FAQ

To be hired as a Technical/Specialist in Humanities/International Services candidate, the work they will be engaged in must be specialized administrative, technical, or planning-related. The candidate must have graduated from a university or vocational school in a field related to the work, or if they do not have an academic background, they must have at least 10 years of work experience (3 years or more for some international work such as interpretation and translation). The salary must be equal to or higher than that of a Japanese person.

Specialized work experience is required, and in principle, 10 years or more of experience is required. Part-time work alone often does not meet this requirement.

Although not legally required, Japanese language skills appropriate to the job content and internal communication are desirable.

When hiring international students as new graduates in Japan, it is necessary to change their residence status from “Student” to “Engineer/Specialist in Humanities/International Services” or another appropriate work-related status.

The basic requirements are that the job duties fall within the professional or administrative fields covered by the status, and that the salary is equivalent to or higher than that of Japanese employees in comparable positions.

In recent years, for graduates of universities or Japanese vocational schools, the relationship between their field of study and job duties has been interpreted more flexibly.

If the employer can reasonably explain the connection between the academic background and the actual work, approval is more likely.

However, if the work is entirely unrelated to the applicant’s field of study, there is still a risk of the application being denied.

Therefore, clearly defining the job duties and preparing an appropriate explanation are important practical steps.

After making a job offer, the company will first prepare an employment contract (or job offer letter) that specifies the job content, work location, salary, etc. Then, depending on the foreign national's current status of residence, the company will prepare an application for a change of residence status or a Certificate of Eligibility. The company will then prepare a letter of reasons for employment explaining that the job content is compatible with the foreign national's status of residence, a company overview document, and documents showing that the salary will be equivalent to that of a Japanese person, and submit the application to the Immigration Bureau.

When hiring foreigners, just as with Japanese people, questions that could lead to privacy or discrimination should be avoided. For example, questions about religion, ethnicity, marital or relationship status, family structure, pregnancy or planned childbirth, or political beliefs should not be asked in interviews, as these are unrelated to job suitability. It is also inappropriate to ask questions that could cause anxiety about the candidate's status in Japan, such as Are there any circumstances in your country that require you to return to Japan? about future plans to return to Japan. It is best to limit questions to those related to the job content, skills, and Japanese language ability.

Yes, you can directly employ foreigners living overseas. However, in order to obtain a residence status for Engineer/Specialist in Humanities/International Services, proof of educational background, work experience, and suitability for the job content is required, and after receiving a job offer, you will need to apply for a Certificate of Eligibility (COE). After receiving the COE, the foreigner will obtain a visa at the local Japanese embassy or consulate and enter the country. Accuracy in the procedures and document preparation is important.

Yes, it is possible to accept them as temporary workers, but there are some points to note. For Engineers, Specialists in Humanities, and International Services, it is essential that the work content to be performed at the dispatched company and the person's educational background and experience match. In addition, the dispatching company will be the employer and will be responsible for things like enrolling the employee in social insurance, clearly stating working conditions, and preparing paperwork when renewing their residence status. If the dispatched company assigns them to simple tasks, it will be a violation of their residence status, so it is important to manage and be accountable for the job content.

Yes, there are actual standards for salary levels. With the Engineer/Specialist in Humanities/International Services residence status, it is not permitted to pay foreigners a lower salary than Japanese nationals just because they are foreigners. The salary must be equal to or higher than that of a Japanese national depending on the work content and experience. It is also essential to comply with laws and regulations regarding social insurance and withholding income tax. If the salary is unreasonably low, the residence status may be denied.

A Certificate of Eligibility (COE) is a document that indicates that Japanese immigration authorities have confirmed in advance that a foreign national overseas will be able to obtain a residence status to work in Japan. Companies apply to immigration authorities for information such as the educational background, job description, and employment conditions of the foreign nationals they plan to employ, and if approval is granted, a COE is issued. Foreign nationals can then apply for a visa at their local Japanese embassy or consulate with the COE, and will be issued a residence card after entering the country.

