Work permits for employees in Japan: A complete guide for employers [2024]
If you're seeking to hire employees in Japan, then understanding the intricacies of obtaining Japanese work permits should be a top priority. Japan's reputation for meticulous attention to detail, strict adherence to rules, and bureaucratic rigor apply to immigration and work laws as much as any other aspect of life. Navigating these rules effectively is crucial to avoid potential penalties such as fines or damaging your company's reputation, and to ensure a smooth transition for your foreign employees.
What is a work permit in Japan?
In Japan, a work permit allows foreign nationals to work in the country for a specified period of time. In order to get a work visa, applicants must have a sponsor (usually their employer), who applies for eligibility on their behalf.
There are numerous categories of working visas that account for different professions, including artists, engineers, medical professionals, researchers, care workers, and more. There is also something called a "highly skilled professional" visa that's only available to individuals with certain abilities and credentials.
Who needs a work permit in Japan?
As a rule of thumb, any foreign national planning to work in Japan needs to have the appropriate work permit, signifying their status of residence. This includes individuals from all nations who are not citizens of Japan. However, there are several exceptions to this rule.
For example, those who hold permanent resident status, those married to Japanese nationals, or those with "long-term resident" status do not require a separate work permit. It's important to note that Japanese society places great emphasis on orderliness and punctuality, so ensuring your employees' immigration statuses are in order before sending them an offer letter is vital.
How long does it take to get a work permit in Japan?
Foreign nationals entering Japan for any long-term purpose need a Certificate of Eligibility (COE) from the Japanese Immigration Services, along with a work permit. The COE can take up to three months to receive, and the work permit is typically processed within 10 business days.
Employers must apply for the COE first. Then, after it's approved, you'll need to send it to the employee so they can submit a work visa application. The process may take longer than the suggested time above. It all depends on the timely and correct submission of documents and the processing speed of Japanese immigration authorities.
Types of work visas in Japan
In Japan, there are many types of work permits and visas (about 30!) that employers should be aware of. Here are some of the most relevant visa types:
- General Working Visa: The general working visa is meant to attract foreign professionals from different occupations. They include artists, business managers, engineers, medical workers, researchers, instructors, and much more.
- Highly Skilled Professional Visa: This visa works on a points-based system aimed at attracting highly skilled foreign professionals. Points are awarded based on factors such as academic background, professional experience, and salary. This visa comes with several benefits, including a longer period of stay and the ability to bring along family members.
- Specified Skilled Worker Visa (SSW): Introduced in 2019, this visa allows semi-skilled workers to work in Japan. There are two categories: SSV1 for those who cannot bring their family members, and SSV2 for those with more advanced skills (allowing the holder to bring their family members).
- Working Holiday Visa: This visa allows young people from 30 different countries to travel and work in Japan for up to a year. It’s a great option for freelancers or contractors from eligible countries who want to experience living in Japan.
Each type of work permit has different requirements regarding education, professional experience, and other factors. It's important to assess which one aligns with your employee's qualifications and the role they will play in your organization. Remember that Japan’s immigration law is strict and highly regulated, so it's essential to carefully prepare the application documents to avoid potential pitfalls or delays in the process.
Application process for Japanese work visas
As an employer, the visa application process for your prospective employee entails a few steps:
- Certificate of Eligibility (COE): First, you must apply for a COE from the regional immigration office in Japan. This document essentially attests that the employee satisfies the conditions for the work permit. You'll need to provide detailed information about your company, the position, and the applicant.
- Visa application: Once you obtain the COE, it should be sent to the employee, who will then submit it, along with their visa application, to the Japanese embassy or consulate in their home country.
- Issuance of visa and residence card: If successful, a visa will be issued for the employee to travel to Japan. Upon arrival, they will be given a residence card, which they should carry at all times.
It's important to note that Japanese officials are meticulous in their review of documents, so ensure all information provided is accurate and complete.
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Frequently asked questions about work permits for employees in Japan
Do US citizens need a work permit to work in Japan?
Yes, US citizens are required to have the appropriate work permit to work in Japan, just like any other foreign worker. The type of work permit depends on the nature of the work they intend to do. It's important to ensure that your American employees secure the correct permit to avoid any legal complications.
What are the required documents for applying for a Japanese work permit?
The documents required can vary depending on the type of work visa applied for but typically include a valid passport, visa application form, passport-sized photograph, and the original Certificate of Eligibility (COE) issued by the Immigration Services Agency of Japan. Additional supporting documents might be necessary depending on the specific circumstances of the employee and the employer.
What’s the fastest way to get a work permit in Japan?
The quickest way to secure a work permit is to start the process early and ensure all the necessary paperwork is accurately filled out and submitted promptly. As an employer, it's crucial to provide your employees with the information and support they need to apply for their visas, such as securing the COE on their behalf.
How much does it cost to get a Japanese work permit?
Costs associated with obtaining a work permit in Japan vary depending on the type of visa and any intermediary services used. As of April 2024, a single entry visa costs $22, while a multiple entry visa is $43. However, US citizens are exempt from paying visa fees. Please note that these costs are subject to change and should be verified with the nearest Japanese embassy or consulate.
Are family members included in work visa applications in Japan?
Family members are not automatically included in a work visa application. They must apply for a "dependent" visa if they wish to accompany the employee to Japan. It's essential to ensure that these applications are also handled in a timely and accurate manner to facilitate a smooth transition for your employee and their family.
How do you renew your Japanese work permit?
Employees will need to submit an application to the Immigration Services Agency of Japan to renew a work permit and their status of residence. This should be done well before the expiration of the current visa (up to 90 days in advance).
Is there a limit on the number of work permits you can obtain in Japan?
