2025-04-10

Basically, a work visa is required for non-Japanese nationals to work in Japan. In addition, this work visa has a validity period, so if you wish to continue to work in Japan, you must go through the renewal procedure before the expiration of the validity period. Even within the period of validity, if you change jobs, you may need to change your visa status.

What is a work visa?

A work visa is a status of residence for foreigners residing in Japan that allows them to work in Japan. The other type of visa is a status-based visa, and the spouse of a Japanese national falls under this category.

In other words, work-related status of residence is generally referred to as a “work visa. This status of residence allows the holder to work in a specific job or occupation. Therefore, it is not possible to work in a job or occupation that is not permitted.

Visa Renewal

A work visa has a period of stay, and if you wish to continue to reside in Japan, you must apply for a visa renewal within the period of stay. When applying for permission to extend the period of stay, the applicant (foreign national) and the company both need to prepare certain documents.

The documents to be prepared by the foreigner and the documents to be prepared by the company (by category) are as follows. The categories are classified mainly by the number of employees of the company.

Documents to be prepared by foreigners
・Application form for permission to extend the period of stay
・Passport, Residence Card
・Photograph of the applicant (taken within the last 6 months)
・Documents certifying the category of the employing company (to be sent to the foreigner by the company)
※If the employing company falls under category 3 or 4, the following documents should also be prepared.
・Certificate of taxation or certificate of tax payment of inhabitant tax
・Documents that give an outline of the company where the foreigner will be employed.
・A copy of the notice of working conditions or employment contract (to be sent to the foreigner by the company)

Items to be prepared by the company
【Category 1】
・A copy of the company’s quarterly report or a document certifying that the company is a listed company in Japan.
・Documents certifying that the company has been approved for establishment by the competent authorities.
・Documents proving that the company falls under a) and b) of the special additions in the table in each item of Article 1, Paragraph 1 of the Ministerial Ordinance on Highly Specialized Professionals.
・Documents proving that the company meets certain conditions.

【Category 2】
・A copy of the statutory report showing the employee’s salary income and the amount of withholding for the previous year (with the seal of receipt)
・Documents certifying that the applicant has received approval for the use of the online system for residence application (e.g. email notification of approval for the use of the online system)

【Category 3 and 4】
・A copy of the legal record showing the employee’s salary income, withholding tax, etc. for the previous year (with the seal of receipt)
・A copy of the notice of working conditions or employment contract
・A copy of the certificate of registered matters
・A copy of the most recent financial report

What if I have changed jobs?

If a foreigner changes jobs during the period of validity of his/her status of residence and the nature of his/her work changes, he/she must apply for “permission to change status of residence”. If the appropriate status of residence is not obtained and the job is outside the scope of authorized work, it will be considered illegal employment, and the foreigner and the employing company will be penalized.

When applying for permission to extend status of residence, there are certain documents to be prepared by both the applicant (foreigner) and the company. The documents to be prepared by the foreign national and the documents to be prepared by the company are as follows.

Documents to be prepared by the foreigner
・Application form for permission for change of status of residence
・Photograph of the applicant (taken within the last 6 months)
・Passport or resident card
・A copy of the employment contract or the notice of working conditions (to be sent to the foreigner by the company)
・Document certifying the title of professional or advanced specialist (for those who graduated from a vocational school)

Documents to be provided by the company
・Certificate of registered matters
・A copy of the contract of employment or a copy of the notice of working conditions (to be sent to the foreigner after issuance)
・A copy of the most recent financial report
・A copy of the most recent financial statement ・Total statutory report showing the employee’s salary income and withholding tax for the previous year (a copy of the one with the receipt stamp)
・Documents that show the outline of the company
・Documents certifying the category of the company (a copy of the subsidy decision notice, certificate of accreditation, etc.)
※As with the application for permission to extend the period of stay, the required documents will vary depending on the category of the company.

Summary

Even within the period of validity of a work visa, if the type of business or occupation changes as a result of a job change, an “application for permission to change status of residence” must be filed. If the foreigner does not apply for this permission and continues to work in Japan, not only the foreigner himself/herself but also the employing company will be penalized.