A COE application requires documents from both the company and the individual. The company will submit a company profile, the most recent financial statements, an employment contract, and documents showing the job duties. The individual will be required to submit documents certifying their educational background and experience, such as a copy of their passport, resume, graduation certificate, transcript, and work history. An explanation showing the relationship between the job duties and their educational background and experience is also important.

The examinatin period for a Certificate of Eligibility (COE) application is usually around one to three months. However, it may take longer if there are any deficiencies in the submitted documents or if time is needed to confirm the relevance of the job content to your major. It may also take longer during busy periods (such as before starting work in April) or if additional documents are requested. It also varies greatly depending on the workload of the regional immigration bureau in charge. It is important to start preparing your application early and with plenty of time to spare.Nishiyama Immigration Service

An application for change of residence status is a procedure for foreigners already residing in Japan to change their current residence status to Engineer/Specialist in Humanities/International Services. On the other hand, an application for a Certificate of Eligibility (COE) is a procedure for inviting foreigners living overseas to Japan, and after the issuance, a visa application is made at the local Japanese embassy, ​​etc. In other words, if you are in Japan, you use a change of residence application, and if you are inviting someone from overseas, you use a COE application.

In principle, the application for certification for a Certificate of Eligibility (COE) is submitted by the accepting company as the agent. On the other hand, applications for change of residence status and applications for renewal of period of stay that are carried out within Japan are procedures that the applicant himself/herself carries out. However, in both cases, there are many documents that the company needs to prepare and submit (company overview, business details, employment contract, etc.), so in practice, the company will generally support the preparations. It is also possible to entrust this to an administrative scrivener or similar professional.

Although arranging housing before entering the country is not a legal obligation, it is advisable to consider securing housing in advance to ensure a smooth acceptance. In particular, if housing is not decided before coming to Japan, it may take time to settle in after arrival, which may delay the start of work. It is important to make arrangements early, such as signing a contract in the name of the company, arranging temporary housing in advance, or working with a real estate company.

In the case of Engineer/Specialist in Humanities/International Services status of residence, there is no legal obligation for the company to cover airfare. It is also acceptable for the individual to cover the cost, and the system does not clearly state who will be responsible. However, in the case of overseas recruitment, having the company cover part or all of the travel expenses can increase the certainty of joining the company and lead to a smooth arrival in Japan. It is advisable to clearly state who will be responsible in advance in the contract and job advertisement.

Foreign employees are required to enroll in Japanese social insurance (health insurance and employee pension insurance) from the day they join the company (the start date of their employment contract). This applies to full-time employees working for a company regardless of nationality, and as a general rule, employees must submit a notification of eligibility from the day they start work, even if they do not have a residence card or are in the process of applying for one. Since insurance cards will be issued at a later date, if they visit a medical institution before then, they can claim a refund after making a temporary payment in advance.

Foreign employees can open a bank account after they enter Japan, receive a residence card, and register their address as a resident. Many banks require a residence card, residence certificate, and identification documents. Since employees do not have an account immediately after entering the country, it is best to provide accompanying support and interpretation support as soon as possible after joining the company so that the account can be opened by the payday.

Foreign employees can bring their family members with them. The family members must obtain a Dependent residence status, and the family members will be screened to ensure that their income is sufficient to support their livelihood and that they have appropriate housing. Accompanying family members is not automatic; separate applications must be made for each family member.

