2026-04-14

Under the Specific Skilled Worker system, registered support organizations and host organizations are required to conduct “regular interviews.” However, many staff members feel uncertain about what questions to ask and how to prepare the necessary documentation afterward. This article provides a clear explanation of the rules for regular interviews, tips for implementation, and the benefits of outsourcing.

Rules for Conducting Regular Interviews and Appropriate Frequency

For the support of foreign nationals under Specific Skilled Worker Category 1, the law stipulates that regular interviews must be conducted “at least once every three months.” The purpose of these interviews is to confirm whether the foreign national is working in an appropriate work environment and whether they are facing any difficulties in their personal life. The interview subjects include not only the Specific Skilled Worker themselves but also those “in a position to guide their daily life (such as on-site supervisors).”

While face-to-face meetings are the general rule, the use of information and communication technology (such as webcams) is permitted provided certain conditions are met. However, creating a relaxed environment is essential to elicit the individual’s true feelings.

When the receiving organization (the employing company) provides support in-house, there are cases where they forget to conduct these meetings due to a heavy workload. However, this constitutes a serious breach of duty that could result in disqualification. It is crucial to strictly manage deadlines and plan schedules systematically.

The Role of Registered Support Organizations and Interview Content

Many host organizations outsource support to “registered support organizations” because regular interviews require specialized expertise. During these interviews, a wide range of items must be verified, including wage payment status, paid leave usage, and the presence of harassment. In particular, for foreign nationals with insufficient Japanese language proficiency, communication in their native language is essential.

Registered Support Organizations listen to the foreign workers’ true concerns through interpreters and objectively assess whether there are any violations of laws such as the Labor Standards Act. In the unlikely event that an inappropriate work environment or issues are discovered, they are responsible for advising the host organization on improvements and taking appropriate measures, such as reporting the matter to the authorities.

Furthermore, promptly addressing any concerns about daily life identified during the interviews directly contributes to preventing absconding and improving retention rates. Regular checks conducted from a professional perspective serve as a robust mechanism to support companies’ compliance with regulations.

Preparation of Periodic Interview Reports and Follow-up Procedures

Periodic interviews do not end with the interview itself. A “Periodic Interview Report” documenting the results of the interview must be prepared and attached to the “Periodic Report” submitted to the relevant Regional Immigration Bureau (Immigration Bureau) on a quarterly basis.

Preparing this document places a significant burden on the staff responsible. The report must accurately detail the specific topics discussed during the interview, requests made by the foreign national, and the company’s response to those requests. If the report contains omissions or inaccuracies, or if it does not reflect the actual situation, there is a risk that it will be deemed a false report. If you have contracted with a Registered Support Organization, you can entrust them with the entire process, from preparing the report to submitting it to the Immigration Bureau.

Accurate documentation will impact future reviews, such as when transitioning to Specific Skilled Worker Type 2 or applying to accept new foreign nationals. To reduce administrative workload while ensuring legal accuracy, leveraging the expertise of an experienced support agency is a cost-effective long-term option.

Summary

Regular interviews with foreign workers holding Specific Skilled Worker status are essential for maintaining their status of residence and ensuring stable employment. It is important to correctly understand the required frequency and reporting obligations and to conduct high-quality interviews. If you have concerns about internal resources or language support, make wise use of registered support agencies to create a safe and secure working environment.