There isn't a specific limit on the number of work permits a company can secure. However, it's important to note that each work permit is linked to a specific individual and job. Companies are encouraged to uphold the principles of fair hiring and not exceed their actual staffing needs.
What is a re-entry permit in Japan and how do you get one?
A re-entry permit is generally required if a foreign national in Japan plans to leave and return while maintaining their current visa status. However, as of 2012, a special re-entry permit system allows most foreign nationals to re-enter Japan without having to apply for a re-entry permit, as long as they return within a year.
What is a single entry in Japan?
A single-entry visa allows a foreign national to enter Japan once and is valid for three months. If they leave Japan (except for specific circumstances), the visa will no longer be valid for re-entry. It's important for your employees to understand this, especially if they intend to travel frequently.
What is a multiple-entry visa in Japan?
A multiple-entry visa allows a foreign national to leave and re-enter Japan multiple times while the visa remains valid. It offers more flexibility for employees who need to travel frequently for work or personal reasons.
How does income tax work in Japan?
Japan operates a progressive taxation system, with income tax rates ranging from 5% to 45%, depending on the taxpayer's income level. Employers are usually responsible for withholding the necessary amount from an employee's salary each month. Companies should ensure they understand their obligations under the Japanese tax system to avoid any compliance issues.
Is there a withholding tax in Japan? How does it work?
Yes, employers in Japan are obligated to withhold tax from their employee’s salaries and remit it to the tax authorities. The amount withheld depends on the employee's income and tax status. Employers should familiarize themselves with these obligations.
What is the processing time of a Japanese work permit?
The processing time for a Japanese work permit can vary, but generally, it takes up to three months from the submission of the application to the issuance of the visa. However, the process can be longer depending on the specific circumstances, such as the time it takes to secure the COE, the volume of applications being processed by the Immigration Services Agency, or any issues with the application itself.
What should an employer do if an employee with a Japanese work permit leaves the company?
If an employee leaves your company, you are required to notify the Immigration Services Agency of Japan. It's important to ensure this process is followed correctly to avoid any potential legal implications.
Can a work permit be transferred if an employee changes jobs within Japan?
A work permit in Japan is typically tied to the job and the employer to which it was issued. If an employee changes jobs, they may need to apply for a new work permit. They must also notify the Immigration Services Agency of Japan about their change in employment.
What are the rules for remote work for foreign nationals residing in Japan?
Japan doesn’t have specific regulations addressing remote work for foreign nationals. However, any change in work circumstances should be reported to the Immigration Services Agency of Japan. Given the evolving nature of work, it's best to consult with a legal expert in Japanese immigration law.
What role does a Certificate of Eligibility (COE) play in the work permit process?
A COE is an important document in the Japanese work permit process. It's issued by the Immigration Services Agency of Japan and serves as proof that the foreign national meets the conditions for the status of residence. The COE must be secured before the employee applies for a visa at a Japanese embassy or consulate in their home country. As an employer, assisting your employees with obtaining the COE is a crucial part of the hiring process.
What happens if an employee overstays their Japan work visa?
Overstaying a visa is a serious offense in Japan and could result in penalties including detention, fines, and deportation. It could also affect the individual's ability to secure a Japanese visa in the future. As an employer, it's in your interest to ensure that your employees are aware of their visa expiration dates and take the necessary steps for renewal or departure from Japan.
Is it possible for an employee to switch from a work visa to a permanent resident visa?
Yes, it's possible for a foreign national to switch from a work visa to a permanent resident visa, provided they meet certain criteria. These usually include living and working in Japan for a certain period, displaying good conduct, and being able to support themselves financially, among other things. Transitioning to a permanent resident visa allows the individual greater freedom in terms of employment and length of stay in Japan.
What kind of work permit do medical services and nursing care workers need?
Medical services and nursing care workers usually need a type of work permit called the Medical Services Visa or Nursing Care Visa, respectively. These are designed for foreign nationals who intend to engage in medical services or provide nursing care that requires technical skills or knowledge pertinent to physical or mental health. These specialized visas were put in place to ensure that Japan’s health and nursing sectors meet their staffing needs, especially in the face of an aging population.
What is the difference between the SSV1, SSV2, and Specified Skills Visa in Japan?
The Specified Skills Visa (SSV) is a type of Japanese work permit designed for foreign nationals with certain specific skills. It's divided into two categories: Specified Skills Visa 1 (SSV1) and Specified Skills Visa 2 (SSV2).
SSV1 is for semi-skilled workers. Workers under this category are not allowed to bring family members to Japan and the maximum period of stay is five years in total.
SSV2 is for foreign workers with higher skills. They can bring their family members to Japan, and there is no limitation on the period of stay.
What kind of work experience do foreign workers need to have to apply for a work visa in Japan?
The required work experience for foreign workers seeking to apply for a work visa in Japan varies depending on the type of work permit or visa category they are applying for.
For example, for a Highly Skilled Professional Visa, the applicant should typically have advanced and specialized skills, which often implies a significant amount of relevant work experience.
In all cases, the work experience needs to be in a field relevant to the job the foreign national intends to do in Japan.
In some cases, having a relevant degree can offset some of the work experience requirements. However, the specific requirements can vary, so it's important to check with the Japanese immigration authorities or a legal professional knowledgeable about Japanese immigration law.
Is there a digital nomad visa in Japan?
Yes, there is a digital nomad visa in Japan. Read our guide to see all the countries that offer a digital nomad visa.
Rippling and its affiliates do not provide tax, accounting, or legal advice. This material has been prepared for informational purposes only, and is not intended to provide, and should not be relied on for tax, legal, or accounting advice. You should consult your own tax, legal, and accounting advisors before engaging in any related activities or transactions.
