Work permits for employees in Japan: A complete guide for employers [2025]

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.

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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:

1. 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.

2. 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.

3. 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