Q&A ③ (About Required Documents)
Matters Concerning Required Documents
This page outlines common questions and points for business owners to keep in mind when hiring foreign nationals.
Q10: What documents should the hiring company prepare for an application submitted to the Regional Immigration Services Bureau?
A10: Please check the Immigration Services Agency’s website for the required documents based on the status of residence you are applying for.
For inquiries by phone, please contact the Immigration Information Center.
- Immigration Information Center:
- TEL: 0570-013904
- (From IP phones, PHS, or overseas): 03-5796-7112
Q11: We are told that we need to submit a “Withholding Tax Statement Summary Table.” Why is this necessary?
A11: This document is required to classify your organization into one of four categories (see below) based on its size. The required documents differ depending on the category you fall into; the larger your organization, the simpler the required documents become.
Classification of Organizations into Categories:
- Category 1:
- Companies listed on a Japanese stock exchange
- Mutual companies engaged in the insurance business
- Japanese or foreign national/local governments
- Independent administrative agencies
- Special corporations/authorized corporations
- Japanese national/local government public-interest corporations
- Public corporations listed in Attached Table 1 of the Corporation Tax Act
- Companies eligible for special additions in the Highly Skilled Professional Ordinance (Innovation Promotion Companies, etc.)
- Companies that meet certain conditions.
- Category 2:
- Organizations or individuals whose total withholding tax on employment income from the previous year, as shown in the “Summary Table of Statutory Records, etc. for Withholding Tax,” is ¥10 million or more, OR
- Organizations approved to use the online application system.
- Category 3: Organizations or individuals who have submitted a “Summary Table of Statutory Records, etc. for Withholding Tax on Employee’s Employment Income” for the previous year (excluding Category 2).
- Category 4: Organizations or individuals that do not fall under Categories 1, 2, or 3.
Q12: We are told we need to submit the “Summary Table of Statutory Records, etc. for Withholding Tax on Employment Income” for the previous year, but the latest documents are not yet complete at the time of application. What should we do?
A12: If the “Summary Table of Statutory Records, etc. for Withholding Tax on Employment Income” for the previous year is not yet complete and cannot be submitted at the time of application, please submit the most recent document available (the “Summary Table…” from the year before the previous year).
Q13: We want to hire a foreign student currently enrolled in a Japanese university. Can we apply for a Change of Status of Residence while they are still expected to graduate?
A13: We will accept the application if you submit a Certificate of Expected Graduation, but you must submit the Graduation Certificate after they graduate. We begin accepting applications for foreign students graduating in March from December of the previous year. The result of the application will be provided to you after you have submitted the Graduation Certificate to the Regional Immigration Services Bureau where you applied.
Q14: Are original copies of graduation certificates or certificates of expected graduation required?
A14: For documents that can be reissued multiple times, such as certificates, an original copy is required. For a diploma, a copy is sufficient, but be sure to bring the original for verification at the time of application.
Q15: A foreign student has graduated from a university. Can they work part-time as an “Activity outside Status of Residence” while waiting to start their new job?
A15: No. If a foreign student has graduated from a university and has finished their activities under the “Student” visa status (i.e., they are no longer enrolled), they cannot work part-time.
Q16: We have offered a job to a foreign student who graduates in September, but their start date is in April of the following year. Do they have to return to their home country?
A16: It is possible to change their status of residence to “Designated Activities” for job seekers. For details, please refer to the provided link.
Q17: The permission to change to a work-related visa has not yet been granted, but our company’s welcoming ceremony is coming up. Can they attend?
A17: It is acceptable for them to attend the welcoming ceremony or training sessions where no salary is paid. However, they can only begin work and receive payment after the Change of Status of Residence has been granted.
Q18: An applicant who will be joining our company has asked for an Employment Certificate. What information should be included?
A18: While there is no set format for an Employment Certificate, please include the following information. Be sure to also include the name, address, title, and full name of the certifying company at the end.
- Applicant’s name, nationality, date of birth, and gender
- Department
- Date of joining the company
- Job title and salary
- Job description
Q19: If we submit an employment contract, what information should be included?