When hiring foreigners in the Engineer, Specialist in Humanities, or International Services roles, a written pledge is optional, but it is effective in ensuring that they clearly understand their obligations under the Immigration Control Act. By having them promise to comply with certain requirements, such as the obligation to carry a residence card, notifying changes in name, address, or place of employment, engaging in work within the scope of their residence status, and prohibiting unauthorized job changes or quitting of employment, you can prevent the risk of inappropriate employment or denial of permission. It is important to carefully explain the contents of the pledge.Japan Immigration Topics

As a general rule, you will receive your residence card at the airport when you enter Japan (major airports such as Narita, Haneda, Chubu, and Kansai). If you obtain a visa based on your Certificate of Eligibility (COE) in advance and present it at immigration, you will be issued your residence card on the spot. At some regional airports, you may receive your residence card by mail at a later date after registering as a resident at your local city, town, or village office.Japan Immigration Topics

When hiring foreign nationals as Engineer/Specialist in Humanities/International Services, they are required to enroll in employment insurance, just like Japanese nationals. If the scheduled weekly working hours are 20 hours or more and the employment is expected to last 31 days or more, they are eligible to enroll regardless of nationality. An Employment Insurance Eligibility Acquisition Notification must be submitted from the day of employment. Enrolling in employment insurance allows the employee to take advantage of systems such as unemployment benefits and education and training benefits, which contributes to the employee's stable livelihood and proper labor management for the company.

Yes, in principle it is mandatory. Foreigners employed in the Engineer, Specialist in Humanities, and International Services positions must be enrolled in social insurance (health insurance and employee pension insurance) and employment insurance, just like regular full-time employees. Enrollment is mandatory if the scheduled weekly working hours are roughly three-quarters or more of those of a full-time employee. In addition, if certain requirements are met, they may be eligible to enroll in social insurance even if their working hours are less than three-quarters. There is no difference in treatment depending on whether they are Japanese or foreign.Employees' Pension Insurance System and Employees' Health Insurance System

Yes, providing a written Notice of Working Conditions (or an employment contract) is mandatory. Under the Labour Standards Act, all employers are required to clearly state key employment conditions—such as wages and working hours—in writing for all workers, regardless of whether they are Japanese or foreign nationals.

In addition, documents such as the employment contract are also required when applying for residence statuses like “Engineer/Specialist in Humanities/International Services” with the Immigration Services Agency.

To prevent misunderstandings due to language barriers, it is advisable to provide the document not only in Japanese but also in the worker’s native language or another language they can fully understand.Notice of Employment

Regardless of whether the employees are foreigners or not, companies with 10 or more employees are required to create and submit work ruleswork rule(就業規則:Shugyokisoku).Information on Labor Standards

Even during a probationary period, a valid work-authorized residence status is required. In Japan, foreign nationals must hold a residence status that permits work appropriate to their job duties in order to be employed. A probationary period is still considered regular employment based on a labor contract, so allowing someone to work without the proper status would constitute unauthorized employment.

The “Engineer/Specialist in Humanities/International Services” residence status is granted after reviewing the individual’s background and the job description based on an employment contract.

If hiring from abroad:

A Certificate of Eligibility must be obtained before arrival in Japan, and based on that certificate, a visa will be issued. The person must enter Japan with the appropriate residence status.

If changing status within Japan (e.g., from Student):

A “Change of Status of Residence” application must be submitted and approved before starting work. It is not permitted to have the individual begin employment, even on a probationary basis, before the proper residence status is granted.

Yes, it is required. If an employee changes their address, they must submit a Notification of Address within 14 days. The employee must submit the notification at their local municipal office or via My Number Portal. Failure to submit the notification may be detrimental to their future application for renewal of their period of stay or permanent residence permit. As an employer, it is advisable to inform and follow up with the employee upon becoming aware of the change of address to ensure that they submit the notification.

Attendance management is required for foreign workers just like for Japanese workers. Under the Labor Standards Act, working hours, breaks, and holidays must be managed appropriately, and maintenance of fair working conditions is also a requirement for residence status. While any format is acceptable, such as time cards, IC cards, attendance systems, or paper attendance records, it is important to use a method that accurately records the actual situation. Improper management can lead to problems such as unpaid overtime wages and affect residence status renewal.

New hires are required to receive the same training as Japanese employees. While legally, there is no special additional training required for foreigners, it is important to clearly explain the job content, work rules, safety and health, and internal communication methods. In particular, to prevent misunderstandings due to differences in culture and workplace practices, it is desirable to provide training that is easy to understand, using appropriate language and materials.

