Why Work Visa Applications Get Denied and How to Reapply Successfully [2025 Edition]

Introduction

Applying for a work visa in Japan is not as simple as just collecting the required documents. In addition to the legal requirements, the Immigration Services Agency also makes a “comprehensive judgment.” Because of this, visa denials are not uncommon. In this article, we explain the most common reasons for denial and highlight the key points to keep in mind when preparing for reapplication.

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1. Examination Process and Key Points

First, let’s understand the overall flow.
The review process generally follows three steps: “formal check → substantive examination → comprehensive judgment.” Even if your documents are complete, if the content is inconsistent or if the actual job does not fit the status of residence, the application may be denied.

• Relevance (Gaitōsei): Whether the activities fit within the scope of the intended visa category (e.g., for “Engineer/Specialist in Humanities/International Services,” both education and job duties must demonstrate specialization).
• Landing Permission Criteria: Some visas have additional requirements set by ministerial ordinance (e.g., for “Business Manager,” proof of business substance and capital requirements are necessary).
• Comprehensive Judgment: All these elements are considered together, and the final decision is whether the case as a whole is appropriate.

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2. Typical Reasons for Denial

There are common patterns behind most denials.
They can be grouped into three broad categories: applicant-related issues, company-related issues, and inconsistencies in the documents.

Category	Common Reasons	Background	How to Improve
Applicant	Education/experience does not match job description	Work duties too simple or clerical	Clearly show connection between education/experience and job role
Job Duties	Actual work does not fit visa category	“Engineer/Humanities” applicant mainly doing customer service	Revise job description to emphasize specialized tasks, add evidence
Company	Weak business foundation, too small in scale	Unstable finances, unclear employment contract	Submit financials, business plan, organization chart to show stability
Salary	Low wages, only short-term contract	Seen as unstable livelihood	Show salary level in comparison to industry average, prove continuity
Residence History	Unpaid taxes or social insurance, past violations	Damages credibility	Provide proof of payment and insurance enrollment
Documentation	Inconsistencies between job description and contract	Different departments produce conflicting paperwork	Create a cross-check table, unify wording
Comprehensive	Requirements met individually but not convincing overall	Balance judged insufficient	Clarify improvements and explain overall coherence

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3. Examples of Denial and How They Were Resolved

Here are some common real-life scenarios and how they were improved.

Case A: Education present but job seen as too simple

• Background: Job duties centered on stock control and customer service, with little specialization.
• Improvement: Reframe tasks to emphasize specialized work, create a chart linking duties with education/experience, and specify evaluation criteria and responsibilities.

Case B: Small company with insufficient business substance

• Background: Newly established company, unclear finances and employment plans.
• Improvement: Submit office lease contract, employment plan, financial plan, and evidence of transactions to demonstrate real business activities.

Case C: Inconsistencies across documents

• Background: Contract described specialized work, but work logs indicated clerical tasks.
• Improvement: Standardize company document templates, and align daily logs and contracts to show consistency.

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4. Steps After Denial (Reapplication Process)

When you receive a denial, the first step is to understand the reason.
The written notice usually states only a general reason, so you must ask at the immigration office for oral clarification. After that, follow this process:

1. Check the denial notice: Confirm details, including oral explanations.
2. Identify the gap: Was it a lack of requirements, failure to meet criteria, or an issue in overall assessment?
3. Prepare additional documents: Employment contract, job description, financials, tax/social insurance proofs.
4. Consider timing: Immediate resubmission without correction often leads to the same result. Wait a few months until improvements can be demonstrated.
5. Consult a professional: Administrative scriveners and specialists can analyze the denial reasons and help build stronger supporting documents.

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5. Key Points by Visa Category

The focus of examination differs depending on the visa type.

Engineer/Specialist in Humanities/International Services (“Gijinkoku”)

• Whether the applicant’s education/experience matches job duties is crucial.
• For example, if the title is “interpreter” but the actual tasks are clerical, denial is likely.

Skilled Labor

• Requires proof of years of practical experience or technical certification.
• Employment history, payslips, and proof of insurance enrollment are important evidence.

Business Manager

• Immigration checks whether there is a genuine business (office, staff, and funds).
• Paper-only companies are denied.
• Regulatory revisions are being discussed, and stricter standards may be applied in the future.

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6. Practical Points for Preparing Documents

Many denials come from inconsistencies across documents. Even if documents are formally complete, mismatches can easily lead to refusal.

• Job Description (JD): Describe duties specifically and emphasize specialization.
• Employment Contract: Ensure it matches the JD regarding salary, workplace, renewal terms.
• Company Documents: Include organization chart, financial statements, work regulations.
• Residence History: Prepare proof of tax and social insurance payment.
• Final Cross-check: Compare JD, contract, and actual work logs to remove inconsistencies.

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7. Risk Management After Denial

Once denied, the next critical issue is your legal status and ability to keep working.
A denial can directly affect whether you must leave Japan or whether your employment contract continues.

• Overseas Travel While Pending: Online applications allow temporary exit, but you must return within two months of your residence expiry to receive approval.
• If Your Status Expires: During “deemed lawful residence” (minashi zairyū), work eligibility varies by case, so confirm carefully.
• Explaining to Employer: Do not be vague—explain the denial, the improvements being made, and the reapplication plan.

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8. Frequently Asked Questions

Here are answers to common concerns we often hear.

If I meet all the guidelines, is approval guaranteed?

Not necessarily. Immigration makes a comprehensive judgment, and cases can still be denied.

Will I get a detailed written explanation for denial?

Generally no. Detailed reasons are not disclosed; oral explanation at the counter is the norm.

When should I reapply?

Only after making improvements. Reapplying with the same documents usually results in the same denial.

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Conclusion and Checklist

Most denials of work visa applications are not due to lack of personal ability, but because of issues like inconsistencies in documents, weaknesses in company structure, or doubts about financial stability.
For reapplication, it is essential to identify the denial point, correct it, and submit evidence showing the improvements.

Checklist before reapplying

• Have you identified the issues stated in the denial notice or oral explanation?
• Have you cross-checked contracts, job description, salary, and organization documents?
• Can you show financial and employment stability with supporting documents?
• Are your taxes and social insurance fully paid?
• Do you meet the requirements specific to your visa category?
• Is the timing appropriate, after improvements have been implemented?

Ishinagi Administrative Scrivener Office

If you would like to renew or change your work visa quickly and reliably, or if you feel uncertain about the application process, please feel free to consult with our office in Yodogawa-ku, Osaka. We provide support for clients from all over Japan, making use of our extensive experience in dealing with the Immigration Bureau.

If you wish to proceed with your work visa renewal or change of status smoothly and with confidence, please do not hesitate to contact us.

▶ Click here to see our fee schedule

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