A19: Labor laws apply to foreign nationals just as they do to Japanese nationals. Therefore, you must clearly state the terms of employment in accordance with the Labor Standards Act.
Q20: When hiring a foreign national who does not currently have a work visa, what kind of employment contract should be prepared?
A20: It is generally a good idea to create a conditional employment contract where the employment becomes effective upon the successful acquisition of a work visa. For example, you can include a condition stating that the employment start date “will become effective from the date of receiving permission for employment from the Regional Immigration Services Bureau.”
Q21: Can we submit a Certificate of Eligibility or Change of Status of Residence application even if the employment contract with the prospective employee has not yet been finalized? (We plan to finalize the contract after receiving permission from the Immigration Services Bureau.)
A21: While an employment contract is not always required, you must submit a document that clearly states the terms of employment for the prospective employee, such as their job duties, salary, and expected period of employment (e.g., an “Employment Terms Statement”).
Q22: Is it necessary for the employer to submit a document like a “Statement of Reasons for Hiring” when applying for a Certificate of Eligibility or a Change of Status of Residence?
A22: A “Statement of Reasons for Hiring” is not a document required by law. However, if the immigration officer needs a more concrete understanding of the job duties during the review process, they may request additional documents, such as a detailed explanation of the reasons for hiring and the job description.
Q23: For a foreign national’s Extension of Period of Stay application, a “Certificate of Taxation (or Exemption) and a Certificate of Tax Payment for Resident Tax (stating the total annual income and tax payment status)” is required. However, an employee we hired last year did not reside in Japan as of January 1 of last year and cannot obtain this certificate. What documents should they submit instead?
A23: If they cannot submit a Certificate of Taxation (or Exemption) and a Certificate of Tax Payment for Resident Tax, please have them submit a letter explaining why they cannot submit the document (in any format) along with materials that can serve as a reference for their income for the most recent year, such as their withholding tax slip and salary statements.
Q24: After hiring someone in our company, they will be dispatched to work at another company. Are documents from the dispatch company also required?
A24: Since the eligibility for the visa is determined by the content of the activities they will be engaged in at the dispatched location, you must submit materials that show the outline of the dispatched company and the details of the dispatch contract.
(Source: Immigration Services Agency Website, February 2025)
Q&A ① (When Hiring) – Yokoyama Daisuke Gyoseishoshi Office (Tokyo/Shinjuku)
Q&A ② (How to Apply for a Visa) – Yokoyama Daisuke Gyoseishoshi Office (Tokyo/Shinjuku)
◆ If your company falls into any of the following categories, please feel free to contact us! (Free consultation) ◆
- You are new to hiring foreign nationals and are worried about successfully handling the visa application.
- You are unable to properly create the “Statement of Reasons for Hiring.”
- You are unsure if you meet the visa requirements (for the individual, your company, and the job duties).
- You want to outsource the visa application process to reduce the risk of denial and improve work efficiency.
160-0023 Annex Kobayashi Bldg. 523, 8-19-1 Nishishinjuku, Shinjuku-ku, Tokyo
Yokoyama Daisuke Gyoseishoshi Office
Chief Administrative Scrivener Daisuke Yokoyama [Japan Federation of Administrative Scriveners Association Registration No. 23080943]
- A former Tokyo Metropolitan Government employee and current visa-specialist administrative scrivener will provide careful and responsible support.
◎ Visa Certificate of Eligibility/Change of Status Application Package (from ¥118,000)
◎ Visa Renewal Application Package (from ¥49,000)
◎ Creation of “Statement of Reasons for Hiring” only (from ¥28,000)
◎ Consultation on Foreigner Employment (First consultation is free)
Email: info@daisukeoffice.com
Official LINE ID: @615wivml
Phone: 03(6824)5009 / 090(1275)1188 FAX: 03(6824)5012
Free Consultation Application – Yokoyama Daisuke Gyoseishoshi Office (Tokyo/Shinjuku)
Fee Schedule (Foreigner Visas) – Yokoyama Daisuke Gyoseishoshi Office (Tokyo/Shinjuku)