to include in their visa application at the Japanese embassy or consulate in their home country. - Maintain Compliance:
After the employee starts working in Japan, the employer must continue to meet labor and tax obligations and assist with any visa renewals or updates.
By meeting these requirements and following the process, employers can ensure smooth and compliant sponsorship for foreign workers.
Use an EOR to Avoid Immigration Compliance Stress
Navigating Japan’s complex immigration and labor compliance requirements can be a significant challenge for employers. Partnering with an Employer of Record (EOR) simplifies this process and helps businesses avoid potential pitfalls.
What is an EOR?
An Employer of Record is a third-party service provider that acts as the legal employer for your international workforce. While you maintain control over day-to-day operations, the EOR handles critical administrative and legal responsibilities, including:
- Immigration and Labor Compliance: The EOR service will ensure adherence to Japanese laws and regulations.
- Work Permit and Visa Assistance: The EOR company will manage the application process for Certificates of Eligibility (CoE), work visas, and renewals.
- Global Payroll Processing: EOR companies can also handle global payroll, tax deductions, and benefits administration in compliance with local laws.
Benefits of Using an EOR
EOR services offer many benefits, including:
- Compliance Monitoring: The EOR continuously monitors legal changes in Japan’s labor and immigration laws, ensuring your business stays compliant.
- Misclassification Insurance: EORs reduce the risk of misclassifying employees, shielding your company from legal and financial repercussions.
- Global Hiring Expertise: With extensive experience in managing international teams, EORs streamline hiring processes and mitigate risks, giving you peace of mind.
By outsourcing these complexities to an EOR, your organization can focus on strategic growth while ensuring legal compliance. This partnership provides the confidence to expand globally without the stress of managing intricate immigration and labor requirements.
Best Employer of Record Services in Japan
If you’re ready to work with a Japanese EOR service, these are my top 10 recommendations:
Frequently Asked Questions
Here are answers to common FAQs about securing Japanese work visas and permits.
Does Japan offer a digital nomad visa?
No, Japan does not currently offer a specific digital nomad visa. Remote workers need to explore other visa options, such as the Business Manager Visa or Highly Skilled Professional Visa, depending on their situation.
How long does it take to get a work permit in Japan?
The processing time for a Japanese work permit involves two main steps:
- Certificate of Eligibility (CoE): Obtaining the CoE, which is handled by the employer in Japan, typically takes up to three months.
- Work Visa Application: Once the CoE is issued, the actual work visa processing time ranges from 5 to 10 working days, depending on the specific embassy or consulate handling the application.
Therefore, the entire process can take approximately three to four months.
What’s the fastest way to get a work permit in Japan?
The quickest route to obtaining a Japanese work permit involves securing a job offer from a Japanese employer who can sponsor your visa application.
The employer applies for a Certificate of Eligibility (CoE) on your behalf, which is a prerequisite for the work visa. Once the CoE is issued, you can apply for the work visa at your local Japanese embassy or consulate.
To expedite the process, ensure all required documents are complete and accurate, and maintain prompt communication with your employer and the relevant authorities.
Do US citizens need a work permit to work in Japan?
Yes, US citizens need a work permit to work in Japan. They must secure a Certificate of Eligibility (CoE) from a Japanese employer and apply for a work visa at a Japanese embassy or consulate before starting employment in Japan.
What documents are required for a Japanese work permit application?
To apply for a Japanese work permit, the following documents are typically required:
- Certificate of Eligibility (CoE): Issued by the Japanese Immigration Services Agency, this document confirms that the applicant meets the conditions for landing in Japan.
- Valid Passport: Must be valid for the duration of the stay and have at least one blank visa page.
- Visa Application Form: Completed and signed application form.
- Photograph: A recent passport-sized photograph meeting specific requirements.
- Employment Contract: A copy of the employment contract or a letter of appointment from the Japanese employer.
- Educational and Professional Qualifications: Copies of relevant degrees, certificates, and professional licenses.
- Company Information: Documents detailing the Japanese company’s registration, financial stability, and business activities.
Additional documents may be required based on individual circumstances and the specific visa category. I recommend consulting with the Japanese embassy or consulate for the most accurate and up-to-date visa information.