Overtime pay must be paid in the same way as for Japanese workers. The Labor Standards Act applies to all workers, regardless of nationality, and requires that extra pay (usually 25% or more, with additional premiums for night work and holidays) be paid for work beyond the regular working hours. Even if overtime pay is included in the monthly salary, the deemed overtime hours and any excess amounts must be clearly stated in the work rules and employment contract. Non-payment or improper management may result in problems or affect your residence status renewal.

Yes, it is possible for a company to change the job description, but it is important to maintain the eligibility of the residence status. Engineer/Specialist in Humanities/International Services applies to white-collar work that requires expertise, such as clerical work, planning, translation, and sales, and if the job mainly involves simple tasks or on-site work, it will no longer be compatible with the residence status. If making major changes, it is necessary to confirm whether the changes are within the scope of the qualification, and if necessary, consider applying for permission to change residence status or notifying the immigration bureau.

If you employ a foreign national in the Engineer/Specialist in Humanities/International Services category, you must submit a Notification Concerning Affiliated Institution, etc. to the Immigration Bureau if there is a change in the place of work. This applies particularly to cases where the place of employment changes, such as a change in the location of the business office or transfer to another branch. The notification must be made by the individual or the company and submitted within 14 days of the transfer. The notification can be submitted online, by mail, or in person. Failure to submit the notification may be disadvantageous for the foreign national employee's renewal of their period of stay.Notification regarding affiliated (contracted) institutions

When hiring foreign nationals with Engineer/Specialist in Humanities/International Services status, side jobs are permitted under certain conditions. However, the content of the side job must fit within the scope of activities specified in the status of residence (specialized administrative work, planning, translation, international services, etc.). Engaging in work that does not fall under the original status of residence, such as part-time work or simple labor, is considered an activity outside the scope of the status of residence and is illegal. If you are going to have a side job, it is important to check whether the work fits the scope and consider applying for permission to engage in activities outside the scope of the status of residence permitted if necessary.

When renewing the “Engineer/Specialist in Humanities/International Services” status, the required documents generally include: (1) Application for Extension of Period of Stay,(2) Passport and Residence Card,(3) Employment contract (or notice of working conditions),(4) Certificate of registered matters of the company or financial statements, and (5) Evidence of salary payments (such as pay slips or withholding tax certificates).However, if the applicant has changed employers since the previous permission, immigration authorities will re-examine whether the job duties and employment conditions satisfy the requirements for this status. In practice, this means that documents similar to those required for a “Change of Status of Residence” application may be requested. It is especially important to submit detailed materials such as a company profile, a description of business operations, an organizational chart, and explanations of role allocations in order to clearly demonstrate that the work is of a professional nature.

Applications for renewal of the Engineer/Specialist in Humanities/International Services residence status can be processed up to three months before the expiration date of your residence status. In principle, the renewal is carried out by the individual, but the company will assist with preparing the employment contract and company profile documents. If you apply right up to the deadline, your residence status may expire while your application is still being reviewed, so it is best to start preparations as early as possible. Furthermore, if you apply before your residence status expires, you will be able to continue working legally while your application is being reviewed.

When applying for renewal of the Engineer/Specialist in Humanities/International Services residence status, evaluation interview records and performance evaluation sheets are not required. However, the renewal review will check whether the work content is continuing, whether the treatment is appropriate, and whether the work is being performed based on expertise. Therefore, if the company has a personnel evaluation system, voluntarily submitting evaluation sheets and work reports can clarify the actual state of continued employment and may be advantageous in the review. If there is no problem, it is a good idea to consider submitting them.

Family members staying in Japan under the “Dependent” residence status are not allowed to work as is. However, if they wish to work, they can apply for “Permission to Engage in Activity Other Than That Permitted” (up to 28 hours per week). Once approved, they may take typical part-time jobs such as in convenience stores or restaurants. Certain industries, such as those related to adult entertainment, are prohibited.

