1. Inviting Foreign Employees from Overseas (New Visa Application)
Certificate of Eligibility (COE) Application
When inviting a foreign employee to Japan, a Certificate of Eligibility (COE) must be obtained first. The COE is then used to apply for a visa at the Japanese embassy or consulate.
Processing Time: Approx. 4 months to 6 months
Required Documents
Documents from the Applicant:
・COE Application Form
・Photo (4cm × 3cm, taken within the last 3 months)
・Copy of passport
・Resume
・Graduation Certificate
・Academic Transcript
・Certificate of “Specialist” or “Advanced Specialist” Title (if applicable)
Documents from the Employer:
・Employment Contract / Labor Conditions Notice
・Job Description
・Letter of Employment (Hiring Notice)
・Certificate of Company Registration
・Company Brochure or Website Copy
・Financial Statements
・Statement of Total Statutory Withholding Documents
・Tax Payment Certificate (Form No. 3 and Form No. 3-3)
・If hiring a dispatched worker: Documents outlining work details at the dispatch location
Procedure Steps
1️⃣ Submit the COE application to the Immigration Services Agency
2️⃣ Send the issued COE to the foreign employee
3️⃣ The employee applies for a visa at the Japanese embassy/consulate
4️⃣ After visa issuance, the employee enters Japan and starts working
2. Changing to “Engineer/Humanities/International Services” Status (For Graduates)
Application for permission to change residence status
If a foreign student is getting a job in Japan, they must apply for a Change of Residence Status.
Processing Time: Approx. 1 months to 3 months
Required Documents
Documents from the Applicant:
・Change of Status Application Form
・Photo (4cm × 3cm, taken within the last 3 months,)
・Residence Card
・Copy of Passport
・Resume
・Graduation Certificate
・Academic Transcript
・Certificate of “Specialist” or “Advanced Specialist” Title (if applicable)
Documents from the Employer:
・Employment Contract / Labor Conditions Notice
・Job Description
・Letter of Employment (Hiring Notice)
・Certificate of Company Registration
・Company Brochure or Website Copy
・Financial Statements
・Statement of Total Statutory Withholding Documents
・Tax Payment Certificate (Form No. 3 and Form No. 3-3)
・If hiring a dispatched worker: Documents outlining work details at the dispatch location
Procedure Steps
1️⃣ Submit the Change of Status application to the Immigration Services Agency
2️⃣ Receive a new residence card upon approval
3️⃣ Start working in Japan
3. When renewing a visa (without job change)
Application for permission to extend period of stay
If a foreign employee holding a “Engineer/Humanities/International Services” Visa continues working at the same company, they must apply for a Visa Extension before the expiration date.
Processing Time: Approx. 2 weeks to 1 month
Required Documents
Documents from the Applicant:
・Application for Extension of Period of Stay
・Photo (4cm × 3cm, taken within the last 3 months)
・Residence Card
・Copy of Passport
・Certificate of Municipal Taxation and Tax Payment (for the past year)
Documents from the Employer:
・Statement of Total Statutory Withholding Documents
Procedure Steps
1️⃣ Submit the visa extension application to the Immigration Services Agency (applications accepted up to 3 months before expiration)
2️⃣ Receive a new residence card upon approval
3️⃣ Continue working in Japan
4. When renewing a visa (with job change)
Application for permission to extend period of stay
If a foreign employee holding a “Engineer/Humanities/International Services” Visa continues working at the same company, they must apply for a Visa Extension before the expiration date.
Processing Time: Approx. 2 weeks to 1 month
Required Documents
Documents from the Applicant:
・Application for Extension of Period of Stay
・Photo (4cm × 3cm, taken within the last 3 months)
・Residence Card
・Copy of Passport
・Resume, if required
・Certificate of Graduation, if required
・Academic Transcript, if required
・Certificate of Municipal Taxation and Tax Payment (for the past year)
・Certificate of “Specialist” or “Advanced Specialist” Title (if applicable)
Documents from the Employer:
・Employment Contract / Labor Conditions Notice
・Job Description
・Letter of Employment (Hiring Notice), if required
・Certificate of Company Registration
・Company Brochure or Website Copy
・Financial Statements, if required
・Statement of Total Statutory Withholding Documents
・Tax Payment Certificate (Form No. 3 and Form No. 3-3)
・If hiring a dispatched worker: Documents outlining work details at the dispatch location