How much does it cost to get a work permit in Japan?
The cost of obtaining a work permit in Japan includes the following fees:
- Certificate of Eligibility (CoE): There is no fee for the CoE itself; however, if you apply through an approved agency, additional processing fees may apply.
- Visa Application Fee: The standard fees are approximately 3,000 yen for a single-entry visa, 6,000 yen for a double-entry or multiple-entry visa, and 700 yen for a transit visa.
Please note that these fees are subject to change and may vary depending on your nationality and the specific Japanese embassy or consulate where you apply. It’s advisable to confirm the exact amounts with the relevant diplomatic mission before proceeding.
Can family members enter Japan under another family member’s work visa?
No, family members cannot enter Japan under another family member’s work visa. Instead, they must obtain a Dependent Visa, which allows spouses and children of foreign nationals working in Japan to reside in the country.
This visa permits dependents to engage in daily activities, such as attending school. However, work for compensation is generally prohibited unless special permission is granted, allowing part-time work of up to 28 hours per week.
How do you renew a Japanese work permit?
To renew a Japanese work permit, follow these steps:
- Check Expiration Date: Begin the renewal process up to three months before your current permit expires.
- Prepare Required Documents: Gather necessary materials, which typically include:
- Completed application form
- Recent passport-sized photograph
- Valid passport
- Current residence card
- Employment contract or proof of continued employment
- Company information, such as registration and financial stability documents
- Proof of tax payments
- Other travel documents as specified by the Immigration Services Agency
- Submit Application: File your application at the regional immigration office corresponding to your place of residence. Some applications may be submitted online through the Immigration Services Agency’s portal.
- Pay Renewal Fee: Upon approval, pay the renewal fee, typically ¥4,000, using revenue stamps available at the immigration office or designated locations.
Receive New Residence Card: After processing, you’ll receive a new residence card reflecting your updated visa status. Processing times can vary, so apply well in advance to avoid any legal issues.
Ensure all information is accurate and complete to facilitate a smooth renewal process.
How much does an Employer of Record charge in Japan?
The cost of EOR services in Japan varies based on several factors, including the provider’s pricing structure, the number of employees, and the specific services required.
Generally, EOR providers in Japan charge between $300 to over $1,500 USD per employee, per month.
For example, EOR service providers like Oyster HR and Deel charge $599 USD per employee per month. However, some EOR companies, like Velocity Global, don’t actually disclose their EOR prices publicly, requiring you to request a personalized quote instead.
It’s important to note that these fees typically cover employment administration, payroll processing, compliance management, and benefits administration. However, additional costs may apply for services such as visa sponsorship, recruitment, or specific employee benefits.
To obtain accurate pricing tailored to your organization’s needs, I recommend requesting detailed quotes from multiple EOR providers operating in Japan.
What are the risks of using an Employer of Record service?
Using an EOR service can streamline global hiring, but they do have some potential risks:
- Loss of Control: Employers may have limited direct oversight of employment processes, which are managed by the EOR.
- Compliance Gaps: While rare, an inexperienced or unreliable EOR might fail to fully comply with local labor or tax laws, exposing your company to legal or financial risks.
- Cost Variability: Hidden fees or unexpected costs can arise, especially if the service agreement isn’t clear.
- Data Security Risks: Sensitive employee and company data shared with the EOR could be vulnerable if robust data protection measures aren’t in place.
- Dependency on EOR: Over-reliance on an EOR may complicate transitions if you later decide to establish your own legal entity in the country.
To minimize these potential EOR risks, thoroughly vet potential EOR providers, review service agreements carefully, and select a provider with a proven track record of compliance and reliability.
The Bottom Line
Hiring or relocating talent to Japan requires careful navigation of work visas, immigration compliance, and local labor laws. While the process can be complex, partnering with an Employer of Record simplifies the journey, ensuring compliance and reducing risk.
Before diving in, take time to assess your company’s needs and the specific visa requirements for your situation. Consider consulting with experts or an EOR provider to streamline the process and stay compliant.
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This content is for informational purposes only, and should not be relied upon as legal advice. We recommend always following the advice of an employment lawyer or EOR partner before making any decisions to hire employees in Japan.
