Japan Work Permits & Visas: Employer Guide to Types & Sponsorship

Who Needs a Work Permit in Japan?

In Japan, any foreign national intending to engage in paid employment must obtain a work permit, typically in the form of a work visa corresponding to their job type. Exceptions include permanent residents, long-term residents, and spouses or children of Japanese citizens or permanent residents, who possess inherent work authorization. Employers must verify that prospective international hires have the appropriate work visas before commencing employment to comply with Japanese immigration laws.

Work Permits and Visas in Japan

Difference Between Work Permits and Work Visas in Japan

In Japan, there is an important distinction between work visas and work permits:

Work Visa: A visa is permission to enter Japan, issued by Japanese embassies or consulates abroad. It is essentially an entry document that allows a foreign national to travel to Japan.

Status of Residence: What is commonly referred to as a "work permit" in many countries is actually called a "Status of Residence" (在留資格, Zairyū Shikaku) in Japan. This status determines what activities you can legally engage in while staying in Japan, such as working in specific fields, studying, or residing with family members. The Status of Residence is granted by the Immigration Services Agency upon arrival or when changing/extending your status within Japan.

Certificate of Eligibility (COE): This is a document issued by Japanese immigration authorities confirming that an applicant meets the requirements for a specific Status of Residence. While not mandatory, having a COE significantly streamlines the visa application process and almost guarantees the granting of the corresponding Status of Residence upon entry.

In summary, to work legally in Japan, you need both:

1. A visa to enter Japan (entry permission)
2. An appropriate Status of Residence that allows work activities (work authorization)

Types of Work Visas in Japan

Work-Related Status of Residence Categories

Non-Working Status of Residence Categories (Related to Work)

Work Permit Application Process in Japan (Step-by-step)

In Japan, the work authorization process typically centers on securing an appropriate status of residence and, in many cases, a Certificate of Eligibility (CoE) before the employee applies for a work visa at a Japanese embassy or consulate. The exact steps can vary by visa category, but most corporate-sponsored hires follow a similar sequence.

• Step 1: The employer identifies the appropriate status of residence, such as Engineer/Specialist in Humanities/International Services, Intra-Company Transferee, or Highly Skilled Professional. The role description, required qualifications, and salary must align with immigration criteria for that category.
• Step 2: The employer gathers corporate documentation to support sponsorship. This often includes the company’s registration certificate, tax payment certificates, financial statements, and an overview of business activities to demonstrate stability and genuine need for a foreign hire.
• Step 3: The employee prepares personal documentation. Typical documents include a valid passport, CV, university degree certificates, professional qualifications, employment history, and, where applicable, proof of prior experience relevant to the role.
• Step 4: The employer (or its representative in Japan) submits a Certificate of Eligibility application to the regional immigration bureau. The application package sets out the job description, employment contract, salary details, and supporting evidence that the candidate meets the criteria for the chosen status of residence.
• Step 5: Immigration reviews the CoE application and may request additional information. During this period, authorities assess the company’s track record, the genuineness of the role, and whether the candidate’s background matches the proposed activities.
• Step 6: Once the CoE is approved, it is sent to the employee abroad. The employee then applies for a corresponding work visa at a Japanese embassy or consulate, submitting the CoE, visa application form, photos, and passport, and paying any applicable consular fees.
• Step 7: After the visa is issued, the employee travels to Japan and receives a residence card upon entry at major airports. The employee must then complete local registration procedures, such as registering their address at the municipal office and enrolling in social insurance where applicable.

Requirements and Eligibility for a Work Permit

Eligibility for work-related residence in Japan depends on both the employer’s situation and the employee’s qualifications. Authorities focus on whether the role fits a recognized status of residence and whether the candidate is suitably skilled.

Common requirments inlcude:

• Relevant academic or professional background: For categories like Engineer/Specialist in Humanities/International Services, immigration typically expects a university degree in a related field or several years of relevant professional experience. This helps show that the candidate can perform the specialized duties of the role.
• Genuine job offer and compliant employment terms: A signed employment contract or offer letter is usually required, setting out job duties, salary, and working conditions. Authorities look for terms that comply with Japanese labor standards and are consistent with market practice.
• Financially sound sponsoring entity: The sponsoring company is generally expected to demonstrate financial stability through tax certificates and financial statements. This reassures immigration that the employer can pay the promised salary and is operating legitimately.
• Alignment with permitted activities: The proposed duties must fall within the scope of the requested status of residence. For example, an Intra-Company Transferee should be transferred from a foreign affiliate and perform managerial or specialist work, not general clerical tasks.
• Compliance history and clean record: Both the employer and employee should have a clean immigration and legal record in Japan. Prior violations, unpaid taxes, or non-compliance with labor rules can negatively affect eligibility or lead to closer scrutiny.

Work Permit Processing Time in Japan

Processing times for Japanese work authorization can vary based on the immigration office, the specific status of residence, and the completeness of the application. Seasonal peaks and additional document requests can also extend timelines.

The typical processing time for a work permit or visa in Japan can vary depending on whether a Certificate of Eligibility is required, the type of status of residence, and how quickly both employer and employee provide supporting documents. Generally, you can expect the following timelines:

• Temporary Residence or Work Permit: For most work-related statuses of residence supported by a Certificate of Eligibility, processing is often around 1 to 3 months after submission of a complete CoE application, followed by several days to a few weeks for the visa at the embassy or consulate.
• Permanent Residence: Applications for permanent residence can take 6 to 12 months or longer, as authorities conduct more detailed background checks, review tax and social insurance records, and assess the applicant’s integration and stability in Japan.
• Short-Term Business or Work Visas: Short-term business visas for meetings, negotiations, or brief assignments are often processed in about 1 to 3 weeks after a complete application is filed with the Japanese embassy or consulate, though timing can vary by location.

