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Japanese companies and foreign-owned businesses in Japan that wish to hire foreign nationals must navigate Japan's immigration system as the sponsoring employer. The company — not the employee — is responsible for initiating the visa application process, and errors or omissions in the application can delay or prevent the hire. This page explains the employer's responsibilities, the main visa categories relevant to corporate hiring, and how our office supports companies throughout the process.
📌The Employer's Role in Japanese Work Visas
📌The Employer's Role in Japanese Work Visas
Unlike in some countries where employees apply for work authorization independently, Japan's employment-based immigration system places significant responsibility on the employer. As a sponsoring company, you are required to:
Apply for a Certificate of Eligibility (COE) on behalf of the prospective employee before they can obtain a work visa
Confirm that the role you are offering genuinely qualifies under the relevant visa category
Provide supporting company documentation as part of the COE application
Ensure that the salary and working conditions offered are consistent with those of Japanese employees in comparable roles
Maintain immigration compliance throughout the employee's period of employment in Japan
Failure to comply with these obligations can result in rejection of the COE application, jeopardize the employee's visa status, and in serious cases expose the company to liability under Japan's immigration laws.
📌Visa Categories Most Relevant to Employers
📌Visa Categories Most Relevant to Employers
Engineer / Specialist in Humanities / International Services The most common visa category for corporate hires. Covers a wide range of professional and technical roles including IT engineers, software developers, marketing specialists, financial analysts, designers, translators, and international business coordinators. The employee must hold a relevant university degree or substantial professional experience, and the role must require specialized knowledge.
Engineer / Specialist in Humanities / International Services The most common visa category for corporate hires. Covers a wide range of professional and technical roles including IT engineers, software developers, marketing specialists, financial analysts, designers, translators, and international business coordinators. The employee must hold a relevant university degree or substantial professional experience, and the role must require specialized knowledge.
Highly Skilled Professional Visa (HSP) A points-based visa for exceptionally qualified professionals. If a prospective hire qualifies for HSP status, they benefit from a 5-year period of stay, faster access to permanent residence, and permission to engage in a wider range of activities. Employers hiring HSP-qualifying candidates may also benefit from streamlined processing in some cases.
Highly Skilled Professional Visa (HSP) A points-based visa for exceptionally qualified professionals. If a prospective hire qualifies for HSP status, they benefit from a 5-year period of stay, faster access to permanent residence, and permission to engage in a wider range of activities. Employers hiring HSP-qualifying candidates may also benefit from streamlined processing in some cases.
Business Manager Visa Relevant if your company is appointing a foreign national as a representative director, executive officer, or senior manager. Note: as of October 2025, the Business Manager Visa requirements have been significantly tightened. The capital requirement is now ¥30,000,000 and a qualifying full-time employee is also required.
Business Manager Visa Relevant if your company is appointing a foreign national as a representative director, executive officer, or senior manager. Note: as of October 2025, the Business Manager Visa requirements have been significantly tightened. The capital requirement is now ¥30,000,000 and a qualifying full-time employee is also required.
Specified Skilled Worker (特定技能, SSW) For companies in designated industries — including manufacturing, construction, food service, logistics, agriculture, and nursing care — the Specified Skilled Worker visa allows hiring of foreign nationals who have passed industry-specific skills assessments. This category has different requirements and procedures from standard work visas. Please contact us to discuss whether SSW is applicable to your business.
Specified Skilled Worker (特定技能, SSW) For companies in designated industries — including manufacturing, construction, food service, logistics, agriculture, and nursing care — the Specified Skilled Worker visa allows hiring of foreign nationals who have passed industry-specific skills assessments. This category has different requirements and procedures from standard work visas. Please contact us to discuss whether SSW is applicable to your business.
📌The Certificate of Eligibility (COE) Process
📌The Certificate of Eligibility (COE) Process
The Certificate of Eligibility is the document that confirms immigration authorities have approved the prospective employee's planned activities in Japan. It is a prerequisite for the employee to obtain a work visa at a Japanese embassy or consulate abroad.
📌Ongoing Compliance Obligations
📌Ongoing Compliance Obligations
Sponsoring an employee does not end with COE approval. Japanese immigration law requires employers to:
Notify immigration of employment changes If a sponsored foreign employee leaves the company, changes roles significantly, or if the employment contract is terminated, the employer is required to notify the Immigration Services Agency within 14 days. Failure to report is a violation of the Immigration Control Act.
Notify immigration of employment changes If a sponsored foreign employee leaves the company, changes roles significantly, or if the employment contract is terminated, the employer is required to notify the Immigration Services Agency within 14 days. Failure to report is a violation of the Immigration Control Act.
Support visa renewals Work visas have a defined period of stay — typically 1, 3, or 5 years. As the sponsoring employer, you play a role in the renewal process by providing updated company documents and an employment certificate. Renewals should be initiated at least 3 months before the current visa expires.
Support visa renewals Work visas have a defined period of stay — typically 1, 3, or 5 years. As the sponsoring employer, you play a role in the renewal process by providing updated company documents and an employment certificate. Renewals should be initiated at least 3 months before the current visa expires.
Status changes If an employee's role changes significantly — for example, moving from an engineering role to a management role — a status change application may be required to ensure their visa category remains appropriate.
Status changes If an employee's role changes significantly — for example, moving from an engineering role to a management role — a status change application may be required to ensure their visa category remains appropriate.
Maintaining employment records Immigration authorities may request employment records and salary information at renewal. Maintaining accurate records from the outset avoids complications later.
Maintaining employment records Immigration authorities may request employment records and salary information at renewal. Maintaining accurate records from the outset avoids complications later.
📌Newly Established Companies
📌Newly Established Companies
Companies that have been operating for less than 2 years — including newly established subsidiaries of foreign companies — face additional scrutiny in the COE review process, as immigration authorities have limited financial history to assess. Common issues include:
Insufficient capital or unclear financial backing
Vague or unconvincing description of business activities in Japan
Roles that appear to exceed what the company's current scale can justify
For newly established companies, early consultation is particularly important. We can advise on how to structure the application to address these concerns before submission.
📌How We Can Help
📌How We Can Help
Our office provides corporate immigration support including:
Eligibility assessment for proposed hires and visa categories
Full preparation and submission of COE applications
Employer notification procedures (mid-term changes, employee departures)
Visa renewal support for sponsored employees
Status change applications
Immigration compliance review for HR teams
Consultation on Specified Skilled Worker (SSW) applicability
We work with companies of all sizes, from small businesses making their first foreign hire to established companies managing multiple visa applications. Remote consultation is available, and Stripe payment is accepted.
📌Get Started with a Free Consultation
📌Get Started with a Free Consultation
Whether you are preparing to hire your first foreign employee or reviewing your company's immigration compliance, we recommend beginning with a consultation to confirm the appropriate visa category and identify any issues before the COE process begins.
Email us first. We will review the role, the prospective employee's background, and your company's situation, and advise on the most appropriate path — before any paid commitment.
Initial email consultation: Free
First consultation session: 30 minutes, no charge
📩 Contact us: support@maeda-int.com Or use the contact form:
Full consultation session (detailed eligibility assessment and application strategy): JPY 22,000
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