If they intend to work full-time or in a professional position, they must change their status to a work-eligible residence category such as “Engineer/Specialist in Humanities/International Services.” It is important to manage employment carefully by confirming whether the necessary permission has been obtained.

Even if a company is absorbed and merged, the foreign national's residence status of Engineer/Specialist in Humanities/International Services will not immediately become invalid. However, since the employer (affiliated organization) will change, a Notification of Affiliated Organization must be submitted to the Immigration Bureau within 14 days. It is also important that the job content, remuneration, and working conditions remain the same after the merger. If the job content changes significantly or becomes centered on simple tasks, the suitability of the residence status will become an issue, so it is necessary to check in advance.

Foreign nationals with the “Engineer/Specialist in Humanities/International Services” residence status may undertake long-term business trips, provided that the duties performed at the destination remain within the scope permitted by their status. For domestic business trips, there is generally no issue as long as the nature of the work does not change. However, if the employee’s actual work location effectively becomes permanent, they may be required to submit a “Notification of Affiliated Organization” within 14 days.

For overseas business trips, it is important to use the Special Re-entry Permission system when leaving Japan and to ensure re-entry within the period of stay. Additionally, if the person stays abroad for too long, immigration authorities may determine that they no longer maintain a primary base of life in Japan, which can negatively affect future extensions of stay or permanent residency applications.

Therefore, it is essential for both the company and the employee to properly manage the trip duration, the nature of the duties, and re-entry procedures.

Yes, when hiring foreigners with the Engineer/Specialist in Humanities/International Services residence status, their salary must be equal to or higher than that of Japanese nationals. Immigration Bureau examines whether the employment is being conducted with unfairly low treatment simply because the foreign national is a foreign national. Therefore, if the salary or treatment is significantly lower than that of Japanese nationals performing the same work or role, it will affect the approval or renewal of the residence status. It is important to clearly state the salary amount in the job advertisement and employment contract and set it at an explainable level.

If a company hires a foreign worker under the “Engineer/Specialist in Humanities/International Services” status but the employee is actually engaged in simple labor, the employer may still be held liable for aiding illegal employment, even if they claim they were unaware of it. Under Japan's Immigration Control Act, companies are expected to confirm that the assigned work matches the permitted activities of the residence status. If proper checks were not in place, authorities may determine that the employer “could have recognized” the violation. It is therefore essential to establish a system for monitoring and verifying job duties.Japan Immigration Topics

As the Technical Intern Training Program is based on the premise that trainees will return to their home country upon completion of their training, in principle this is not permitted (though there are exceptions).Japan Immigration Topics

When a foreign national resigns with a status of Engineer/Specialist in Humanities/International Services, the company is obligated to notify the Immigration Bureau. Specifically, a Notification Regarding Affiliated Institution must be submitted within 14 days of the date of resignation (this can be done online, by mail, or in person). The notification should include the date of resignation, reason for resignation, company information, etc. Failure to submit the notification may result in guidance from the company, and may affect the employee's next renewal of their period of stay or job change procedures. It is important to respond promptly, along with procedures for disqualification from employment insurance and social insurance.Notification regarding affiliated (contracted) institutions

When a foreign national leaves a company where they were working under the “Engineer/Specialist in Humanities/International Services” status, they are also required to notify Immigration. Specifically, they must submit a “Notification of Contracting Organization” within 14 days from the date of resignation. The notification can be filed online, by mail, or at an immigration office. It includes information such as the resignation date and the name of the former employer. This procedure allows Immigration to properly monitor the individual’s residence status, and failure to submit the notification may negatively affect future extensions of stay or procedures at a new employer. Prompt submission after resignation is essential.Notification regarding affiliated (contracted) institutions

Even if a foreign national resigns from a company where they were working under the “Engineer/Specialist in Humanities/International Services” status, their residence status does not immediately become invalid. However, they must submit a “Notification of Contracting Organization” to Immigration within 14 days of resignation. They may remain in Japan while searching for a new job, but if they remain without an employer for more than three months, Immigration may determine that they no longer have actual work activities, which could lead to cancellation of their residence status. Therefore, it is important to find a new employer promptly.