Expected Processing Timeline: Employer vs Employee

While exact timelines differ by case, it is useful to map out the typical sequence of actions for both employer and employee over several weeks.

• Week 1: Employer confirms the role, selects the appropriate status of residence, and requests initial documents from the employee. The employee gathers core documents such as passport scans, CV, and degree certificates.
• Week 2: Employer finalizes the employment contract and prepares corporate documents, including registration certificates and tax records. The employee provides any additional evidence of experience or qualifications requested.
• Week 3–4: Employer or immigration representative submits the Certificate of Eligibility application to the regional immigration bureau. The employee remains available to answer questions and supply clarifications if needed.
• Week 5–10: Immigration reviews the CoE application, and the employer responds promptly to any requests for further information. The employee prepares for the consular visa application, including photos and local forms.
• Week 11–12: After CoE approval, the employee applies for a work visa at the Japanese embassy or consulate and typically receives a decision within several days to a few weeks. The employee then arranges travel and prepares for arrival procedures in Japan.

Who Does What During Japan Work Permit Sponsorship?

• Employers are responsible for: Defining the role, selecting the correct status of residence, preparing and submitting the Certificate of Eligibility application, and providing accurate corporate and job-related information. They must also ensure ongoing compliance with labor, tax, and immigration rules, including monitoring expiry dates and initiating renewals.
• Employee is responsible for: Providing accurate personal information and supporting documents, such as degrees, resumes, and reference letters, and attending any required interviews. They must also maintain a valid passport and residence card, keep their address registration up to date, and comply with the specific conditions of their status of residence.

Work Permit Renewal Periods in Japan

In Japan, many work-related statuses of residence are granted for periods such as 1 year, 3 years, or 5 years, with the possibility of renewal as long as the underlying employment and eligibility conditions continue to be met. Employers and employees should track the residence card’s expiry date and start renewal preparations several months in advance to avoid gaps in status.

Renewal typically involves submitting updated documents to show that the employment relationship, salary level, and company operations remain compliant and stable. Practice may vary by immigration office and individual circumstances, so it is advisable to confirm current requirements with the regional immigration bureau or seek local professional guidance before each renewal cycle.

What Are the Fees for a Work Permit or Visa in Japan?

The fees for obtaining a work visa in Japan vary based on the type of visa and entries permitted.

Note: The above fees reflect government fees for work permits and visas in Japan, and is not associated with Playroll's fees for visa support services. Please contact our team for detailed information on our visa support services.

Visa Requirements for Digital Nomads in Japan

Japan does offer a Digital Nomad Visa as of 2025.This is a relatively new addition to Japan's visa system that was introduced to accommodate the growing trend of remote work.

Japan's Digital Nomad Visa Details

The Digital Nomad Visa in Japan allows remote workers to stay in Japan for up to 6 months while working for employers or clients outside of Japan. Here are the key features:

Eligibility Requirements:

• Must be from a visa-exempt country that has a bilateral tax agreement with Japan
• Must have private health insurance coverage
• Must have a minimum annual overseas income of JPY 10 million (approximately USD 67,000)
• Must be employed by a company outside Japan or be self-employed with clients outside Japan

Key Limitations:

• Valid for up to 6 months
• Non-renewable (you must leave Japan after the 6-month period)
• Does not permit employment with Japanese companies
• Does not allow working for local clients in Japan

Application Process:

• Typical processing time is 30-90 days
• Dependents (spouse and children) are eligible to accompany the visa holder
• Application must be made from outside Japan

Important Notes:

• This visa is specifically designed for temporary stays and does not lead to permanent residency
• Visa holders must continue to work for their foreign employer or clients
• Local employment is strictly prohibited

The Digital Nomad Visa represents Japan's recognition of changing work patterns globally, though it's more restrictive than some other countries' digital nomad visa programs due to its non-renewable nature and relatively high income requirement.

Employer Compliance & Obligations in Japan

Employing foreign nationals in Japan presents several challenges. To navigate these effectively, consider the following common issues and tips:

 
• Navigating Complex Immigration Procedures: The process of obtaining work visas involves multiple steps and strict documentation requirements, which can be time-consuming and intricate.
 
• Ensuring Compliance with Labor Laws: Employers must adhere to Japanese labor regulations, including employment contracts, working hours, and employee benefits, to avoid legal issues.
 
• Overcoming Language and Cultural Barriers: Effective communication and integration of foreign employees require addressing language differences and cultural nuances within the workplace.

Hire Global employees without hassle with an EOR solution

Expanding your workforce across international borders is an exciting step, but it can be a logistical nightmare to hire and pay employees in different countries. That’s the advantage of using a trusted Employer of Record like Playroll. They can:

• Handle your international payroll: An EOR will act as your payroll provider, paying your employees on your behalf in the local currency. The company will also have in-depth knowledge of local tax codes, regulatory practices, and everything else that goes into managing global payroll.
• Alleviate compliance concerns: Different countries each have their own federal and local laws governing employee payments. An EOR helps ensure that you are compliant with the unique set of laws for any country in which your company operates. This is extremely important since a compliance slip-up can result in heavy fines or even a lawsuit.
• Hire and pay international contractors: Sometimes a particular project or role doesn’t require hiring a full-time employee. An EOR gives employers the flexibility to also hire contractors as needed, and avoid the potential for misclassification under local labor law.