Hiring Foreign Nationals: Residence Cards, Work Authorization and Notifications
Learn about checking residence cards, Permission to Engage in Activity Other Than That Permitted, Designation Forms, and whether job duties are appropriate before hiring foreign nationals. This guide covers applications related to international students’ employment, documents to be prepared by companies, and how to set employment conditions, as well as the differences between notifications to Immigration Services and Hello Work and their deadlines.
Before hiring, check both sides of the residence card and the Designation Form
Before hiring, ask to see the original residence card and verify the person’s identity and photo, status of residence, period of stay expiration date, and whether there are any work restrictions. Also check the permission to engage in activities other than those permitted under the status of residence section on the back. The name “Designated Activities” alone does not indicate whether the person may work; you need to check the activity details in the designation form attached to the passport. For statuses that specify an employer, also confirm that the designation form covers the prospective employer. If you are concerned about whether a card is genuine, you can use the Immigration Services Agency’s Residence Card Reader app to compare the information printed on the card with the information read by the app.
[1][2]Compare the status of residence with the actual job duties
“Engineer/Specialist in Humanities/International Services” is a status for work requiring specialized technical knowledge or expertise, or work based on foreign cultures. Do not rely only on a hiring title such as “interpreter” or “engineer”; check the actual duties and their relationship to the person’s education and work history. The person cannot have general customer service, cleaning, production-line work, or similar tasks as their principal duties. Even if such work is performed temporarily as training, the details and duration must be checked. By contrast, “Permanent Resident,” “Long-Term Resident,” “Spouse or Child of Japanese National,” and “Spouse of Permanent Resident” have no occupation restrictions under the Immigration Control Act.
[2]Manage permissions and working hours for student part-time work
“Student” and “Dependent” are not, by themselves, statuses that allow part-time work. Check for permission to engage in activities other than those permitted under the status of residence, and, in the case of comprehensive permission, manage work on the basis that it is generally limited to 28 hours per week. Confirm the person’s total hours, including work at other employers. Students may work up to 8 hours per day only during long school holidays designated by their educational institution. Work at establishments where adult entertainment businesses are operated, and related activities, is not permitted. After graduation, once the person is no longer enrolled and has finished their Student activities, they cannot continue part-time work under their existing permission, even if the card has not expired.
[2][3]Application and onboarding process for hiring an international student
When hiring an international student for a job, the person must obtain permission to change their status of residence to one that matches the duties. First, finalize the job duties and employment terms, then prepare the person’s education records and the company’s documents and submit the application. An application may be accepted with a certificate of expected graduation, but a certificate of graduation must be submitted after graduation. As a general rule, the applicant submits the application in person, either at the Immigration Services office with jurisdiction over their place of residence or through an online application if the eligibility requirements are met. The person cannot start the new job merely because an application is pending. Start work only after confirming that the change has been approved, then proceed with the post-hire notifications.
[2][6]Specify employment terms and avoid work before permission is granted
Japanese labor laws and regulations apply to foreign nationals in the same way as they do to Japanese nationals. Clearly specify job duties, work location, wages, working hours, and other terms in a written notice of working conditions or employment contract, and explain them in a way the person can understand. Under “Engineer/Specialist in Humanities/International Services,” the remuneration must be at least equivalent to that paid to a Japanese national engaged in the same work. A contract whose effect is conditional on obtaining work authorization may also be considered. Even if a particular start date is desired, it is important not to have the person perform the relevant duties before permission is granted. Reviews may take longer if documents are missing or further checks are required; neither approval nor a completion date is guaranteed.
[1][2][6]Individual Affiliation Notifications and Employer Notifications Are Separate
A mid- to long-term resident holding an eligible status, such as “Engineer/Specialist in Humanities/International Services,” “Nursing Care,” “Skilled Labor,” or “Specified Skilled Worker,” must generally notify Immigration within 14 days if they leave their job, enter into a new contract, or if the name or location of their contracting organization changes. A company’s notification to Hello Work does not replace this requirement. Separately, organizations accepting people under designated statuses, such as “Engineer/Specialist in Humanities/International Services,” are required to make reasonable efforts to notify Immigration of the start or end of acceptance within 14 days. Organizations required to submit a notification of foreign employment status are excluded from this requirement. Company notifications for “Specified Skilled Worker” are subject to a separate system and should be checked separately.
[1][4][5]Foreign Employment Notifications: Coverage, Deadlines and Filing Methods
Companies must notify Hello Work when they hire or separate from a foreign national. “Diplomat,” “Official,” and Special Permanent Residents are excluded, but Permanent Residents and international students working part-time are included. For insured employees under employment insurance, the notification is made using the employment insurance enrollment or termination notification: the deadline is the 10th of the month following hiring, and, for separation, within 10 days starting from the following day. For people who are not insured employees, use Form No. 3, the Notification of Foreign Employment Status, and submit it by the end of the following month. Online notifications can be made through e-Gov for insured employees, and through the Foreign Employment Status Notification System for others.