If the person decides to return to their home country, they must arrange their flight, complete departure procedures, file a moving-out notification at the local city office, withdraw from health insurance and pension systems, and return their residence card at the time of departure inspection. The necessary procedures differ depending on whether the person plans to change jobs or leave Japan, so employers are encouraged to carefully confirm the person's intentions and provide appropriate support.

Yes, paid leave (annual paid leave) applies to foreigners in the same way as Japanese employees. The Labor Standards Act grants paid leave to workers who meet the same working conditions, regardless of nationality. Specifically, paid leave is granted if the employee has worked continuously for six months since being hired and has attended work on more than 80% of all working days. The number of days granted also increases with years of employment. Therefore, even when hiring foreigners in the Engineer/Specialist in Humanities/International Services category, it is important to clearly state in the company's rules of employment and notice of working conditions that the same leave system as for Japanese employees is in place.

When hiring an employee as an Engineer/Specialist in Humanities/International Services, there is no legal obligation for the company to cover the cost of returning home. In the case of termination of the employment contract or voluntary resignation, the employee is generally responsible for the cost. However, if the return is due to company circumstances or the company promised to cover the cost at the time of hiring, the company will generally cover the cost. It is important to clarify the arrangements for covering the cost in the employment contract or offer letter to avoid any issues.

Yes, it is. Even if an employee is a foreign national, if they were employed in Japan and enrolled in social insurance, they will go through the same procedure for losing their social insurance eligibility when they resign, just like Japanese nationals. The company will submit a Notification of Loss of Eligibility for Health Insurance and Employees' Pension Insurance to the pension office, with the day after the employee's retirement date as the date of loss of eligibility. Also, if the employee was enrolled in employment insurance, they will submit a Notification of Loss of Eligibility for Employment Insurance to Hello Work. If the employee returns to their home country, it may be possible to apply for a lump-sum withdrawal payment, so it is helpful to explain this as well.

Yes, foreign employees can receive the pension if they meet certain conditions. If a foreigner has been enrolled in the Employees' Pension Insurance in Japan and then returns to their home country and no longer has a residence in Japan, and therefore does not meet the eligibility period for receiving the pension, they can apply for a lump-sum withdrawal payment. In principle, applications must be made within two years of the last date of loss of eligibility. However, if the foreigner plans to re-enter Japan and re-enroll in the pension system in the future, applying for a lump-sum withdrawal payment will reset the enrollment period, so please be aware of this.

Foreigners are required to pay resident tax after retirement, just like Japanese nationals. Resident tax is levied from June of the following year to May of the following year based on the previous year's income, so even after retirement or returning to your home country, resident tax for the relevant period may remain. Since company payroll deductions will no longer be made, in most cases a payment slip will be sent to you or your address in Japan, and you will have to pay it yourself. If you return to your home country, you will need to designate a tax agent in Japan.

Yes, they should be issued. Under the Labor Standards Act, companies are obligated to issue a retirement certificate without delay if an employee requests one. This applies to foreigners as well as Japanese employees. The information included should be limited to necessary items such as duration of employment, job duties, and reason for leaving, and unnecessary information that may be detrimental to the employee should be avoided. A retirement certificate may also be required for procedures to change or renew residence status at a new employer, so it is important to issue it smoothly.

Yes, it is possible. Even if a foreign employee returns to their home country after retirement, there may be occasions when communication between the company and the former employee is necessary, such as informing them of outstanding resident tax payments or explaining the procedures for lump-sum withdrawal from the Employees'Pension Insurance. There may also be confirmation matters that need to be confirmed after submitting the Notice of Contract Termination to the Immigration Bureau. Since resident tax payment slips are sent the following year, it is especially smooth if he/she has a tax agent appoint someone in Japan before returning to his/her country. It is important to confirm communication methods and contact details before leaving your his/her country.