[1]Documents and supporting materials to prepare
The following are examples of materials to prepare. Required documents vary depending on your status of residence and application. Please check the relevant official list of documents to be submitted.
Documents concerning the person’s residence status, education, and work history
For hiring checks, review both sides of the residence card and the passport, and, where applicable, also check the designation form and the details of any permission to engage in activities other than those permitted under the status of residence. For an application under “Engineer/Specialist in Humanities/International Services,” prepare documents as appropriate to the application, such as a certificate of graduation, certificate of expected graduation, evidence of a title such as “senmonshi” (specialist), and proof of work history. Keep documents used for hiring checks separate from those to be shown or submitted with the application.
[2][3][6]Written notice of working conditions or employment contract and explanation of job duties
Prepare documents showing the job duties, work location, expected term of employment, remuneration, and other relevant details. To explain whether the job qualifies under “Engineer/Specialist in Humanities/International Services,” it is also helpful to organize information on the person’s day-to-day duties and how they relate to their education and experience. A letter explaining the reason for hiring is not a uniform statutory requirement, but if it is needed for the review, additional documents, such as a specific explanation of the job duties, may be requested.
[2]Company registration certificate, business description, and financial statements
For “Engineer/Specialist in Humanities/International Services,” prepare documents according to the affiliated organization’s category, such as a company registration certificate, company brochure or similar material explaining the business in detail, and financial statements for the most recent fiscal year. For a new business, prepare a business plan. These are not documents that every company must submit in all cases; check the category and any applicable rules allowing documents to be omitted before preparing the set.
[2]Tax and other documents proving the company’s category
Check which documents are needed to prove the affiliated organization’s category, such as the total statutory record summary table for withholding tax on employment income for the previous year. If the statutory record summary table cannot be submitted, alternative documents appropriate to the reason are required. For a change to “Engineer/Specialist in Humanities/International Services” by an international student graduating from a university or similar institution in Japan, there are also procedures allowing some documents to be omitted by attaching a specified explanatory document. Check the latest list of required documents.
[2]Documents added in 2026 and documents for dispatched-worker arrangements
For applications under “Engineer/Specialist in Humanities/International Services” submitted on or after April 15, 2026, a declaration concerning the affiliated organization’s representative has been added for Categories 3 and 4. For interpersonal work that primarily uses language skills, also check for documents proving proficiency at CEFR B2 level or equivalent in the language used for the work. For dispatched-worker arrangements, prepare separate documents, such as undertakings from the dispatching agency and the host company, and documents clarifying the activities and contract period at the host company.
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Frequently Asked Questions
Do I need to file a notification of foreign worker employment when hiring a permanent resident?
Yes. Although the status of residence “Permanent Resident” has no restrictions on occupations, permanent residents are covered by the foreign worker employment notification requirement. They are treated differently from “Special Permanent Residents.” File the notification when hiring and when employment ends, using the method appropriate to whether the person is insured under employment insurance.
[1][2]Can I hire a job changer who holds the status of residence “Engineer/Specialist in Humanities/International Services” by filing a notification alone?
First, check whether the new duties fall under the person’s current status of residence. If they will continue working within the scope of the same status, they generally do not need to change their status of residence. The individual should file a notification regarding their contracting organization, and the employer should file a notification of foreign worker employment. These notifications do not grant permission to work. If it is difficult to determine whether the duties are covered, one option is for the individual to apply for a Certificate of Authorized Employment to confirm this.
[1][2][4]Can I employ an international student part-time after graduation while their application to change status is pending?
If a person has graduated, is no longer enrolled, and has finished their activities as an international student, they cannot work part-time under the extracurricular activity permission they held as a student. Having time left on their period of stay or having a change-of-status application pending does not, by itself, authorize them to work. Even if they have changed to another status, such as “Designated Activities,” check the designation document and the terms of any extracurricular activity permission again.
[2][3]Can a company representative submit an international student’s change-of-status application on their behalf?
Being a company representative alone does not allow someone to submit an application on the individual’s behalf. As a rule, the individual applies. For a company employee to act as an intermediary, requirements include approval from the director of the Regional Immigration Services Bureau and a request from the individual. A company must also complete advance steps, such as submitting a request to use the system, to apply online. Prepare the company’s supporting documents while also confirming who is permitted to submit the application.
[2][6]Operating Office and Consultation Staff
Imai Administrative Scrivener Office
Staff for consultations on status of residence applications: 今井善実 Administrative Scrivener
Please see the office information for details about our services and the scope of consultations. Articles do not promise that we will accept an individual case or that an application will be approved.